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Tasks & Approvals

Praxi includes a comprehensive task management system for tracking practice to-dos, clinical follow-ups, and approval workflows. Tasks can be created manually, generated by workflows, or suggested by AI agents.

Creating Tasks​

  1. Navigate to Tasks in the sidebar or click the + button in the task panel
  2. Enter a task title and description
  3. Set the due date
  4. Assign to a team member (or leave unassigned for the team queue)
  5. Set the priority (low, medium, high, urgent)
  6. Optionally link the task to a client record
  7. Click Create
Link tasks to client records whenever relevant. This creates a complete

activity trail and makes it easy to find related tasks when reviewing a client's file. :::

Task Features​

Assigning Tasks​

  • Assign tasks to specific team members based on their role and workload
  • Reassign tasks by editing the assignee field
  • Unassigned tasks appear in the shared team queue for anyone to pick up
  • Assignees receive an in-app notification and optionally an email
  • Use Bulk Assign to reassign multiple tasks at once

Due Dates and Reminders​

  • Set due dates when creating or editing a task
  • Add reminders to tasks (via email, push, SMS, or popup) at a specific time
  • Overdue tasks are highlighted in the task list and flagged in the assignee's inbox
  • View overdue task counts on the dashboard badge

Subtasks​

Break large tasks into smaller steps:

  • Add subtasks to any task from the task detail view
  • Track completion of individual subtasks
  • Convert a subtask into a standalone task if it grows in scope

Comments and Collaboration​

  • Add comments to tasks with @mention support to notify team members
  • Edit or delete your own comments
  • View the full comment history on each task

Task History​

Every change to a task is recorded in an audit trail:

  • Status changes, reassignments, and priority updates
  • Comments added and edited
  • Completion and reopening events

View the history from the task detail panel to see who changed what and when.

  • Attach files to tasks (documents, images, references)
  • Add URL links with descriptions for quick access to related resources
  • Remove attachments or links when no longer needed

Recurring Tasks​

Set tasks to repeat automatically:

  1. Open the task
  2. Click Set Recurrence
  3. Choose the repeat pattern (daily, weekly, monthly, or custom)
  4. Praxi creates a new task each time the previous one is completed

Remove recurrence at any time from the task detail view.

Task Templates​

Save frequently used task configurations as templates to speed up creation:

  • Define a template with a title, description, type, priority, tags, and optional checklist items
  • Set a default assignee or role for the template
  • Specify a due-date offset (e.g., 3 days from creation)
  • Create tasks from a template with one click

Manage templates at Settings > Tasks > Templates.

Duplicating and Reopening Tasks​

  • Duplicate any task to create a copy as a new to-do item
  • Reopen a completed task if further action is needed

Task Categories​

Organise tasks into logical groups by creating categories with default properties:

  1. Go to Settings > Tasks > Categories
  2. Click New Category and give it a name and colour
  3. Optionally set default priority, due date offset, and assignee role
  4. Reorder categories to control their display order

Task Automation Rules​

Set up rules that automatically create tasks when specific events occur:

  1. Go to Settings > Tasks > Automation
  2. Click New Rule and define a trigger event, task template, and conditions
  3. Toggle rules on or off as needed
  4. Manually trigger a rule for testing

Reordering and Organisation​

  • Drag tasks to reorder them within a section
  • Use batch reorder to update the order of multiple tasks at once

Bulk Operations​

For efficiency, you can perform actions on multiple tasks at once:

  • Bulk Complete -- mark several tasks as done
  • Bulk Update -- change the status or priority of multiple tasks
  • Bulk Assign -- reassign a batch of tasks to a different team member
  • Bulk Delete -- remove multiple tasks

Select tasks using the checkboxes and choose the action from the toolbar.

Task Analytics​

View task analytics at Tasks > Analytics in the sidebar:

  • Status breakdown (pending, in progress, completed, overdue)
  • Priority distribution across your practice
  • Completion trends over time
  • Productivity score
  • Filter by date range

AI-Suggested Actions​

When Praxi, Jarvis or other AI agents identify actions that could benefit your practice or clients, they create task suggestions:

  • Suggested follow-up calls or check-ins
  • Recommended assessment administrations
  • Billing corrections or missing claims
  • Document preparation reminders

These appear in your task list with an AI Suggested label. You can Approve to execute the action or Dismiss to reject it with an optional reason.

AI-suggested actions always require human approval, regardless of the

user's role. This is a safety requirement aligned with PsyBA professional standards. :::

Task Counts​

The dashboard displays badge counts for:

  • Total tasks
  • Pending tasks awaiting action
  • Completed tasks
  • Overdue tasks past their due date
  • AI Suggestions awaiting review
  • Workflow Steps requiring action

Export​

Export your tasks for reporting or external use:

  1. Go to Tasks in the sidebar
  2. Click Export
  3. Choose the format and scope
  4. The export is logged in the audit trail for compliance

Task Notifications​

EventNotification
Task assigned to youIn-app + email
Task due tomorrowIn-app
Task overdueIn-app + email
Approval requestIn-app + email
Approval decisionIn-app
Comment mentioning youIn-app

Permissions​

ActionRequired Permission
Create tasksAll authenticated users
Assign tasks to othersAll authenticated users
Delete tasksAll authenticated users (own tasks)
Approve AI actionsAll authenticated users (mandatory review)
View all practice tasksPractice owner or practice manager

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