The Create Task step in the Workflow Builder lets you automatically generate a task at a specific point in a workflow — so when your automated emails finish, a to-do appears for your team to handle the next step personally. It bridges the gap between hands-off automation and hands-on follow-through, without requiring you to remember to create the task yourself.
How It Works #
When a workflow reaches a Create Task step, BookLive creates a new task and attaches it to the relevant record — a partnership, a performance, or your group — depending on the workflow’s context. The task appears exactly like any other manually created task, so your team can mark it complete, edit it, or delete it from the same place they manage other tasks.
The task name and description support placeholders, which means BookLive fills in the actual contact name, venue, or event date automatically when the step runs.
Before You Begin #
- You must be a group leader to create or edit workflows.
- Your workflow should already have a trigger and at least one other step — or you can add the Create Task step as the only action step.
Step 1: Open the Workflow Editor #
- Log in at https://booklive.com/login.
- In the left sidebar, navigate to Workflows under the Automation section.
- Open an existing workflow and click Edit, or create a new one.
Step 2: Add a Create Task Step #
- In the workflow editor, click the + button — either at the top of the step list or between two existing steps.
- From the step menu, select Create Task.
- The Add Create Task Step dialog opens.
Step 3: Configure the Task #
Fill in the following fields:
- Task Name (required) — The name that will appear on the task. Keep it actionable, like “Follow up with [client_name] by phone” or “Send venue contract to [venue_name]”. Supports placeholders.
- Task Description (optional) — Additional context for whoever picks up the task. For example, notes about what to discuss or links to reference. Supports placeholders.
- Due in (days from when step runs) (optional) — Enter a number to set a due date relative to when this step executes. For example, entering 2 sets the task due two days after the step runs. Leave blank for no due date.
To insert a placeholder, click Insert Placeholder and choose from the available options. Common placeholders include:
[client_name]— Full name of the enrolled contact[first_name]— First name only[client_email]— Contact’s email address[venue_name]— Name of the performance venue (performance workflows)[performance_date]— Date of the linked performance[performance_start_time]— Start time of the linked performance[contact_name]— Name of the Gig Vault contact (partnership workflows)[workflow_name]— Name of the workflow itself[today]— The current date when the step runs
Step 4: Save the Step #
- Click Save Step to add it to the workflow.
- The step appears in the workflow as a “Create Task” node, showing the task name and due date (if set).
- Click Save to save the workflow. Activate it when ready.
Where Tasks Appear #
The task is created on the record that the enrollment is attached to:
- Partnership workflow — The task appears in the partnership record’s One-Off Tasks tab in Gig Vault. A note is also added to the partnership’s activity log: “Workflow created one-off task: [task name].”
- Performance workflow — The task is attached to the linked performance record.
- Client-only workflow (no performance or partnership context) — The task is created at the group level and appears in your group task list.
Tips & Notes #
- Use task steps after automated emails end. A good pattern is: send your follow-up email sequence, then add a Create Task step at the end so a team member knows to make a personal call or check in.
- Combine with delays. Add a Delay step before the Create Task step if you want the task to appear at a specific point — for example, three days after the last email.
- Tasks are permanent. Once created, workflow tasks behave like any other task. Cancelling the workflow enrollment does not delete tasks that have already been created by earlier steps.
- You can use multiple Create Task steps in a single workflow — for example, one at the start to schedule a call and another at the end to confirm delivery.
