Scheduled To-Do's

*'Scheduled To-Dos' are turned on per property. Contact STS Support to enable.

Scheduled To-Do's automatically add to-dos to your list on a schedule that you set, so relationship tasks that aren't tied to a booking never slip through the cracks. Use them for client birthdays, annual LNR renewals, or a call 90 days before a client's yearly conference.

You set up a rule once on an account or contact. STS Cloud then creates a regular to-do each time the rule comes due. Those to-do's work exactly like any other: you can edit, reassign, complete or delete them.

Once it's on, you'll see:

• A Scheduled To-Dos panel on every account page

• A Scheduled To-Dos page under My Settings

• A grey Scheduled badge on any to-do created by a rule

Creating a Scheduled To-Do:

1. Open the account.

2. In the right-hand column, find the Scheduled To-Dos panel (just below Traces) and click +.

3. Fill in the form and click Create Scheduled To-Do.

Note: Read-only users can see the list but not change it. Those with edit rights on the can create or change rules.

The to-do shows up in your dashboard's Upcoming list, moves to Today and Overdue like any other and appears in the To-Do panel on the account (and contact, if chosen).

The Scheduled badge. Each to-do created by a rule carries a grey Scheduled badge with a clock icon. Hover to see how often it repeats; click it to open the rule.

No duplicates. You'll never get two to-dos for the same occurrence. If a day is missed, STS Cloud catches up on the next run. Occurrences more than 30 days in the past are skipped, and the rule moves on to the next upcoming date.

When a to-do won't be created:

• The account has been deleted.

• No one can be assigned: the rule isn't assigned to a specific user and the account has no owner. Fix this by giving the account an owner or assigning the rule to a user.

*Note: Scheduled To-Dos don't send emails or reminder digests; to-dos appear in STS Cloud only.

My Settings → Scheduled To-Dos. This page lists every rule you're responsible for across all your accounts: rules assigned to you, plus rules on accounts you own that aren't assigned to a specific user. Use the Active / Paused toggle in the top right to switch views, and click an account name to jump to it. You can edit, pause, resume or delete any rule here on accounts you have edit rights to.

Corporate Accounts: Scheduled To-Dos belong to individual properties. A rule is visible only to the property that created it, never to the corporate parent or sister properties, even on shared accounts.

FAQ's

I set 7 days before. Why is the to-do due on the birthday, not a week early?

That's by design. "Days before" controls when the to-do appears in your list. The due date is always the actual occasion, so it sorts correctly in Today and Overdue.

I reassigned the account. Why did this month's to-do stay with the old owner?

To-dos that were already created keep their assignee. Only future to-dos go to the new owner. Reassign the existing to-do by hand if needed.

I created a rule with a date in the past. What happens?

On the next morning's run, any occurrence from the last 30 days is created (and will show as overdue). Anything older is skipped, and the rule moves to its next upcoming date.

Can I create a rule from a contact's page?

Rules are created from the account page. Choose the contact in the With field.

Why can't I see the Scheduled To-Dos panel?

Either the feature isn't enabled for your property (contact STS Support), or you're viewing the account from a corporate parent login, where the panel doesn't appear.

Can I set a custom schedule, like every 10 days?

Not yet. Rules repeat weekly, monthly or yearly, or run once. The current version also doesn't support templates that apply to every account or contact, email reminders, or Scheduled To-Dos on leads.