Tasks
Create tasks for yourself or colleagues. One-time or recurring, with deadlines and notifications.
Tasks
Tasks are instructions and to-dos that Merlin tracks per PIN user. You can create them via the dashboard, via chat or via voice. Merlin reminds you and can automatically mark them as done.
Task types
| Type | Description | Example |
|---|---|---|
| One-time | Execute once, optionally with a deadline | "Send quote to Bakker BV by Friday" |
| Recurring | Ongoing instruction without end date | "Always ask for the order number" |
| Workflow | Multi-step automation with multiple tools | "Check all channels and create a summary" |
Creating tasks
Via voice or chat
- "Create a task: send quote to Bakkerij de Zon"
- "Remind me tomorrow to review the contract"
- "Add a standing instruction: always greet customers by their first name"
Via the dashboard
- Go to Tasks in the dashboard
- Click New task
- Fill in title and description
- Choose the type (one-time or recurring)
- Set a deadline (optional)
- Assign the task to a PIN user
- Click Save
Via the desktop app or Android & iPhone
Both apps have a tasks panel with a + button. Fill in title, description and type. The task is synced immediately with the dashboard.
Viewing tasks
- Voice/chat: "What are my tasks?" or "Do I have open tasks?"
- Dashboard: under Tasks you see all tasks per PIN user
- Desktop app (Windows / macOS): click the tasks icon in the sidebar
- Android & iPhone: tap Tasks in the menu
Completing tasks
- Voice/chat: "Mark the quote task as done" or "The server backup is done"
- Dashboard: click the checkmark next to the task
- Desktop / Android & iPhone: tap or click the task to check it off
Notifications
For tasks with a deadline, Merlin sends a reminder via the channel you're using:
- Dashboard: badge on the tasks icon
- Desktop app: notification in the tasks panel
- Android & iPhone: push notification
- Slack: DM with the reminder
- Email: if email is configured for the PIN user
Standing instructions
Standing tasks are not to-dos but behavioral instructions. They are loaded as context for Merlin with every conversation. Examples:
- "Always ask for the customer number"
- "Use formal language"
- "If a customer calls about a return, refer to the return form"
Assigning tasks
An administrator can assign tasks to specific PIN users or to a PIN group. Each PIN user only sees their own tasks. A PIN user belongs to at most one PIN group; choosing another group moves the user. Workflows use the vault of the assigned PIN. See Connections.
Tasks vs. Automations
Tasks are manual to-dos and instructions. Automations (workflows with AI analysis) are automated processes that fetch data, analyze and suggest actions. See Automations for more information.