Tasks and Phone Call Reminders let you automatically assign to-dos to yourself or your team. They help ensure important actions—like following up with clients or preparing for milestones—don’t get missed. The setup process for both is the same.

For example, you might create a task when a client approaches their 100th visit, prompting staff to leave a congratulatory note on their reserved station.

To add a Task, scroll to the last section of your automation, Auto-Actions > Add an auto-action > select Task.

Name your task > click Create.

Choose when the task should be created. You’ll see three timing options available whenever you add an auto-action - more details here.

Name the task to summarize the task at hand for your team. You can also include helpful information or even scripts in the Task Note section.

Assigning is optional, but it can help keep your team organized. You can:

Once you've set the timing, content, and optional assignment, click Save and Continue.

Team users can enable email notifications in their XG notification settings. If you turn on notifications here, you will receive these notifications by email at the email address you use to log in. If you have notifications turned on and aren't receiving these emails, check your spam/junk folders to see if they are being filtered there.

The notification is triggered when:

1) A task is assigned to the user

2) A phone call reminder is assigned to the user

3) A scheduled email is assigned to the user. Note: The notification is tied to the assignment event, not the task's due date.

For example: Automation creates task → Task is assigned to Gabby → Gabby receives email notification. The system does not currently generate another email automatically when the task due date/time arrives → No additional task-due email is sent.

Question: When are the task, phone call reminder, and email notifications sent?

Answer: Xplor Growth currently sends an email notification when a task, phone call reminder, or scheduled email is assigned to a team user, not when the task reaches its due date. This distinction is important when troubleshooting reports such as: > “I received an email when the task was created, but I didn't receive another email when the task became due.” That is currently expected behavior.

Once you’ve configured the timing, content, and assignment (if needed), click Save and Continue. At the top right, click the green Set Live button.

Whenever a contact qualifies for this automation step:

Tags identify and categorize contacts. They are especially helpful for grouping contacts based on information not captured in your booking software.

You can manually assign tags to individual contacts at any time. However, adding a Tag auto-action in an automation applies tags automatically when clients meet the automation criteria.

Tags help you:

Example:

If you have an automation built to target new leads, you can set up an auto-tag so that every new lead who enters the automation automatically receives the New Lead tag. This ensures your team can quickly identify and track new contacts without manually adding the tag each time.

To add an auto-task, scroll to the last section of your automation, Auto-Actions > Add an auto-action > select Tag.

Name your tag > click Create.

First, determine when you want the tag to be created. Whenever adding an auto-action to an automation, you will be presented with three timing options - more on these here.

Next, select whether you want to Add or Remove a tag. After you select the tag you want to add or remove from the dropdown, click Save.

Click the green Set Live button in the top-right to activate the auto-tag. If it is greyed out, re-save your timing or check for missing steps.

Once live, anyone who enters your New Lead automation will automatically receive the New Lead tag. After setting up your auto-actions, your automation is ready to go live.