How To Use Sendtask With Email

how-to-use-sendtask-with-email

In this guide, you will find out how to use Sendtask with email. We’ll go through the process one step at a time, using our friend Bob’s workflow as an example.

Bob is a busy guy. He runs several personal and work projects at any given time. In order to organize and keep track of everything, he uses sendtask.io.

Bob starts a normal day by opening his email account. He sees a number of things he needs to do or delegate to his team. Instead of transferring everything into another software and losing time, he starts clearing off tasks as new emails come in. Here’s how you can do the same:

Step 1: Start creating an email and enter your recipient’s address in the recipient field

Sending tasks with sendtask.io is almost the same as sending a normal email. You begin by entering the recipient’s email address. Of course, you can enter multiple email addresses but only the first one you enter will be the direct assignee. If you include any other people, they will be added as followers who have access to the task, its comments, and attachments. Neither you nor your recipients need a sendtask.io account in order to gain access and use most of the tool’s features.

Pro Tip: You can include yourself as the email recipient or follower and manage your own task list directly from email.

Step 2: Add [due_date]@sendtask.io as an additional recipient (cc)

This is the only difference from sending a normal email. You need to include [due_date]@sendtask.io as an additional recipient in order for the tool to recognize your task. For example, this could be “tomorrow@sendtask.io” or “monday@sendtask.io”. A full list of all available deadline formats can found here.

Pro tip: If you don’t want to set a due date, use “task@sendtask.io” as the additional recipient. 

Step 3: Type in the task title in the subject line

The subject line will become the task title. This should be something actionable such as “Buy milk” or “Call Andy about new landing page”.

Step 4: Write your comments/ task description in the actual email

The email field is where you add your comments or task description. This will be useful for the assignee in case there is further clarification needed.

Step 5: Send

Now that you have an assignee, task title, due date and description, it’s time to send the email.

Step 6: Repeat process for all projects and tasks

You can repeat the same process for all tasks you have on your mind – both personal and work related. You can include your team, friends or family as assignees in case you need them to do something and you can build your own task list.

Step 7: Go to your Sendtask dashboard

how-to-use-sendtask-with-email-assigned-tasks

After you’re finished, you can sign in to your Sendtask dashboard and everything will be there. If you don’t have an account, you can sign up and take advantage of all of the tool’s features.

 

A Guide To Sendtask Due Dates

Due-date-formats

This post will guide you through the different due dates you can use in Sendtask. They apply to email, Slack and in-app due date settings. We’ll use email for our example illustrations, but the formats are available in all Sendtask integrations and apps. Here’s a list of the due dates you can use::

Scenario 1: You want to set the due date as today or tomorrow

Then add as additional recipient:

today@sendtask.io
or
tomorrow@sendtask.io

Note: By default, the timing is set at 12 am midnight when using this format.

You can also include a specific time:

Example:
today1pm@sendtask.io – this will set the due date for today at 1 pm
or
tomorrow2pm@sendtask.io – this will set the due date for tomorrow at 2 pm

…and so on.

Scenario 2: You want to set the due date as a specific day of the week

Then add as additional recipient one of the following:

monday@sendtask.io
tuesday@sendtask.io
wednesday@sendtask.io
thursday@sendtask.io
friday@sendtask.io
saturday@sendtask.io
sunday@sendtask.io

Note: By default, the timing is set at 11 pm when using this format.

You can also include a specific time:

Example:
monday1pm@sendtask.io – this will set the due date for 1 pm on the first Monday coming after today’s date
tuesday4am@sendtask.io – this will set the due date for 4 am on the first Tuesday coming after today’s date
friday11am@sendtask.io – this will set the due date for 11 am on the first Friday coming after today’s date

…and so on.

Scenario 3: You want to set the due date as a specific date

Then add as additional recipient:

YYYY-MM-DD@sendtask.io
or
YYYY/MM/DD@sendtask.io

Example:
2017-03-27@sendtask.io – this will set the due date for 27th March 2017.

2017/03/27@sendtask.io – this will also set the due date for 27th March 2017.

Note: By default, the timing is set at 11 pm when using this format.

Scenario 4: You don’t want to set any due dates

no-due-date

Then add as additional recipient:

task@sendtask.io