Introducing Manual Tasks: Schedule In-app To-dos to Close More Deals

by Sandra Wilk

October 20, 2020

It’s my pleasure to announce that we’ve just rolled out a new feature called Manual Tasks.

If you’d like a reminder in your campaign to make a phone call to a prospect in between emails or to send a social media connection request before the first follow-up, you’ll love this feature.

Manual Tasks will help you increase your chances of closing deals, allow you to better organize your workflow, and manage prospects.

Without further ado, let’s see what Manual Tasks are, how they work, and how you can use them in your outreach process.

What are Manual Tasks?

Manual Tasks are additional steps that you can schedule in your campaign, apart from emails. They’re manual actions that you want to include within the campaign flow, e.g. to make a phone call to a prospect or to update their data.

Up till now you could build your campaign with an opening email and as many as 7 follow-ups, to which you could set certain conditions.

Now you can also add tasks. This means you can build a more advanced campaign structure, containing emails and manual to-dos. To both of these you might set conditions.

You might say it’s an upgrade on the Woodpecker campaigns as you know them, that boosts the chance of closing that deal and helps you get better organized in your daily workflow.

Let’s dive a bit deeper into how they work.

How do Manual Tasks work?

The most crucial change you’ll see in creating a campaign is that now you can choose between two types of steps: emails and tasks.

A manual task can be whatever you set for yourself. It’s a step that serves as a reminder to perform an action at a certain stage in a campaign.

Tasks tab & state

You can see all your Tasks in the Tasks tab. If you need to take some action, you’ll see a red circle with the number of tasks that require your attention.

manual tasks tasks tab

You can filter tasks by their state.

tasks tab filter

A task can have one of these 4 states:

  • To do – the task has been created and is “waiting” to be done
  • Done – the task has been completed
  • Ignored – the task has been intentionally ignored
  • Overdue – the due date has passed, but the task has neither been completed nor intentionally ignored

The only way a state can change is if you do it manually.

When a task’s due date is approaching, you’ll get a notification in the Tasks tab. You’ll also see “Attention required” on your Campaigns list, in the campaign that has a task to be completed soon.

Adding conditions to tasks

If you set a condition after a task, its state will affect how Woodpecker sends your follow-ups after that task.

  • Marking a task as done will trigger Path YES
  • The ignored state will trigger Path NO
  • The to-do state won’t trigger any of the Paths. The prospect’s status will still be active, and one of the Paths will be triggered only when you change the task’s state to done or ignored

Now let’s see what an actual campaign with Manual Tasks might look like.

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How to create a campaign with Manual Tasks?

Let’s say you’d like to streamline your outbound sales process and get more sales.

Usually you’d find prospects, prepare the email copy, set up a campaign – maybe add a condition or set a couple of different subject lines for A/B testing – and schedule it. All steps in such a campaign would be emails.

As I already mentioned, now you can also add tasks. So what could creating such a campaign look like?

#1 choose Step 1 – the opening email

When adding a step, choose from the dropdown menu above the subject line.

In this scenario let’s say we’re picking an email as Step 1, but you can also start your campaign with a manual task. Or build a campaign with manual tasks only, with no emails at all.

You can add as much as 8 steps to your campaign – and it’s up to you how many of them are emails, and how many are tasks.

#2 choose Step 2 – a manual task

This time choose a task instead of an email from the dropdown menu.

Let’s say the action you’d like to add at this point in the campaign is to call your prospect.

Set up the wait window between the email and task, e.g. for 3 days (if the prospect doesn’t respond within these 3 days, the task will be created).

Then write a reminder to make a phone call in the content field of your task – and set the due date for this task on the right of your note.

You may use snippets in your tasks – for example, with the prospect’s phone number so you can call them right away, without having to look for the number in a spreadsheet.

#3 set a condition to the task

You can set conditions to your tasks, too – just like with emails.

  • If you get a hold of your prospect and mark the task as done, the Path will divert into Path YES, which might be e.g. a follow-up message with an offer.
  • If you couldn’t reach them, you can mark the task as ignored, and the Path will divert into Path NO, which might be an email saying “Hey, I was trying to reach you…”, or no email at all.

If you don’t mark the task as done or ignored, it won’t trigger any of the possible next steps.

If you set up a follow-up email to be sent 3 days after a task, the message will be sent 3 days after the task is marked as done or ignored, not 3 days after it’s been created.

After you’ve added prospects to your campaign, you can see a summary of what kind of steps and how many of them you have in your sequence.

What do the stats look like now?

You’ll see some changes in the way we present your stats – all actions within a campaign are now called Steps. With Steps-Tasks you’ll get to see how many were created and how many of each state there are in a sequence.

Over to you

Are you curious to try Manual Tasks and boost the positive results of your campaigns?

I can share that Manual Tasks are also the first step for a feature that will help you even more with closing deals and organizing your workflow.

That’s not all we’ve got in store for you, so be sure to stick around!

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Sandra Wilk

Content Marketing Specialist at

Sandra is a language geek. She enjoys creating stuff and chatting with people, and there are few things she appreciates more than a good story.

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