How tasks are generated
Tasks are automatically created from your meeting notes. Once a client conversation has been fully transcribed and summarised, Marloo's AI will generate a set of tasks based on the discussion. These can include:
Ad hoc reminders — simple one-off action items from the conversation
Workflow tasks — multi-step tasks with sub-tasks and dependencies
Combined actions — grouped tasks that fall under a single objective, such as "follow up with the client after the meeting"
You don't need to manually create every task — Marloo listens to what was discussed and surfaces the work that needs to happen next. You can also create tasks manually at any time if you need to add something that wasn't covered in the meeting.
Setting up a task
Each generated task comes with a number of configurable fields. You can also edit the task name and description at any time to better reflect the work involved.
Client — automatically assigned based on the meeting attendee
Assignee — defaults to you, but can be reassigned to another team member such as a paraplanner or administration staff. You can also assign to multiple assignees.
Remind date — a gentle nudge for when you should start working on the task
Due date — the hard deadline by which the task must be completed
Status — set to To Do, In Progress, or Completed
Priority — mark a task as high priority to ensure it stands out
One thing worth noting is that Tasks may appear greyed out for some users — this just means it needs to be enabled. Simply reach out to your admin to get access.
Adding sub-tasks
For more complex work, you can add sub-tasks to break a task into individual steps. Each sub-task can be independently set to To Do, In Progress, or Completed, giving you granular visibility over where things stand within a larger workflow. This is particularly useful for multi-stage processes — for example, preparing an advice report might involve assessing suitability, gathering documentation, running calculations, and producing the final report for the client.
Creating task templates
If a task generated from a meeting is one you expect to repeat, you can save it as a reusable template:
Open the task you'd like to reuse
Click the three-dot menu
Select Create template
Adjust the wording of the task title and description so that it reads as a generic, reusable template rather than being specific to the original meeting
Set your preferred reminder date, due date, and priority
Once saved, this template will automatically apply to future meetings. When Marloo detects a conversation that relates to the template's topic, it will map the task to your saved template — saving you from setting it up again each time.
This is especially powerful for recurring workflows. For example, you might create a "Prepare Advice Report" template with five or six sub-tasks that always need to happen in sequence. Every time you discuss advice preparation with a client, Marloo will generate the full workflow for you.
Using the task dashboard
All generated tasks flow into the task dashboard, which is organised into three columns: To Do, In Progress, and Completed.
At the top, you can also see tasks for the clients that relate to your entire firm (for broad overview across the entire firm), your clients and also select other teammates to see the tasks that apply specifically to their clients.
Filtering tasks
Use the filter bar at the top of the dashboard to narrow down your view:
Client — view tasks for a specific client
Assignee — filter by yourself or a specific team member / multiple team members.
Remind date — e.g. today plus one week
Due date — e.g. today plus three months
Custom filters — combine multiple criteria to create a tailored view
We have deliberately started broad and given you the ability to narrow down what matters to you most.
Sorting tasks
Click the sort option to reorder your task list by:
Created date — sort by when the task was first generated, useful for seeing your newest or oldest tasks
Updated date — sort by the most recent change made to a task, helpful for tracking which tasks have had recent activity
Due date — sort by deadline, so you can prioritise tasks that are approaching or overdue
Remind date — sort by when you're next due to be nudged, giving you a clear view of what's coming up
Each option can be sorted in ascending or descending order, so you can surface either the most urgent or the furthest-out tasks at the top of your list.
Quick actions
Hover over any task in the dashboard to access quick actions:
Complete — mark the task as done
Change remind date — reschedule when you'll be nudged (e.g. set to tomorrow)
Change due date — adjust the deadline
For more detailed changes, click into the task to edit the title, description, sub-tasks, assignee, dates, priority, and status.
Bulk Actions
Simply shift + click on multiple tasks and you can also execute bulk actions across multiple tasks. Or click one task, select "actions" and "select all" to toggle all of your tasks.
As an example, you may wish to bulk move a set of tasks to "in progress" or "completed". You may also wish to delete a number of tasks at once.
Using the chat to manage tasks
The real power of Tasks comes from Marloo's built-in chat. You can use it to get a higher-level understanding of your workload, retrieve context around specific tasks, and take action — all through natural language.
To ask about a specific task, select the checkbox next to it in your dashboard to pull it into Ask Marloo. This gives the chat full context on that task, so you can ask targeted questions or take action on it directly.
This facility enables you to understand the context of the task itself (i.e. where it came from and what are the details). As well as, the necessary steps to execute the task (such as execution plans and drafting emails directly within Marloo).
Example prompts
"What should I focus on today?" — Marloo will surface your most pressing tasks based on priority and due dates
"Give me the context and an execution plan" — pull a specific task into the chat (using the checkbox) and Marloo will retrieve context from the original meeting and client record, then lay out a step-by-step plan to complete it
"Move this task to in progress" — update a task's status directly from the chat
"Do I have any overdue tasks?" — get a quick summary of anything past its due date
The chat pulls context from your meetings and client data, so you always have the full picture when working through your task list.
Need assistance?
If you have any questions about Tasks or need help setting up your workflows, contact our support team through the chat button.