Staying on top of your daily operations is now easier than ever! The ALOHA® Tasks feature acts as your central command center, helping you track everything from client birthdays to missing account details in one organized to-do list. Use ALOHA to stay on top of your workflow and ensure no task falls through the cracks, regardless of your office type.
✨ When You Need This Guide
You want to know the difference between the various task tabs at the top of your screen.
You need to update a specific record, like a missing phone number or a new web lead.
You are looking to follow up on recent interactions like voicemails or chat messages.
What This Covers (And What It Doesn't)
✅ Covers: Detailed descriptions of all current task tabs and how to handle the work within them.
❌ Doesn't Cover: Custom task creation (coming soon!) or deleting permanent client history.
Prerequisites/You'll Need:
An active ALOHA login.
Access to the left-hand toolbar.
✅ Your Guide to Every Task Tab
Form Submissions: When a client fills out a form online, it lands here. You’ll see a PDF preview so you can quickly identify who it belongs to.
Action: Link the form to a contact and mark it complete.
Birthdays: This helps you provide a personal touch. Even though ALOHA often sends automated greetings, this tab reminds your front desk to offer a verbal "Happy Birthday!"
Action: Check "Last Activity" to see what was already sent, then mark complete after acknowledging the client.
Answering Service: This is your digital voicemail box. You can listen to audio recordings directly in the task.
Action: Update the status to Contacted if you've called back, or Complete if the issue is resolved.
Missing Details: ALOHA flags any profile missing essential data (highlighted in red), such as a phone number or email.
Action: Fill in the blank fields and click complete to update the record.
WebChat: Any messages received through your website's chat feature appear here.
Action: Click the Conversation Icon to reply, then mark the task complete once the inquiry is handled.
Unconfirmed: A list of individuals who haven't confirmed their upcoming appointments.
Action: Review the "Latest Activity" to see which reminders were sent, then update the status to Confirmed once they respond.
Missed Appointments: A list of "no-shows" that need a follow-up.
Action: Use the status options to track if they were Contacted or Rescheduled.
Insurance Verifications: You’ll see images of the front and back of insurance cards.
Action: Verify the pre-filled data (Member ID, Carrier, etc.) against the photo, and then Accept or Reject.
Scheduling Leads: These are people who started booking an appointment online but didn't finish.
Action: Use the provided contact info to reach out and help them finish the booking.
💡 Common Questions
What You Might Notice | Why It's Happening | What to Do |
I don't see the "Insurance" tab. | If your screen is small, some tabs are tucked away. | Click the More menu at the end of the row to find hidden tabs. |
I'm only seeing one specific task. | You might be in a filtered view. | Click the All tab on the far left to see every open task at once. |
🎉 You'll Know It's Working When:
Your red "Missing Details" alerts disappear as you update contact info.
Form submissions are successfully attached to the correct contact profiles.
Your "Completed" folder shows a full history of the day's accomplishments.
💬 Need Help? We're Here!
If you have questions about a specific task type or need technical help, reach out!
Phone: 800-563-0469
Email: support@getaloha.com