How to Automate Client Updates: "Task Complete Notification" Template
Keeping your clients, leads, or team members in the loop doesn't have to require manual effort. With the "Task Complete Notification" automation template, your AI CRM will automatically dispatch a pre-written email the second you check a task off your to-do list.
Learn how to use this template to automatically send an email update to your contacts the moment a task is marked as done.
Step 1: Select the Template
To begin, log into your dashboard and follow these steps to locate the correct workflow:
- Navigate to Automations in the left-hand menu.
- Click the New Automation button.
- Scroll down to the Templates section.
- Click on the Task Complete Notification template.
This will instantly load a pre-configured workflow draft for you to customize.
Step 2: Review the Trigger (When)
Because you chose a template, the trigger is already set up perfectly for you. You will see the When block configured to: When a task is marked completed.
This means the automation will listen for any task in your workspace being checked off as "done." No changes are needed in this section.
Step 3: Configure the Email Action (Then)
Next, you will customize the email that gets sent out. Scroll down to the Then block, which is set to Send Email:
- Subject: The template pre-fills this with
Task complete ✅. You can easily change this to match your brand's tone (e.g., "Great news: We've finished your request!"). - Body: The template provides a default message: "Hey, just letting you know your task was completed." You can completely rewrite this or expand upon it.
Use Personalization Tokens
To make the email feel like it was typed manually, click into the body text box and use the Variable Palette to insert dynamic tokens. For example, inserting {{contact.first_name}} ensures the email greets the specific contact by their real name.
Step 4: Save and Launch
Once you are satisfied with your email content, finalize the automation:
- At the top of the screen, give your automation a recognizable name (e.g., "Client Task Update Email").
- Click the bold Create automation button to turn it on.
Now, anytime you finish a task linked to a contact, they will instantly receive your customized email update.
Pro Tip: Add Custom Conditions
You can add Conditions to this template for even more control. If you only want this email to trigger for tasks completed during a specific week or timeframe, click Add condition between the trigger and action blocks to set a custom date range before saving your automation.