Phase F: Task Management & Communication

Last Updated: 2026-06-13 — Verified against the 9-state EVENT workflow (Epic 5, unchanged) and the task system. The task system is independent of the speaker workflow; no speaker-state changes apply here.

# Overview

Phase F represents the Task System - a separate workflow from event states and speaker states. Tasks are assignable work items that auto-create when events reach specific states and must be completed by organizers.

Key Concept: Tasks are NOT workflow states. They are parallel work items managed via a Kanban-style task board.

Key Deliverable: Completed tasks ensuring smooth event execution (newsletters, venue booking, catering, moderator assignment, etc.)

# Task System Architecture

Implemented

# Default System Tasks (7 Auto-Creating Tasks)

BATbern includes 7 pre-configured tasks that automatically create when events reach specific workflow states:

Triggered at TOPIC_SELECTION:

1. Venue Booking - Due: 90 days before event
2. Partner Meeting - Due: event day
3. Moderator Assignment - Due: 14 days before event
4. Newsletter: Topic - Due: immediately

Triggered at AGENDA_PUBLISHED: 5. Newsletter: Speakers - Due: 30 days before event

Triggered at AGENDA_FINALIZED: 6. Newsletter: Final - Due: 14 days before event 7. Catering - Due: 30 days before event

# Task Lifecycle

Tasks use a two-phase creation model:

1. PENDING (internal, pre-activation) — All default task templates are silently pre-created with status = "pending" when the event is first created. These tasks are not shown on the task dashboard.
2. Activated — When the event transitions to a task’s configured trigger state, the pending tasks activate and become visible in the organizer task dashboard.

This means tasks “appear” at the right workflow moment without requiring manual action — they were already prepared in the background.

# Task States (User-Visible)

All tasks progress through 4 states:

• TODO - Not started (overdue tasks highlighted in red; tasks due within 3 calendar days appear highlighted as critical alongside overdue tasks)
• IN_PROGRESS - Currently working on
• COMPLETED - Finished with completion notes
• CANCELLED - Not needed (event cancelled or task no longer relevant)

# Task Dashboard

Implemented

Access tasks via the Task Board (Kanban-style interface):

Columns:

• TODO (with overdue indicator)
• IN_PROGRESS
• COMPLETED

Filters:

• My Tasks (assigned to me)
• All Tasks (team-wide view)
• By Event (tasks for specific event)
• By Due Date (this week, next week, overdue)

Actions:

• Drag-and-drop between states
• Assign/reassign tasks to organizers
• Add completion notes
• Create custom tasks

# Step 13: Newsletter Distribution

Implemented via Task System

# Purpose

Send targeted email communications to attendees, speakers, and partners at key milestones.

# Auto-Created Newsletter Tasks

The following newsletter tasks auto-create as the event progresses:

Newsletter: Topic - Auto-created when event reaches TOPIC_SELECTION

• Due: Immediately
• Purpose: Announce event topics to build interest
• Recipients: Mailing list subscribers, past attendees

Newsletter: Speakers - Auto-created when event reaches AGENDA_PUBLISHED

• Due: 30 days before event
• Purpose: Announce confirmed speakers
• Recipients: Registered attendees, mailing list
• Note: Works with auto-publishing feature (speakers auto-publish @ 30 days)

Newsletter: Final - Auto-created when event reaches AGENDA_FINALIZED

• Due: 14 days before event
• Purpose: Send final details, logistics, full schedule
• Recipients: Registered attendees, speakers, partners
• Note: Works with auto-publishing feature (agenda auto-publishes @ 14 days)

# How Newsletters Work with Tasks

# Newsletter Types

Pre-Event Countdown (3 days before):

Subject: 3 Days Until BATbern 2025! 🎉

Dear [Attendee Name],

BATbern 2025 is this Saturday! Here's what you need to know:

📅 Date: March 15, 2025
⏰ Time: 9:00 AM - 6:00 PM
📍 Location: Kursaal Bern, Kornhausstrasse 3

What to Bring:
✅ Your registration QR code (attached)
✅ Business cards for networking
✅ Notebook for sessions

Top Sessions:
• 09:00 - Hans Müller: Sustainable Materials
• 10:00 - Anna Schmidt: Digital Transformation
• 11:00 - Peter Weber: Urban Planning

[View Full Schedule]

Parking & Transportation:
- Public transit: Bus #12 to "Kursaal"
- Parking: Kursaal parking garage (CHF 2/hour)

See you Saturday!
BATbern Team

[Download Event App] [View Schedule] [Get Directions]

Day-Before Reminder (1 day before):

Subject: Tomorrow: BATbern 2025! Final Details

Hi [Name],

Just 24 hours away! Quick reminders:

📱 Download the BATbern app for live updates
🍽️ Lunch provided (dietary preferences noted)
🤝 Networking reception: 5:00-6:00 PM

Weather Forecast: Sunny, 18°C
Dress Code: Business casual

Questions? Call our hotline: +41 31 123 4567

Ready to learn!
BATbern Team

Day-Of Welcome (event morning):

Subject: Good Morning! BATbern 2025 Starts at 9:00

Good morning!

Doors open at 8:30 AM for registration and coffee.

Opening session starts promptly at 9:00 AM.

Live schedule updates: [App Link]

Have a great day of learning!
BATbern Team

Post-Event Thank You (1 day after):

Subject: Thank You for Attending BATbern 2025!

Dear [Name],

Thank you for joining us at BATbern 2025!

We hope you enjoyed the sessions and connected with fellow
architects.

Help Us Improve:
[Take 5-Minute Survey] (Deadline: March 22)

Event Highlights:
• 300+ attendees
• 12 expert speakers
• 15+ hours of networking

Session Recordings:
Available March 20 at: [Link]

Stay Connected:
- LinkedIn: BATbern Professional Network
- Newsletter: Monthly architecture insights
- Save the Date: BATbern 2026 - March 14, 2026

Thank you and see you next year!
BATbern Team

[Survey] [Recordings] [Photos]

# How to Complete

Newsletter Manager - BATbern 2025
────────────────────────────────────────
Templates:
✅ Pre-Event Countdown (ready)
✅ Day-Before Reminder (ready)
✅ Day-Of Welcome (ready)
✅ Post-Event Thank You (draft)

[Customize Templates]

Recipient Lists
────────────────────────────────────────
Attendees: 287 (all registrations)
Speakers: 12 (confirmed speakers)
Partners: 8 (Diamond, Platinum, Gold)
Organizers: 5 (internal team)
Waitlist: 23 (not registered)

[Manage Lists]

Scheduled Newsletters
────────────────────────────────────────
✅ Pre-Event (March 12, 10:00 AM)
   → 287 attendees, 12 speakers, 8 partners

✅ Day-Before (March 14, 6:00 PM)
   → 287 attendees, 12 speakers

✅ Day-Of (March 15, 7:00 AM)
   → 287 attendees

⏸️ Post-Event (March 16, 2:00 PM)
   → 287 attendees, 12 speakers, 8 partners
   [Schedule after event completion]

[Edit Schedule]

Newsletter Metrics
────────────────────────────────────────
Pre-Event Countdown:
Sent: 307 | Delivered: 305 | Opened: 267 (87%)
Clicked: 198 (65%)

Top Links:
- View Schedule: 145 clicks
- Get Directions: 89 clicks
- Download App: 67 clicks

[View Full Report]

# Step 14: Moderator Assignment

Implemented via Task System

# Auto-Created Task

Moderator Assignment task auto-creates when event reaches TOPIC_SELECTION state:

• Due: 14 days before event
• Trigger state: TOPIC_SELECTION
• Purpose: Assign moderators to all sessions

# Purpose

Assign session moderators to introduce speakers, manage Q&A, and keep sessions on schedule.

# Acceptance Criteria

• ✅ All sessions have assigned moderators
• ✅ Moderators briefed on responsibilities
• ✅ Backup moderators identified

# Moderator Responsibilities

Pre-Session (10 minutes before):

• Greet speaker, confirm tech setup
• Review session timing and Q&A format
• Test microphones and clickers

Introduction (2 minutes):

• Introduce speaker with bio
• State session topic and learning objectives
• Mention Q&A format

During Session:

• Keep time (signal at 5 minutes remaining)
• Monitor audience engagement
• Prepare Q&A questions if needed

Q&A Facilitation (10-15 minutes):

• Invite audience questions
• Repeat questions for recording
• Manage time, cut off politely if needed

Wrap-Up (1 minute):

• Thank speaker
• Remind attendees of next session
• Direct to networking areas

# How to Complete

Moderator Pool
────────────────────────────────────────
Available: 8 people

Anna Schmidt (Organizer) - Experienced
Peter Meier (Partner) - New moderator
Lisa Weber (Past speaker) - Experienced
... (5 more)

Sessions Needing Moderators: 12
Moderators Needed: 6 (2 sessions each)

[Assign Moderators]

Session Assignments
────────────────────────────────────────
09:00-09:45 Track A: Sustainable Materials
Speaker: Hans Müller
Moderator: [▼ Anna Schmidt] ✅

09:00-09:45 Track B: Digital Transformation
Speaker: Anna Schmidt
Moderator: [▼ Peter Meier] ✅

... (10 more sessions)

[Save Assignments]

To: anna.schmidt@batbern.ch
Subject: Moderator Assignment - BATbern 2025

Hi Anna,

You're moderating 2 sessions at BATbern 2025:

Session 1: Sustainable Materials (09:00-09:45 Track A)
Speaker: Hans Müller
Room: Kursaal Hall A

Session 2: Heritage Reuse (13:00-13:45 Track B)
Speaker: Martin Fischer
Room: Kursaal Hall B

Moderator Guide: [PDF Link]

Key Points:
- Arrive 10 minutes early
- 2-minute introduction
- Keep time (45 min total: 30 talk + 15 Q&A)
- Facilitate Q&A

Questions? Contact: events@batbern.ch

Thank you!
BATbern Team

# Step 15: Catering Coordination

Implemented via Task System

# Auto-Created Task

Catering task auto-creates when event reaches AGENDA_FINALIZED state:

• Due: 30 days before event
• Trigger state: AGENDA_FINALIZED
• Purpose: Coordinate catering with vendor

# Purpose

Coordinate meal service, dietary accommodations, and refreshment schedules.

# Acceptance Criteria

• ✅ Catering vendor confirmed
• ✅ Headcount finalized
• ✅ Dietary restrictions accommodated
• ✅ Service schedule aligned with agenda

# Catering Requirements

Full-Day Event:

• Morning coffee (8:30-9:00, before opening)
• Coffee break (10:45-11:00)
• Lunch buffet (12:00-13:00)
• Afternoon coffee (15:00-15:15)
• Networking reception (17:00-18:00)

Dietary Accommodations:

• Vegetarian: 45 attendees
• Vegan: 18 attendees
• Gluten-free: 12 attendees
• Nut allergy: 3 attendees
• Halal: 7 attendees

# How to Complete

Final Headcount - BATbern 2025
────────────────────────────────────────
Registered: 287 attendees
Speakers: 12
Partners: 15 (booth staff)
Organizers: 5
Total: 319

Buffer (+10%): 351 portions

[Confirm with Caterer]

Menu Review
────────────────────────────────────────
Lunch Buffet:
- Grilled chicken (200 portions)
- Vegetarian lasagna (60 portions)
- Vegan curry (30 portions)
- Gluten-free pasta (20 portions)
- Halal beef (15 portions)

Sides:
- Mixed salads (all dietary options)
- Fresh fruit
- Bread rolls (gluten-free available)

Beverages:
- Coffee, tea, water (unlimited)
- Juices (apple, orange)

[Approve Menu]

Catering Schedule
────────────────────────────────────────
08:30  Setup morning coffee station
09:00  Open coffee station (self-service)
10:45  Refresh coffee, add pastries
12:00  Serve lunch buffet (Hall C)
13:00  Clear lunch, setup afternoon coffee
15:00  Open afternoon coffee station
17:00  Setup networking reception
18:00  End service, cleanup begins

[Share Schedule with Vendor]

# Custom Tasks

Implemented

# Purpose

Organizers can create custom tasks for organization-specific needs beyond the 7 default system tasks.

# Creating Custom Tasks

Task Creation Form
────────────────────────────────────────
Task Name *
[Photographer Booking]

Event *
[▼ BATbern 2025]

Trigger State *
[▼ TOPIC_SELECTION]
When event reaches this state, task will be created

Due Date *
○ Immediately when created
○ Relative to event date: [30] days before
● Absolute date: [2025-02-15]

Assigned To
[▼ Anna Schmidt (Organizer)]

Description (optional)
[Book professional photographer for event day.
Budget: CHF 1,500 for full-day coverage.]

[Create Task] [Cancel]

# Task Management Best Practices

Assign Ownership:

• Every task should have a specific assignee
• Don’t leave tasks unassigned (work falls through cracks)
• Reassign if original assignee unavailable

Set Realistic Due Dates:

• Use relative dates (“14 days before event”) for flexibility
• Add buffer for unexpected delays
• Adjust if event date changes

Track Progress:

• Update task state as work progresses (don’t leave in TODO if started)
• Add completion notes for historical reference
• Mark CANCELLED if task no longer needed

Review Daily:

• Check “My Tasks” filter daily during active planning
• Sort by due date to prioritize urgent items
• Address overdue tasks immediately

# Phase F Completion

# Success Criteria

• ✅ All auto-created tasks addressed (7 default tasks)
• ✅ Custom tasks created as needed
• ✅ All tasks assigned to organizers
• ✅ Overdue tasks completed or rescheduled
• ✅ Task board reflects current work status

# Task System Benefits

Clear Ownership:

• Each task has specific assignee
• No confusion about who’s responsible
• Easy to track individual workloads

Automated Creation:

• Tasks auto-create at right workflow moments
• No manual checklist needed
• Never forget critical steps

Flexible Due Dates:

• Relative dates adjust if event date changes
• Absolute dates for fixed deadlines
• Immediate tasks for urgent work

Historical Record:

• Completion notes document what was done
• Track time spent on different task types
• Inform planning for future events

# What Happens Next

Continue Event Execution:

• Monitor task board for upcoming deadlines
• Complete tasks as event approaches
• Event automatically transitions through lifecycle (AGENDA_FINALIZED → EVENT_LIVE → EVENT_COMPLETED)
• Archive event after completion (see Phase E)

For Task Management: This is an ongoing process throughout the event lifecycle, not a single phase.

# Troubleshooting Task System

# “Tasks not auto-creating”

Problem: Event transitioned to TOPIC_SELECTION but no tasks created.

Solution:

• Verify 7 default task templates exist in system
• Check task templates have correct trigger_state configured
• Review application event logs for task creation errors
• Manually create missing tasks as workaround

# “Task overdue but can’t complete”

Problem: Task deadline passed but work blocked.

Solution:

• Update due date to new realistic deadline
• Add notes explaining delay
• Reassign to different organizer if needed
• Mark CANCELLED if task no longer needed (e.g., event cancelled)

# “Too many tasks for one organizer”

Problem: One person assigned to most tasks, creating bottleneck.

Solution:

• Review task board by assignee
• Reassign tasks to balance workload
• Create custom tasks to break large tasks into smaller pieces
• Assign to different team members based on expertise

# Related Topics

• Workflow Overview → - Understanding the 3 workflow systems
• Phase A: Setup → - Where tasks first auto-create
• Phase E: Archival → - Event lifecycle completion
• Event Management → - Event configuration

# API Reference

GET    /api/tasks                           List all tasks (filterable by event, assignee, status)
POST   /api/tasks                           Create custom task
GET    /api/tasks/{id}                      Get task details
PUT    /api/tasks/{id}                      Update task (status, assignee, due date)
PUT    /api/tasks/{id}/status               Update task status (TODO/IN_PROGRESS/COMPLETED/CANCELLED)
DELETE /api/tasks/{id}                      Delete custom task
GET    /api/tasks/templates                 Get default task templates (7 system tasks)
POST   /api/tasks/templates                 Create custom task template

See API Documentation for complete specifications.