AI Task Generation

Booked55 can automatically generate tasks for your team using two systems: pipeline activity frequency for deterministic recurring tasks, and AI prompts for context-aware suggestions. Both create active tasks that appear in your Activities list ready to be acted on.

Pipeline activity frequency

The most common way tasks are generated automatically is through pipeline stage frequency settings. When a stage has Activity Frequency enabled, Booked55 generates recurring tasks for every contact in that stage.

How it works

1. Open the stage automation settings for any pipeline stage and navigate to the Activity tab.
2. Enable Activity Frequency and configure the cadence (e.g., every 1 week, every 3 days, every 2 months).
3. When a contact enters that stage, the first task is created immediately.
4. The task due date is set to 9:00 AM on the scheduled date.
5. When you complete the task, the next task is automatically generated at the configured interval after the last task date.

Frequency options

• Daily — Generate a task every N days (e.g., every 1 day, every 3 days).
• Weekly — Generate a task every N weeks (e.g., every 1 week, every 2 weeks).
• Monthly — Generate a task every N months.
• Yearly — Generate a task every N years.

The next task date is always calculated relative to the last generated task, not from a fixed schedule. This means if a task takes longer to complete, the subsequent tasks adjust accordingly.

AI prompt generation

In addition to frequency-based generation, each pipeline stage can have an AI prompt assigned. When a contact enters the stage (or when a frequency task is created), the AI processes the prompt using the contact's data to enrich the task with context-specific descriptions and suggestions.

The AI considers:

• Contact data — Name, company, industry, role, and relationship history.
• Pipeline context — Current stage, how long they've been there, and deal status.
• Activity timeline — Past interactions, last contact date, and engagement patterns.
• Custom prompt instructions — Whatever you configure in the prompt (e.g., “suggest a follow-up email based on their last meeting notes”).

Managing generated tasks

AI-generated tasks appear alongside your manually created tasks in the Activities page. They are marked with a sparkle icon to distinguish them. You can manage them like any other task:

• Complete — Mark the task as done. If the task was generated by a pipeline frequency, completing it triggers the next task in the series.
• Edit — Modify the task description, date, or activity type.
• Delete — Remove the task with a reason if it's not relevant.

AI Todo on contact detail

Each contact detail page has an AI Todo tab showing AI-suggested tasks specific to that contact. This gives you a focused view of what the system recommends for a single relationship.

Improving task generation

Get better results by:

• Setting frequency per stage — High-priority stages (e.g., “Demo Scheduled”) should have more frequent follow-ups than low-priority ones.
• Writing specific AI prompts — Configure AI prompts with detailed instructions for each stage.
• Logging activities consistently — The AI uses your engagement history to generate better suggestions.
• Completing tasks promptly — This triggers the next task in the frequency chain and keeps your pipeline moving.