Mass Task Tracking

Mass task tracking is a useful feature for adding tasks or activities for any number of alumni. This is particularly useful for things like tracking alumni attendance to events or tracking outstanding items that affect a large group of alumni.

View a video walkthrough of this feature here.

1. Start from the Contacts Tab

• Navigate to the Contacts tab in the Gradforce navigation bar.

2. Choose the Right List View

• Pick a List View that contains the alumni you want to track:

  • Examples:

    • Class lists like "Class of 2024" or "Class of 2025"

    • Custom list views (clone an existing list and filter, e.g., by Primary University)

3. Select Alumni

• Select the specific alumni that the task or activity applies to:

  • If you're tracking event attendance, select only those who attended.

  • To select all alumni in a list:

    1. Scroll all the way to the bottom of the list (so Salesforce loads all records).

    2. Then click the checkbox at the top to select everyone.

4. Open Mass Task Tracking

• After selecting alumni:

  • Click the drop-down menu (top right corner of the list view).

  • Select Mass Task Tracking.

5. Enter Task Information

• Fill in the required fields:

  • Subject:

    • Example for event: "Attended Alumni Gathering"

    • Example for outreach: "Follow up about FAFSA completion"

  • Date:

    • For past events, enter the date the event occurred.

    • For future to-do items, enter a future due date (e.g., May 9).

  • Status:

    • Set to Completed for past activities (like event attendance).

    • Set to Not Started for upcoming action items.

  • Priority (optional):

    • Choose Low, Normal (default), or High.

  • Comments (optional):

    • Add any helpful instructions (e.g., "Call student or send text reminder") or information ("Workshop with info on completing the FAFSA")

6. Create the Tasks

• Click Create Tasks.

• A confirmation will appear indicating the number of tasks created.

7. Track and Complete Tasks

• Go to the Tasks tab in the GradForce navigation bar.

• View your tasks:

  • Change your view from Recently Viewed to Open Tasks.

  • Use Split View for easier tracking (List on one side, Task details on the other).

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• As you complete tasks:

  • Click Mark Complete when done.

  • Add Comments to capture important notes (e.g., "Waiting for parent approval").

  • Update the Status to reflect progress (e.g., set to "In Progress").