Add task notes and documents

Give your team context, attach supporting files and recover an interrupted upload.

5 min read · Video walkthrough · Instructions reviewed 26 October 2026

Before you start

Access: Tasks must be enabled for your dealership. Available actions depend on your role.

A saved task and a file appropriate to share with your dealership team.
Avoid putting unnecessary personal or sensitive information in notes and attachments.

Where to go
Tasks → All tasks

Watch the walkthrough

24:04 · English narration · Fictional demonstration

Create and assign work, track checklists and subtasks, resolve prerequisites, attach documents, reuse templates and review escalation and analytics. Includes visible outcomes, mistakes and recovery. English captions are included in the picture; a selectable caption track is also available.

All 32 video chapters

Read the video transcript

0:04 · Manage tasks from start to finish

In Carvio, a task records work that someone needs to do. In this walkthrough, we’ll prepare a Civic for Jordan’s test drive, give the work an owner, and check the finished result.

We’ll also cover checklists, subtasks, prerequisites, reminders and attachments. Then we’ll reuse a template, review escalations and read task analytics. Each section has a matching written guide, so you can come back to one specific task without watching the whole film.

The people, vehicle and work shown here are fictional training examples. A saved task, a finished task and a message to a customer are different outcomes. We’ll check the result of each action as we go.

0:47 · Open Tasks → All tasks

Start in the application sidebar. Expand Tasks, then choose All tasks. If your sidebar is hidden, open it first. Tasks must be enabled for your dealership; the available actions can also depend on your access.

The normal starting scope is My tasks. That shows work assigned to you. Unassigned finds work without an owner. Clear the selected My tasks scope when you need to review work across the team.

Our example includes Alex’s customer follow-up, Jamie’s safety inspection and a preparation task waiting on that inspection. Read the title, assignee and attention badges before opening a task.

1:28 · Describe the work and choose an owner

Choose New, then Task. Give the task a title that describes the action: Prepare the Civic for Jordan. In the description, explain what the next person needs to know: check that the vehicle is clean and confirm both keys are available before the test drive.

Open Assignee and select the responsible teammate. We’ll use Alex Morgan. Check the selected name, especially when several staff have similar names.

Choose the priority that matches the work. We’ll use High. Priority and due date are separate: setting High does not create a deadline or finish the task.

2:05 · Set and check the task dates

Choose the due date and time. We’ll use October twenty-seventh at nine in the morning. Read the actual date and time displayed in the form, rather than relying only on a preset’s name.

Use Start when the work also needs a planned beginning. A task with a start time needs a due time. If you see the warning to add a due date or clear the start, make that choice before continuing.

For a custom date and time, use Pick date and time, choose the day, enter the time and select Set. Check both ends of the range after changing either one. The separate example shown here uses an October twenty-seventh start and an October twenty-eighth deadline; it does not change our main preparation task.

2:50 · Add checks and a reminder

Add checklist items for the small checks inside this task. We’ll use Check both keys and Clean the cabin. Keep each item specific enough that the person doing it can confidently tick it off.

A checklist item is part of this task. Work that needs its own assignee, deadline and status is better handled as a subtask, which we’ll add shortly.

Use Add reminder if you need a prompt. Our preparation task has a reminder for October twenty-seventh at eight in the morning, one hour before its deadline. Read the saved reminder time after creating the task, and review reminders again whenever you move the deadline.

3:30 · Create the task and open the saved result

Review the title, description, owner, priority and dates. Check the checklist and the reminder time, then choose Create task. Wait for the success message and the new row.

Open Prepare the Civic for Jordan. Confirm that Alex is assigned, the priority is High and the deadline is October twenty-seventh at nine. Check that both checklist items and the eight o’clock reminder are present.

This is now a saved task, but the work is still Pending. If you assigned it to another person and it leaves My tasks, clear that scope and search the title. Do not create a second copy simply because a filter hid the first one.

4:11 · Link the relevant lead and vehicle

In the saved task, choose Details. Use Add lead, search for Jordan Taylor and select the correct lead. Then use Add vehicle and select the Civic. Our example is the twenty twenty-two Honda Civic, stock DEMO zero six one.

Check the displayed person and vehicle. Use Change beside an existing link if you selected the wrong record. You can open a linked record when you need to verify its details.

These links give your team context. Linking Jordan does not itself send Jordan a message. Linking the Civic does not book an appointment, sell the vehicle or complete the task. Use those workflows separately and check their own results.

4:54 · Create a standalone reminder

Sometimes you only need to remind someone about a follow-up. From All tasks, choose New, then Reminder. Enter a clear title and choose the assignee.

In this separate example, the title is Review Jordan’s test-drive follow-up. Choose a reminder time and read it before selecting Set reminder. If Pick a time appears, finish selecting the time first.

Find the saved reminder by its title, open it and check Reminders. Here it shows October twenty-seventh at nine in the morning. This confirms the saved reminder time. This screen is not an email or text-message delivery receipt, so do not treat a linked lead or reminder as proof that the customer was contacted.

5:39 · Update a saved task one field at a time

Return to our preparation task. Saved task details update individually. There is no final Save button for the whole drawer. Make a change, wait for it to finish and read the resulting field.

Select the title to edit it. Press Enter, or leave the field, to save. For the description, use Command Enter on a Mac, Control Enter on Windows, or leave the field. Escape cancels the text edit you are currently making.

We’ll choose Status. There are three choices: Pending, In progress and Completed. Set this task to In progress, then check the saved value. You can also select Priority, the assignee or a date to change that value. Read any error notification and check which value remains. Closing the drawer does not turn a failed update into a successful one.

6:29 · Finish the checks, then review the task status

Choose Checklist. After confirming the keys are available, tick Check both keys. After cleaning the cabin, tick Clean the cabin. The progress reaches two out of two.

Notice that the task itself is still open. Finishing a checklist does not automatically mark the whole task Completed. There may be other work to review, such as a subtask or a prerequisite.

Use Add beside Checklist for another small check, and review the wording after it saves. If an item did not save, inspect the existing list before adding it again. That avoids duplicate checks with slightly different names.

7:07 · Give separate work its own subtask

Choose Subtasks, then Add. We’ll add Check tyre pressures. Open its title to see its own task details. A subtask can have its own owner, deadline, priority, notes and status.

When the pressure check is actually finished, choose Mark complete in the subtask. Use the parent title above it to return to Prepare the Civic for Jordan.

The parent now shows one completed subtask out of one. Checklists and subtasks describe progress, while the parent task has its own completion decision. A subtask also does not automatically establish a prerequisite for other work; use Dependencies when the order matters.

7:48 · Leave a note for the team

Choose Notes and enter the update in Add a note. In our example, both keys are available and the cabin is clean, ready for Jordan’s test drive. Use the send control and confirm the note appears with your name.

Notes here are visible to your team. Use them for the outcome of a call, useful preparation details or the next action. This is not the customer conversation, and posting a note does not itself email Jordan.

Keep the note useful and limited to what the team needs. A note can explain the work, but it does not replace checking the task’s status or marking completed work finished.

8:28 · Show what must finish first

Open Dependencies and choose Add. Select the work that must finish before this task. We’ll add Confirm safety inspection as a prerequisite for preparing the Civic.

The preparation task now shows Blocked. Under Waiting on, we can see the inspection and its owner, Jamie Chen. An overdue prerequisite can also put the waiting task At risk.

Read the direction carefully. Waiting on means this task needs that other work first. Blocking means other work is waiting on this task. If the relationship is wrong, remove that relationship and select the correct prerequisite; removing a link is not the same as doing the work.

9:09 · Finish the prerequisite and check the waiting task

The normal way forward is to open the prerequisite, review its owner and instructions, and finish that work. Trying to start or finish blocked work does not remove the prerequisite.

An administrator may see Complete anyway when attempting to finish a blocked task. Read the named unfinished work and the warning about out-of-order completion. We’ll choose Cancel and keep the intended order.

After the safety inspection is actually finished, mark that inspection complete. Return to the preparation task and confirm the block has cleared. The preparation task still has its own work and its own completion action. Do not force completion simply to make a warning disappear.

9:53 · Attach and open a supporting document

Choose Documents to reach the files attached to this task. Then choose Upload and select the intended file from your device. Our example is a short fictional preparation note for the Civic. Keep the task open while it uploads.

Wait for Uploading and Finalizing to finish. Check the saved filename and file size. A row still showing progress is not yet the finished attachment.

Open the saved file. Some formats have no preview: our text file says that TXT files cannot be previewed yet. Use Download and a suitable application to read that format. An unsupported preview does not mean the upload failed, so you do not need to upload another copy merely to get a preview.

10:38 · Retry or remove the intended attachment

If a file shows Couldn’t upload, tap retry, use Retry on that same row. Wait until the filename and size appear without the progress or error state. Use Cancel upload if you no longer want the pending file.

Before uploading another copy, inspect the saved file list. An interrupted view can leave you unsure whether the original file finished, and a second upload may create a duplicate.

To remove a saved attachment, use its delete control and read the filename in Delete document. Cancel keeps the file. Delete removes the named attachment. We’ll cancel this demonstration because the preparation note still belongs to the task.

11:20 · Complete the task and find it again

Review the finished work: both checklist items are checked, the tyre-pressure subtask is complete and the safety-inspection prerequisite is finished. The team note and preparation file provide context.

Choose Mark complete. Check the Completed status and the struck-through title. The task can leave the normal open-work list, because that list is focused on unfinished work.

Close the drawer, add Status, choose Completed and search the title. The completed task is still available. This is the difference between finishing work and deleting the record. A completed checklist alone would not have produced this result; we completed the task separately.

12:03 · Reopen work that needs another action

If more work is needed, open the completed task and its more menu, then choose Reopen. Check the result: the status is In progress, rather than Pending.

Review the owner, deadline and reminders before continuing. The previous checklist, subtask and notes are still useful context, but they do not tell the next person what new work is needed. Add a clear note or update the description.

When the additional work is done, mark the task complete again. In our main example, we return to the finished preparation task. Check the saved status after each action, especially if an error notification appears.

12:43 · Filter tasks and review a bulk action

In All tasks, check the scope first, then search the title or add filters for Status, Priority or Assignee. Overdue, Blocked and At risk help narrow the work that needs attention. Clear unwanted filters before deciding a record is missing.

Choose Table to select several rows. Inspect every selected title and the action count. In this separate example, two rows are selected, but Complete one will skip the blocked task. The count tells you what can actually change.

Complete only work that is finished, then check which rows changed. Reassign and Priority apply shared updates to the selected work. Read the confirmation before Delete; deleting is not a way to mark work complete. If a batch reports an error, inspect each row before retrying because some changes may already have succeeded.

13:37 · Use status and priority boards deliberately

Choose Board when it is available. Scope, search and filters still apply. With Group by set to Status, the columns are Pending, In progress and Completed.

Move a card into the intended column, then open it and verify its Status. With a keyboard, focus the card, press Space, use an arrow to move it and press Space to drop. Escape cancels that drag. You can also change Status directly in the task details.

Group by Priority answers a different question. High, Medium and Low describe priority; moving between those columns does not change status. If dragging is difficult, open the task and choose Priority directly. Here we change Review purchase paperwork to High. The status board has a limited recent Completed column. For older finished work, use Table, filter Status to Completed and search.

14:29 · Save a reusable task template

When the same workflow comes up again, an administrator can save a task as a template. In this separate template example, we use the preparation task while it is in progress. Open the source task, review its description, checklist, subtasks, assignees and reminders, then choose Save as template in its more menu.

Use a reusable name, such as Prepare a vehicle for a test drive, and choose a category when available. Read the dialog’s explanation of what is saved.

The structure includes steps, assignees and gaps between steps. Dates, the linked car or customer, comments and files are not copied into the reusable template. Each new instance still needs the correct customer and vehicle context. Saving a template does not create the next set of work.

15:19 · Read what was left out of the template

Choose Save as template and read the result before selecting Done. Our example reports one reminder wasn’t saved, because that reminder used a specific date.

Do not assume every reminder from the source task will appear on future work. A reminder tied to a particular calendar date is different from a reusable reminder such as one hour before a deadline. Review the result and check the reminders on the tasks you create later.

From All tasks, choose New, then From a template. Search its name or category and inspect the available template. This confirms the reusable starting point exists; you have not yet scheduled another workflow.

16:03 · Choose a template and an overall deadline

In Start from a template, we’ll use a separate Delivery example: Prepare a vehicle for delivery. It contains two steps, Check both keys and Clean the vehicle.

Choose When is this due and select the overall deadline. Creation is unavailable until a deadline is chosen and the preview is ready. Read the date and time, the Needs indicator and the complete list of work.

Notice the count: two steps plus the parent task means Create three tasks. Read the assignee and due date on every row. The overall date is not a substitute for checking when each earlier step needs to be done.

16:42 · Correct a schedule that is already behind

A deadline that is too close can put an earlier step in the past. Here the preview says Check both keys is already behind, and the creation control warns that one task would be overdue now.

Stop and choose a schedule that matches the real plan. We’ll move the overall deadline later and inspect the refreshed dates. The Needs two days indicator now shows that the work fits.

You can adjust a step’s date or assignee in the preview. If you then move the overall deadline, review the steps again. The message that one step you adjusted was reset to the new schedule means your earlier date needs another check. Do not create from an old assumption about the preview.

17:24 · Create and inspect the parent and child tasks

Our final delivery preview has the parent due October twenty-ninth, the keys due October twenty-seventh and cleaning due October twenty-eighth, all at nine in the morning. Alex owns the parent and keys; Jamie owns cleaning.

Choose Create three tasks and wait for Created three tasks. Open the new parent and review both subtasks, their owners and deadlines. Add the correct lead or vehicle, notes, files and any reminders needed for this particular vehicle.

The success message offers Undo. If you created the wrong set, use Undo while offered and verify that those newly created tasks are removed. Otherwise keep the work and continue checking the saved details. Before applying again after an error, search for the parent and steps to avoid duplicates.

18:15 · Review work escalated to you

Expand Tasks and choose Escalated. This queue is work escalated to you, which can still be assigned to another teammate. In this separate example, Alex receives attention on Jamie’s overdue safety inspection.

Open the task and check its assignee, deadline, instructions, notes and dependencies. Record the next action. Reassign or adjust dates only when that matches the actual plan, and mark the task complete only when the work is done.

After resolving it, return to the queue. Nothing escalated to you describes your own queue. It does not mean the dealership has no overdue tasks. If the queue is unavailable or fails to load, do not interpret that state as an empty queue.

19:01 · Open task analytics and choose the period

Choose Tasks, then Task analytics. Read the applied date range below the title. Use thirty days, ninety days or twelve months for a preset period. For another period, choose Custom, then Pick custom range and select the start and end dates.

Check the selected dates against the applied period below the title. In this version, a custom range can show different end dates in these two places. If that happens, use a thirty-day, ninety-day or twelve-month preset for this review, and report the date mismatch to your administrator. Do not treat the two ranges as interchangeable.

If a range is rejected, correct the order of the dates and keep the window within seven hundred and thirty days.

We’re using a separate fictional analytics example so we can see meaningful trends. These historical figures are illustrative team activity, not a total of the few demonstration tasks we just created.

19:59 · Separate live work from historical charts

Start with Right now. Open work and Overdue right now describe current unfinished work. The date range does not change these live counts. Our example shows four open tasks and one overdue task.

Select Overdue right now to open All tasks across assignees with Overdue enabled. Open the task to inspect its owner, deadline and next action. This takes you to work you can address now.

The historical charts answer what happened within the selected period. Changing the period and opening a live task list are different actions. Keep that distinction in mind before comparing a chart count with the rows currently in the task list.

20:41 · Read the measures before comparing teams

Needed a manager shows the share of slipped work that needed escalation in the selected window. The point change compares the previous window. Appointment no-shows describes resolved appointments, rather than all future bookings.

Where work dies compares Slipped and Escalated by department. In our example, Service has eight slipped tasks and four escalations, while Sales has four slipped tasks and one escalation. These are different measures, so read the legend.

How long work sits shows completion time. Median describes the typical middle result; the ninetieth percentile helps you see the slower tail. Looking at both helps you distinguish everyday turnaround from work that took unusually long. If departments are not available to compare, use the shop-wide summary the page provides.

21:33 · Read the trend and expand the remaining detail

Is it getting worse shows the share of slipped work that needed a manager, by week. Read Latest week and the comparison beside it. A break in the line means that week had no slipped work; it does not mean a zero escalation rate.

Expand Everything else for Completed of created, Created, Completed and Average time to complete. In this fictional example, forty tasks were created, thirty completed and the average completion time is two days.

Administrators can also see By person. Read the measure labels and period before comparing staff. A missing per-person section for another role does not mean that person has no work. Use the information available to plan a useful follow-up, then inspect the actual tasks.

22:20 · Recover without creating duplicate work

A filtered empty list and a loading failure need different responses. Clear filters and check scope when a task is missing. For Couldn’t load tasks, choose Try again. In analytics, No task activity in this window suggests widening the dates; an error with Try again means the view failed to load.

If Create task fails, keep the form open and read the error. Correct any field warning, then retry. If you are unsure whether it saved, search the title before creating another copy. For a failed field change, inspect the displayed value and retry only what still needs updating.

Cancel clears an unfinished new-task form. Do not expect the Bill of Sale restore-draft workflow here. For a failed attachment, use its Retry control and check the saved file list before uploading again.

23:12 · Check the finished work and continue from the guide

Our main preparation task is complete. Alex is the owner, the correct Civic and Jordan are linked, both checklist items are checked, the tyre-pressure subtask is finished and the inspection prerequisite is complete. The note and attachment record useful context.

You can find completed work with the Completed status filter, reopen it when another action is needed, or create a new workflow from a reviewed template. Check the saved result each time rather than relying on a disappearing row or a success message alone.

Use the matching written guide for a specific action or recovery step. For customer communication and appointments, follow those workflows separately and verify what the customer actually receives. A well-recorded task tells your team what needs doing, who owns it and what happened next.

Download English captions (VTT) · Open or download video

Record a team note

Open Notes
Watch 7:48
Open Tasks → All tasks, select the task and choose Notes.
Write and post the note
Enter the update in Add a note…, then use its send control. Check that the note appears with your name. Notes here are visible to your team; this is not the customer conversation.
A note records context; it does not complete the task. · Fictional example Select image to enlarge.

Upload and check a document

Select the file
Watch 9:53
Choose Documents, then Upload. Choose the intended file from your device. Keep the task open while the file uploads.
Wait until it is ready
Wait for Uploading… and Finalizing… to finish. Check the filename and file size on the saved document. A progress row is not a finished attachment.
Check the document after its progress state has cleared. · Fictional example Select image to enlarge.
Open or download it
Select the saved document. Use the viewer’s Download control when you need a local copy. Some formats cannot be previewed: the example TXT file says .TXT files can’t be previewed yet and can be opened after downloading.
An unsupported preview does not mean the upload failed. · Fictional example Select image to enlarge.

Handle upload errors or removal

Retry the failed upload
Watch 10:38
For Couldn’t upload — tap retry, choose Retry on that file. Wait for a ready filename and size. Use Cancel upload if you no longer want that pending file.
Retry the existing failed row before adding another copy. · Fictional example Select image to enlarge.
Review deletion before confirming
Use the saved file’s delete control only for a document you intend to remove. Check the filename in Delete document. Choose Cancel to keep it, or Delete to remove it.
Read the filename; Cancel keeps the attachment. · Fictional example Select image to enlarge.

Expected result

The team note is visible and each intended document has finished uploading. Open the file to check its contents where the format supports a preview.

If something isn’t right

The upload is stuck or failed

Use Retry on the failed row. Inspect the saved file list before choosing Upload again, so you do not create a duplicate.

The viewer cannot preview this file

Use Download and a suitable local application. Do not retry a completed upload solely because its format has no preview.

I need to tell the customer

Task notes are for the team. Use the customer communication workflow for a message and verify the recipient and delivery result there.

Create and assign a task
Record work to be done, give it an owner and deadline, and check the saved task.
Edit, complete or reopen a task
Change a saved task, mark the work finished and reopen it when more work is needed.
Link a task to a lead or vehicle
Keep the task beside the person and vehicle it concerns, without sending a customer message.

Add task notes and documents

Before you start

Watch the walkthrough

Record a team note

Open Notes

Write and post the note

Upload and check a document

Select the file

Wait until it is ready

Open or download it

Handle upload errors or removal

Retry the failed upload

Review deletion before confirming

Expected result

If something isn’t right

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