Rescheduled Tasks, Due Dates, Calendar Reminders, and Who Can Assign or Book Them

This article covers the Rescheduled task status, the Due Date field that actually drives the calendar reminder, what closing a task does to that reminder, and the two role settings that decide whether you can put a task on someone else's name or book a calendar event for another department.

Questions this answers

• "I changed a task's status to Rescheduled but it's still showing the old due date and the calendar didn't move - is that a bug?"
• "I closed out a task that had a calendar reminder attached - did that delete the task, or just hide it from the calendar?"
• "When I create a task for one of my team members, there's no option to assign it to anyone but me - what permission am I missing?"
• "I can see Sales appointments on the calendar but I'm not allowed to book one myself - what setting controls that?"

This article is only about tasks, their calendar reminders, and calendar booking rights. Sticky notes and Comm. Log entries behave differently and are covered in their own article.

Rescheduled is a status, not a reschedule

A task has a Status (Open, Need More Info, Rescheduled, Closed) and, separately, a Due Date. They are two independent fields. Setting the status to Rescheduled flags the task as one you have pushed back; it does not change the due date, and because the calendar reminder follows the due date, the reminder does not move either.

This is working as designed, not a fault. To actually reschedule:

1. Open the task.
2. Change the Due Date to the new date.
3. Save.

When you save with a new due date, the linked calendar reminder is updated to the new date for you. You do not edit it on the calendar separately.

Which items get a calendar reminder

Only items filed as a Task create a calendar reminder, and only when they have a due date. Notes and Comm. Log entries never do, even if a Comm. Log entry has a follow-up date on it.

The reminder is created as an all-day entry on the due date, titled with the task's Subject, assigned to the same person the task is assigned to, and linked back to the customer, deal, vehicle or repair order the task hangs off.

Closing a task versus clearing its due date

These look like similar tidy-up actions but they do different things.

To bring a reminder back after closing a task, set the status back to Open and save; the reminder returns on its due date. If you cleared the due date instead, put a due date back on and save, and a new reminder is created.

Assigning a task to someone else

Every task has an Assigned To picker. If the picker only ever lists you, you are missing a role permission that specifically controls assigning tasks to other people. It is a separate permission from the one that lets you see other people's tasks, so it is easy to have one and not the other.

Without it, nothing is greyed out and no error is shown. The picker simply contains one name — yours — and every task you create quietly lands on you.

To fix it, an administrator goes to Settings > Organization > Roles, opens the role the user is in, finds the tasks section, and grants the permission that covers assigning tasks. Permissions are held per role and applied per lot, so if the person works at more than one store, check they have the same role at the store where they are having the problem.

Seeing calendar events versus booking them

The role editor has a Calendar group with three separate entries, and they do genuinely different jobs:

• Whether the person can open the calendar at all, and at what level (view only, view and add, edit, or full).
• How wide their view is: only their own departments' events, or all departments' events.
• A standalone right to book for a department other than their own.

Being able to see all departments does not include being able to book for them. That is the second and third entries doing different things, and it is the usual explanation for "I can see Sales appointments but I can't make one."

What it looks like when only the view right is granted

You can still create a calendar event. What changes is the Department field on the event form: it is filled in with your own department and locked, so every event you create belongs to your department. You cannot switch it to Sales or Service.

This only bites if your user record has a department set. Someone with no department on their user record is not locked to one.

If instead you get a message saying your role does not include permission to add calendar events, that is the first entry in the list above, not the department one — your role needs a higher calendar access level.

Why this often catches an established dealership

When the calendar permissions were introduced, existing roles were given calendar access with their event view limited to their own departments, and the book-for-another-department right switched off. It has to be granted deliberately in Settings > Organization > Roles; nobody inherits it.

When to contact support

Contact support if a task's due date moves but its calendar reminder does not follow, if reopening a closed task does not bring its reminder back, or if the calendar permissions are granted on the role and the user still cannot change the department on an event after signing out and back in.