Kite Task Management
Track sponsor deliverables and ensure nothing falls through the cracks.
Overview
Task management helps:
- Define sponsor obligations
- Track completion status
- Send reminders
- Ensure timely delivery
Creating Tasks
Add Task to Package
- Go to Sponsors > Packages
- Select package
- Click "Tasks"
- Click "+ Add Task"
Task Details
| Field | Description | Example |
|---|---|---|
| Title | Task name | "Submit logo" |
| Description | What's needed | "High-res PNG, 400x400px" |
| Deadline | Due date | May 1, 2024 |
| Required | Mandatory? | Yes |
Save Task
Click "Add" to save the task.
Common Tasks
Pre-Event Tasks
| Task | Deadline | Details |
|---|---|---|
| Submit logo | 30 days before | PNG/SVG, multiple sizes |
| Company description | 30 days before | 100-word bio |
| Contact information | 30 days before | Booth staff names |
| Booth requirements | 21 days before | Power, internet, furniture |
| Marketing assets | 21 days before | Banner designs |
| Speaker info | 14 days before | If speaking slot included |
| Attendee passes | 7 days before | Names for free tickets |
Event Day Tasks
| Task | Deadline | Details |
|---|---|---|
| Booth setup | Day before | Materials shipped |
| Staff check-in | Event morning | Badge pickup |
| Booth teardown | After event | Removal deadline |
Post-Event Tasks
| Task | Deadline | Details |
|---|---|---|
| Feedback survey | 1 week after | Complete survey |
| Lead follow-up | 2 weeks after | Contact leads |
Managing Tasks
View All Tasks
- Go to Sponsors > Tasks
- See all tasks across sponsors
- Filter by status, deadline, sponsor
Task Statuses
| Status | Description |
|---|---|
| Pending | Not started |
| In Progress | Being worked on |
| Completed | Done |
| Overdue | Past deadline |
Mark Complete
- Find the task
- Click "Mark Complete"
- Task status updates
Request Update
- Find the task
- Click "Request Update"
- Sponsor notified
Task Notifications
Automatic Reminders
Send reminders:
- 1 week before deadline
- 3 days before deadline
- On deadline day
- When overdue
Manual Reminders
- Select tasks
- Click "Send Reminder"
- Email sent to sponsor
For Sponsors
Viewing Tasks
- Log in to sponsor portal
- Go to My Tasks
- See all pending tasks
Completing Tasks
- Open task
- Upload materials or mark done
- Submit
Uploading Files
For tasks requiring files:
- Open task
- Click "Upload"
- Select file
- Submit
Tracking Progress
Sponsor Dashboard
See per-sponsor progress:
- Total tasks
- Completed
- Pending
- Overdue
Overall Progress
Across all sponsors:
- Completion rate
- Upcoming deadlines
- Outstanding items
Export Report
- Go to Tasks
- Click "Export"
- Download task report
Best Practices
Task Design
- Be specific about requirements
- Set realistic deadlines
- Provide examples
- Include file specifications
Deadlines
| Priority | Lead Time |
|---|---|
| Critical | 4+ weeks |
| Important | 2-4 weeks |
| Nice-to-have | 1-2 weeks |
Communication
- Send clear instructions
- Provide templates when possible
- Be responsive to questions
- Follow up consistently
Tracking
- Review weekly
- Flag overdue items
- Escalate if needed
- Document completion
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