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Using the AI Task Planner

Generate tasks from natural language descriptions - learn how to write effective prompts and review AI suggestions

C
Written by Customer Success
Updated over a month ago

Using the AI Task Planner

🎯 Why This Matters

Creating tasks one by one is tedious, especially for recurring workflows or complex projects. The AI Task Planner lets you describe what you need in plain English, and it generates structured tasks for you. This means:

  • Save hours of planning - Describe a project, get a task breakdown instantly

  • Consistent structure - AI applies best practices to task organization

  • Nothing forgotten - AI considers steps you might overlook

  • Easy bulk creation - Generate dozens of tasks from one description

🚀 Accessing the AI Task Planner

Get started in three clicks - no setup, no training required.

  1. Go to Task Management in the sidebar

  2. Click AI Task Planner tab

  3. You'll see a text input area where you can describe your tasks

AI Task Planner interface showing natural language input and scratchpad with generated tasks

💬 Writing Good Prompts

The better you describe what you need, the better results you'll get. Here's how to write effective prompts:

Be Specific About the Work

Instead of...

Try...

"Create cleaning tasks"

"Create daily cleaning tasks for the extraction room including equipment sanitization, floor cleaning, and waste disposal"

"Set up maintenance"

"Create weekly maintenance tasks for HVAC system including filter replacement, duct inspection, and temperature calibration"

Include Timing When Relevant

  • "Create tasks for Monday through Friday"

  • "Set up weekly recurring tasks for equipment checks"

  • "Plan tasks for the next harvest cycle starting January 15"

Mention Resources

  • "Tasks for Room A and Room B"

  • "Maintenance for the CO2 extraction system"

  • "Order fulfillment tasks for customer orders this week"

💡 Example Prompts

"Create a task list for preparing Room A for a new grow cycle, including cleaning, equipment inspection, and setup"

"Generate weekly quality control tasks for the packaging line, Monday through Friday"

"Plan harvest tasks for 200 plants in Room B, including cutting, trimming, drying, and curing steps"

📋 Reviewing AI Suggestions

You're always in control - review, edit, or remove any suggestion before it becomes a real task.

After you submit your prompt, the AI generates a list of suggested tasks. Review them carefully before saving.

For each suggested task, you'll see:

  • Task title

  • Description

  • Suggested due date (if timing was mentioned)

  • Priority level

  • Parent-child relationships (subtasks)

What you can do:

  • Edit - Change any field before saving

  • Remove - Delete tasks you don't need

  • Add more - Include additional tasks manually

  • Reorganize - Adjust parent-child relationships

💾 Saving Planned Tasks

One click creates all your tasks at once - ready for assignment and tracking.

Once you're happy with the task list:

  1. Review all tasks - Make sure titles, dates, and priorities are correct

  2. Click Save Tasks - This creates all tasks in your task list

  3. Assign team members - New tasks will be "Open" status, ready for assignment

⚠️ Important

Tasks are not created until you click Save. If you navigate away before saving, your suggestions will be lost.

📑 Saving as a Template

Turn a good task plan into a reusable template - never recreate the same work twice.

If you'll need similar tasks again, save them as a template for easy reuse.

  1. Generate and review your AI tasks

  2. Click Save as Template

  3. Give your template a name (e.g., "Weekly Room Cleaning" or "Harvest Prep Checklist")

  4. The template is saved for future use

Next time, you can create tasks from your template instead of using AI again. See Working with Task Templates for more details.

✨ Tips for Best Results

  • Start broad, then refine - Generate initial tasks, then edit details

  • Include quantities - "Tasks for 50 plants" gives better estimates than "tasks for plants"

  • Mention your facility - Reference specific rooms, equipment, or processes

  • Be explicit about timing - "Daily tasks for next week" is clearer than "regular tasks"

  • Review before saving - AI is helpful but not perfect - always check the output

  • Save useful results as templates - Don't regenerate the same tasks repeatedly

❓ Troubleshooting

AI generates irrelevant tasks

Your prompt may be too vague. Add more detail about the specific work, location, or timeframe.

Tasks are missing important steps

Mention the steps explicitly in your prompt, or add them manually after generation.

Due dates don't match expectations

Include specific dates in your prompt: "Tasks due by January 20" or "Schedule for next Monday".

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