Operations & Tasks
Live todayTask management for ABA teams where nothing falls through
Every checklist item in the intake pipeline becomes a task with an owner, a priority, and a due date. The board shows what is outstanding; the dashboard shows what is overdue — across every location.
To do
3Run eligibility · REF-2482
from Insurance stage
Request intake packet
from Pending Documents
Schedule ADOS-2
from Diagnostics
In progress
2Triage 7 faxes · Raleigh
Send POC to guardian for signature
from POC stage
Done
2Provision Workspace · new RBT
Auth submitted · REF-2440
from Pending Authorization
What is TargetFlo Operations & Tasks?
TargetFlo Operations & Tasks is the operational task management layer of the ABA operations platform: a kanban board of tasks with checklists, priorities, due dates, and assignments. Most tasks are created automatically when a referral enters a stage of the intake pipeline; the rest are created by staff. Overdue work rolls up to the dashboard by location and assignee.
Capabilities
A board built for intake coordinators, not project managers
No epics, no sprints. Tasks, checklists, owners, due dates — and a direct link to the referral or client each one is about.
Kanban task board
To do, In progress, Done — filterable by location, assignee, priority, and the pipeline stage or client a task belongs to.
Checklists inside tasks
Break a task into sub-items: call guardian, confirm insurance card received, upload to record. Progress shows on the card.
Priorities
High, medium, low. High-priority items sort to the top of every view and are highlighted on the dashboard.
Due dates and overdue
Every task has a due date. Overdue items turn red on the board and roll up to the dashboard by location and assignee.
Assignments
One owner per task, chosen from the employee directory. Reassign when someone is out; the history stays on the task.
Auto-created from stage checklists
When a referral enters a stage, its checklist items become tasks with the stage's default owner and due offset.
Accountability across locations
Location admins see their team's load; organization admins see all of it. Nobody has to ask what is outstanding.
Dashboard overdue view
Tasks due today, overdue, and by assignee are dashboard KPIs — with a click-through to the filtered board.
Auto-created from stage checklists
The pipeline writes the to-do list
Stage checklists are where ABA intake knowledge lives. TargetFlo turns them into assigned, dated tasks the moment a referral arrives in a stage.
- 01
A referral enters a stage
Moving a card to Pending Documents, for example, triggers that stage's checklist.
- 02
Checklist items become tasks
Each item is created as a task with the stage's default owner, a due date offset, and a link back to the referral and client.
- 03
The owner works the board
Coordinators clear tasks from their queue; checklist sub-items and notes stay on the task.
- 04
The stage can advance
When required tasks are done, the referral's stage checklist shows complete and the card can move on.
| Pipeline stage | Example tasks created |
|---|---|
| New Intake | Confirm guardian contact · Assign coordinator · Review fax extraction |
| Insurance | Run 270/271 eligibility · Map unmapped payer · Record ABA benefit |
| Pending Documents | Send intake packet · Follow up with guardian · Upload insurance card |
| Diagnostics | Schedule ADOS-2 · Collect evaluation report · Confirm intake packet complete |
| FBA | Schedule FBA · Complete FBA · Upload FBA report |
| POC | Draft POC · Clinician signature · Send to guardian for e-signature |
| Pending Authorization | Verify physician order · Submit authorization · Follow up with payer |
Priorities, due dates, assignments
One owner. One date. One priority. Every time.
A task without an owner is a wish. TargetFlo requires an assignee and a due date on every task, and sorts the board so high-priority and overdue work is impossible to miss.
- Assignee picked from the employee directory; reassignment history stays on the task
- Due date offsets per stage checklist item (e.g. eligibility within 1 business day)
- Priority pill on every card; high sorts to the top of every view
- Overdue turns red on the board and counts on the dashboard
- Checklist sub-items with progress shown on the card
To do
3Run eligibility · REF-2482
from Insurance stage
Request intake packet
from Pending Documents
Schedule ADOS-2
from Diagnostics
In progress
2Triage 7 faxes · Raleigh
Send POC to guardian for signature
from POC stage
Done
2Provision Workspace · new RBT
Auth submitted · REF-2440
from Pending Authorization
Accountability across locations
Who is behind, where, and on what — without a status meeting
Tasks carry a location and an owner, so the same board answers different questions for different roles. Coordinators see their queue. Location admins see their team. Leadership sees the organization.
- Filter by location, assignee, priority, due window, or linked pipeline stage
- Location admins compare load across coordinators before reassigning
- Organization admins see overdue counts per location side by side
- Every completion, reassignment, and due-date change is logged
Overdue tasks by location
All coordinators · today- Raleigh31 open · 4 overdue
- Charlotte24 open · 1 overdue
- Durham17 open · 6 overdue
Dashboard overdue view
From a number to the list behind it in one click
Task KPIs are on the same dashboard as pipeline counts, fax queue, and training completion — and they are aggregates, so leadership can share the screen without exposing client names.
- Tasks due today, by location and assignee
- Overdue tasks with age — how long each has been late
- High-priority open tasks across the organization
- Tasks created from stage checklists vs. created manually
- Click-through from any metric to the filtered kanban board
- Recent completions on the activity feed
- Per-coordinator load for balancing assignments
- Non-PHI aggregates — safe for the planned MCP assistant to read
FAQ
Operations & Tasks FAQs
Related features
See your stage checklists become a task board
Book a 30-minute demo. We map your current intake process to the 9-stage pipeline and show how fax, eligibility, tasks, and the parent portal fit together.