How to Create a Task and Update a Task with Aria

What Is a Task?

A task is anything you ask Aria to help with outside of note-taking. When you speak or type a request on any page that isn't an EHR note form, Aria creates a task for it. Tasks are processed by Aria and, when applicable, reviewed by your support team.

If you're on a client's page in SimplePractice when you create a task, Aria automatically links the task to that client.

Creating a Task with Voice

1. Click the Aria Ring on any page (as long as you're not on an EHR note form — that triggers note-taking instead).
2. Speak your request. The ring pulses while it's listening.
3. Click the Aria Ring again to submit.

Aria processes your task in the background, so you can keep browsing or navigate to a different page while it works. When processing is complete, you'll see a success notification and hear an audio response (if audio is enabled).

If no speech is detected, Aria will show a prompt with troubleshooting tips and a link to the Diagnostics page in Settings.

Creating a Task with Text (Meeting Mode)

If you prefer typing — for example, during a session when you can't speak — use Meeting Mode.

Enabling Meeting Mode

Go to Settings > Preferences and toggle Meeting Mode on. A keyboard icon will appear next to the Aria Ring.

Creating a Task

1. Click the keyboard icon next to the Aria Ring.
2. A text entry window opens with the prompt "How can I help you?"
3. Type your request and press Enter (use Shift+Enter for a new line).
4. Aria processes your request and shows the response directly in the window.
5. To create another task, click Create New Task.

The Task Board

The task board is your inbox for all active and completed tasks.

Opening the Task Board

Click the menu icon (three lines) next to the Aria Ring. You may see a notification dot:

• Red dot — You have tasks waiting for your response
• Green dot — You have completed tasks you haven't viewed yet

Tabs

Tasks load automatically as you scroll. Each task shows its title, and completed tasks you haven't opened yet are marked with a green dot.

If a task has file attachments, you'll see a file count below the title that you can expand to view and download individual files.

Viewing a Task

Click the arrow button on any task to open it. What you see depends on the task's status:

To Do Tasks

These have a response from Aria or your team that you need to review. You'll see:

• Audio response — Plays automatically when you open the task. Click the play button to listen again.
• Written notes — Any text notes included with the response.
• Attachments — Files you can view or download.
• A reply area where you can respond (see Replying to a Task).

In Progress Tasks

These are still being worked on. You can add more information to help move them along (see Adding More Information).

Completed Tasks

These are read-only. You can review the final response, listen to audio, and view any attachments.

Replying to a Task

When a task is in your To Do tab, it means someone is waiting for your response.

1. Open the task by clicking the arrow.
2. Review the response you received.
3. In the reply area, type your response or click the microphone button to dictate it.
4. Optionally, attach files using the paperclip button (see Uploading Files).
5. Click Reply.

After submitting, you may see an acknowledgment from Aria. The task moves to In Progress.

Adding More Information

If a task is in progress and you want to provide additional context:

1. Open the task from the In Progress tab.
2. Type or dictate your additional information in the input area.
3. Optionally attach files.
4. Click Send.

The task stays in progress, and Aria processes your update.

Uploading Files

You can attach files to a task when replying or adding information.

From Inside a Task

1. Click the paperclip button in the reply area.
2. Select your files.
3. Selected files appear below the input with their name and size. Click the X next to any file to remove it.
4. To add more files, click Add More.
5. Submit your reply or update as usual — files are uploaded along with your message.

File Limits

• Up to 5 files per upload
• Maximum 10 MB per file
• Maximum 25 MB total per upload
• Supported types: images (PNG, JPEG, WebP, GIF, BMP, TIFF), PDFs, and Word documents (DOC, DOCX)

Canceling a Task

If you no longer need a task:

1. Open the task from the task board.
2. Click Delete Task in the bottom-left corner.
3. A confirmation prompt appears. Click Cancel Task to confirm.

Canceled tasks are permanently removed from your task board. This cannot be undone.

Task Lifecycle

Here's how a task moves through the system:

Tasks start in In Progress after creation. When your team responds, the task moves to To Do so you know to check it. After you reply and the work is finished, it moves to Completed.