How to Submit Bugs, Issues, and Tasks
As your business coach, I want to prepare you both for the next stage of growth. One of the most important habits you must adopt now is using the task tracking system as your single source of truth for all bugs, issues, and feature requests. This is not just an internal process—it is how successful software companies present themselves as organized, professional, and trustworthy to clients.
When you handle requests through a proper system, you don’t just help the developer. You show clients that their feedback matters, that it is captured formally, and that nothing will “fall through the cracks.” This immediately makes you look professional in their eyes. When peers or councils see that you have a disciplined process, it sets you apart from smaller, less structured operations.
When to Submit a Task
- Any time you see a bug, hear a client request, or have an idea for improvement, it goes into the tracker.
- Phone calls, texts, or casual mentions don’t count. If it isn’t in the tracker, it doesn’t exist. Clients will respect you more when they see you directing all feedback into “our system.”
What to Include in Each Task
- Task Type: Start by saying whether it’s a Bug (something broken and is preventing members from using the system) or a Feature Request/Update (something new).
- Clear Description: Be specific. Example: “When adding attendance for Council 1450, the system allows duplicates. Expected: only one entry per member per event.”
- Steps to Reproduce (for bugs): List exactly what you did so the issue can be recreated.
- Screen name, URL and or Item Title: What page/screen is the issue on and the title of the item
- Member number and Name: If the issue applies to a specific member
- What the expected behavior or result should be: What should be the correct result or behavior.
- Why It Matters: A short explanation of the impact (e.g., “This confuses reporting when councils review attendance”).
- Priority (optional): High, medium, or low. Reserve “High” for anything that prevents councils from using the system at all.
Why This Matters for the Business
- Clarity: Written tasks prevent miscommunication. A client will notice if you forget what they told you on the phone. With the tracker, everything is documented.
- Accountability: You can show councils a clear record: “Yes, your request is logged.” That builds confidence.
- Efficiency: Developers fix issues faster when the information is complete, which makes you look capable and organized.
- Professionalism: This is the standard in the industry. By following it, you present yourselves as peers of established companies.
- Client Relations: Councils will see you as leaders who take feedback seriously and handle it with discipline. This reflects positively on you as the CEO when you interact with your peers.
Examples
Bad task:
“Fix attendance thing.”
Good task:
“Bug: When adding attendance for Council 1450 on the admin dashboard, the system allows duplicate entries for the same member on the same date. Expected behavior: Each member should only have one entry per event.”
Bad task:
“Add payment stuff.”
Good task:
“Feature Request: Add PayPal as a payment option during dues checkout. Currently we only support credit cards. Councils have asked for PayPal support so members can use their existing accounts. This is not urgent but should be considered for a future release.”
Going Forward
From now on, all bugs, issues, and feature requests will be logged in the tracker—no exceptions. This is how you demonstrate to clients, councils, and potential partners that your company is organized and reliable. It also ensures that both of you are working with the same priorities and nothing is forgotten.
Your cooperation here is not just a courtesy; it is a powerful way to make you look strong, professional, and in control when interacting with clients. When you say, “I’ll make sure that gets logged in our system right now,” you present yourself as a leader of a real software company—not just someone taking notes on the phone.
This is how software companies work. By embracing this discipline, you will protect your time, strengthen your credibility, and make the product (and both of you as leaders) look excellent in the eyes of clients.
Client-Facing Phrases for Handling Feedback
When a Client Reports a Bug
- “Thank you for catching that. I’ll log this in our system right now so it can be tracked and fixed. We use a formal process to make sure nothing gets lost.”
- “I appreciate you pointing that out. Our system ensures bugs are prioritized and handled quickly.”
When a Client Makes a Feature Request
- “That’s a great idea. During our launch, we’re focused on stability, but I’ll make sure this goes into our system so it can be reviewed for a future release.”
- “I love that suggestion. We’re capturing every request in our task tracker, which is how we plan future versions.”
- “We’re currently at version 1.0, which is focused on core features. Your request will be logged and considered for the roadmap going forward.”
When a Client Pushes for Urgency
- “Right now we’re in a stabilization phase. That means bugs get fixed right away, but new features are scheduled in our next release cycle. That way you get reliability and steady improvements.”
- “Our process is simple: test now, stabilize, and then add new features. This ensures everyone has a smooth experience while still seeing regular growth.”
When a Client Wants to Know What Happens Next
- “Here’s what you can expect: bugs are fixed quickly, feature requests are captured in our tracker, and new releases roll out as adoption grows. It’s the same process professional software companies use.”
- “We’re already logging feature requests like yours. Once 1.0 is fully launched and more councils adopt, those requests will be scheduled into upcoming releases.”
When a Client Compliments or Shows Interest
- “That’s great to hear. We’ve invested a year to get to this point, and the process we’re using now ensures we can keep improving without losing stability.”
- “I’ll log that feedback into our system so we can track it and use it as part of our roadmap. Thank you for contributing.”