Managing Tasks

The Tasks module helps you and your team stay organized with a powerful task management system that integrates seamlessly with your workspace data. Never miss a follow-up or deadline again.

The Tasks Module

The built-in Tasks module comes pre-configured with essential fields:

Task Statuses

Track task progress with built-in statuses:

Custom Statuses

Add your own statuses:

1. Go to Settings > Modules > Tasks
2. Edit the Status field
3. Add statuses like "Blocked", "Waiting", or "In Review"

Task Priorities

Prioritize your work effectively:

Creating Tasks

Quick Create

1. Click + New in the Tasks module
2. Enter the task title
3. Set due date and assignee
4. Click Save

From Email

Create follow-up tasks directly from email:

1. Open any email
2. Click the dropdown arrow next to Create a Person
3. Select Create a Task
4. The form opens with pre-filled data:
   • Title: "Follow up: [email subject]"
   • Related to: Email thread
   • Due date: Next business day

From Any Record

Add tasks from people, accounts, or deals:

1. Open the record
2. Go to the Tasks tab or activity panel
3. Click Add Task
4. Task auto-links to the record

Keyboard Shortcut

Quick task creation from anywhere:

• Press T to open task quick-create
• Or use Cmd+K → "Create task"

Task Views

List View

Simple task list with:

• Checkbox for quick completion
• Due date and assignee
• Priority badges
• Related record links

Kanban Board

Visual task management:

• Columns by status (To Do → In Progress → Done)
• Drag and drop to update
• See workload at a glance
• Filter by assignee or priority

Calendar View

Tasks on your calendar:

• See tasks by due date
• Drag to reschedule
• Combined with meetings and events

My Tasks View

Personal task dashboard:

• Tasks assigned to you
• Sorted by due date
• Overdue items highlighted
• Quick filters for today/this week

Task Features

Due Dates and Reminders

Setting due dates:

1. Click the due date field
2. Select a date or use natural language:
   • "Tomorrow"
   • "Next Monday"
   • "In 3 days"

Reminders:

• Get notified before tasks are due
• Configure reminder timing (1 hour, 1 day, 1 week before)
• Receive via email, push notification, or in-app

Recurring Tasks

Set up tasks that repeat:

1. Create or edit a task
2. Enable Recurring
3. Set the pattern:
   • Daily, weekly, monthly, yearly
   • Custom intervals
   • End date or number of occurrences

Common recurring tasks:

• Weekly check-in calls
• Monthly account reviews
• Quarterly business reviews

Task Dependencies

Link related tasks:

• Blocking: Task A must complete before Task B
• Related: Tasks that share context

Subtasks

Break large tasks into smaller steps using the Parent Task field:

1. Create a new task
2. Set the Parent Task field to link it to a parent
3. Child tasks appear nested under the parent
4. Track completion across the entire task hierarchy

Alternatively, use quick subtask creation:

1. Open a parent task
2. Click Add Subtask
3. The new task auto-links to the parent

Related Records

Linking Tasks

Connect tasks to people using the Contact field:

Viewing Related Tasks

On any record, see:

• Open tasks requiring action
• Completed task history
• Overdue items flagged

Task Assignment

Assigning to Users

1. Set the Assignee field to assign to a specific user
2. Optionally set the Team field for team-level assignment
3. The Owner field tracks who created or owns the task
4. Assignees receive a notification when tasks are assigned

Reassigning Tasks

Transfer tasks between team members:

1. Edit the task
2. Change the assignee
3. Add a note explaining the handoff

Unassigned Tasks

Tasks without an owner:

• Appear in a shared queue
• Anyone can claim them
• Use for team task pools

Filtering and Search

Quick Filters

Built-in filter buttons:

• My Tasks: Assigned to me
• Overdue: Past due date
• Today: Due today
• This Week: Due within 7 days

Advanced Filters

Build complex queries:

Assignee = Me
AND Status != Done
AND Priority = High
AND Due Date <= This Week

Saved Views

Create custom views:

• "My Overdue Tasks"
• "Unassigned Team Tasks"
• "High Priority This Week"

Task Notifications

When You're Notified

• Task assigned to you
• Task due date approaching
• Task overdue
• Task completed (if you're the creator)
• Comments on your tasks

Notification Settings

Customize in Settings > Notifications:

• Email notifications
• Push notifications
• In-app alerts
• Digest frequency

Task Analytics

Personal Productivity

Track your task metrics:

Team Dashboard

Managers can view:

• Task distribution by assignee
• Team completion rates
• Bottlenecks and blockers
• Workload balance

Best Practices

Write Clear Titles

• ✅ "Call John about Q4 renewal pricing"
• ❌ "Follow up"

Set Realistic Due Dates

• Account for dependencies
• Build in buffer time
• Don't overcommit

Use Priorities Wisely

• Reserve "Urgent" for truly critical items
• Review priorities daily
• Adjust as situations change

Link to Context

• Always relate tasks to records
• Include relevant information in description
• Link to source emails or documents

Review Regularly

• Start each day with your task list
• End each day planning tomorrow
• Weekly review of all open tasks

Related: Reminders | Calendar Integration | Automation