Creating Tasks

Create tasks and reminders to never miss a follow-up

5 minutes
Beginner

Creating Tasks

Tasks help you stay organized and never miss important follow-ups. This guide shows you how to create and manage tasks.

Why Use Tasks?

Tasks help you:

  • Never miss follow-ups - Set reminders for important actions
  • Stay organized - Track all to-dos in one place
  • Delegate work - Assign tasks to team members
  • Prioritize - Focus on what needs attention

Creating a Task

Method 1: From Task Dashboard

  1. Go to Tasks in the sidebar
  2. Click "New Task" button
  3. Fill in task details
  4. Click "Create Task"

Method 2: From Lead Detail Page

  1. Open a lead
  2. Go to Tasks tab
  3. Click "Add Task"
  4. Fill in details (lead is automatically linked)
  5. Save

Method 3: Quick Create

Some pages have quick task creation:

  • From lead list
  • From pipeline view
  • Using keyboard shortcuts

Task Details

Required Fields

Task Title - What needs to be done

  • Be specific: "Follow up on Italy quote" vs "Follow up"
  • Clear action: "Send Japan itinerary" vs "Japan"

Due Date - When it needs to be completed

  • Select date from calendar
  • Required for all tasks
  • Can set time if needed

Optional Fields

Associated Lead - Link to a lead

  • Search for lead by name
  • Automatically linked if created from lead page

Assignee - Who will complete this

  • Assign to yourself
  • Assign to team member
  • Leave unassigned for now

Description/Notes - Additional details

  • Add context or instructions
  • Include relevant information
  • Link to related items

Task Types

Tasks can be for various purposes:

Follow-ups

  • "Follow up on quote sent Tuesday"
  • "Call back next week"
  • "Send itinerary draft"

Preparations

  • "Prepare quote for Italy trip"
  • "Research hotels in Tokyo"
  • "Create itinerary draft"

Administrative

  • "Update lead status"
  • "Add notes from call"
  • "Upload contract"

Coordination

  • "Check with supplier"
  • "Confirm hotel availability"
  • "Coordinate with team member"

Viewing Tasks

Task Dashboard

The dedicated Tasks page shows:

  • Stats cards - Total, pending, due today, overdue
  • Tabs - All, My Tasks, Today, Overdue
  • Filters - By assignee, status, date
  • Task list - All tasks with details

From Lead Detail

In the Tasks tab of a lead:

  • Tasks specific to that lead
  • Quick creation
  • Lead context visible

Task Cards

Each task shows:

  • Title and completion status
  • Due date with relative time ("in 2 days", "overdue")
  • Urgency badges (Overdue, Today, Tomorrow)
  • Assigned team member
  • Associated lead (with link)
  • Actions menu

Completing Tasks

Mark as Complete

  1. Click the checkbox next to the task
  2. Task updates instantly
  3. Moves to completed section

Uncomplete a Task

If marked complete by mistake:

  1. Click checkbox again
  2. Task returns to pending
  3. Due date and urgency restored

Editing Tasks

  1. Click the 3-dot menu on a task
  2. Select "Edit Task"
  3. Update:
    • Title
    • Due date
    • Assignee (if you have permission)
  4. Click "Save Changes"

Note: Some fields (like associated lead) may be view-only after creation.

Deleting Tasks

  1. Click the 3-dot menu
  2. Select "Delete Task"
  3. Confirm deletion
  4. Task is permanently removed

Task Organization

Filtering Tasks

By Status:

  • All tasks
  • Pending only
  • Completed only

By Assignee:

  • All team members
  • My tasks only
  • Unassigned tasks

By Date:

  • Today
  • Tomorrow
  • This week
  • Overdue

Urgency Indicators

Tasks show visual indicators:

  • Red badge - Overdue
  • Orange badge - Due today
  • Yellow badge - Due tomorrow
  • No badge - Due later

Best Practices

  1. Create tasks immediately - Don't trust your memory
  2. Be specific - Clear task titles help you understand what to do
  3. Set realistic due dates - Not too aggressive, not too lenient
  4. Link to leads - Always associate tasks with leads when relevant
  5. Review daily - Check tasks each morning
  6. Complete promptly - Mark done when finished
  7. Use for delegation - Assign tasks to team members

Task Workflow Example

  1. Create task - "Follow up on Italy quote" (Due: tomorrow)
  2. Task appears - In "My Tasks" and "Tomorrow" tabs
  3. Complete action - Call client about quote
  4. Mark complete - Check off task
  5. Create new task - "Send revised quote" (Due: today)

Keyboard Shortcuts

  • Quick task creation from various pages
  • T - Add task (when on lead page)
  • Checkbox toggle to complete tasks quickly

Related Guides

Next: Learn about the task dashboard and organizing tasks →

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