Tasks

Overview

A CRM task is a to-do that belongs to one activity, for example "Send the proposal" on a follow-up activity. Each task has a title, optional description, assignee, due date, and status. The task's priority and contact come from its activity.

An activity can have any number of tasks, and its details show a progress bar such as Tasks 2/5 completed.

Find Your Tasks

1. Open CRM → Activities.
2. Click Tasks in the Activities | Tasks toggle. The badge shows how many tasks you have.
3. Choose a tab:

Create a Task

Every task must be attached to an existing activity. You can add tasks in three places.

New Task Button

1. In CRM → Activities → Tasks, click New Task.
2. Under Link to Ticket, pick the activity in the Ticket list (shown as number — subject [status]).
3. Under Task Details, enter a Title and an optional Description.
4. Under Assignment, choose Assign To (defaults to you) and an optional Due By date and time.
5. Click Create Task. You'll see Task created successfully.

The New Task button requires write access to CRM Activities. If you don't see it, ask an admin for that permission.

While Creating an Activity

1. Click New Activity on the Activities page.
2. In the Tasks section, click Add Task once per task.
3. For each Task 1, Task 2, … enter a title, and optionally an assignee (defaults to you) and a due date. Use the trash button to remove one.
4. Create the activity. The tasks are saved with it; tasks left without a title are skipped.

Inside an Activity

Open an activity (click a task row, or open the activity's detail page). In the Tasks section click Add Task, type a title, optionally choose an assignee and due date, and click Add. In the activity details window you can also click ✨ AI Draft Title & Description to have AI suggest a task title from what you typed and the activity subject.

Task Fields

Statuses and Due States

The State column shows how each unfinished task is tracking against its due date:

Completed tasks have no state.

Complete, Reopen, or Delete

• Complete: click the checkbox next to the task title in the list or in the activity's Tasks section.
• Reopen: click the checkbox again. The task goes back to Open.
• Delete: click the trash button in the Actions column. The button appears for org admins and owners and for the task's assignee. Deleting is immediate and can't be undone.

Working with the Task List

Search and Filters

Search tasks... matches the task title, activity subject, activity number, and assignee name. Click the filter button to narrow the list; a red badge shows how many filters are on.

Click Okay to close the panel or Reset to clear all filters.

The AI assistant button opens a chat where you can describe the view you want in plain language, for example to filter, sort, or group tasks.

Columns

Click the sliders button to show or hide columns, or click Reset to restore the defaults. Title is always shown. Your choice is remembered in this browser.

Default columns: Title (with the activity number), Ticket (the activity subject), Due Date, State, Status, Priority, and Assigned To. Optional columns include Ticket #, Ticket Status (the activity's status), Description, Created By, Created, Completed At, and Updated.

Kanban View

Use the list / grid toggle to switch between Table view and Kanban view; the choice is remembered in this browser. The board has Open, In Progress, and Completed columns with a count on each. Drag a card to another column to change its status. Cards show the title, activity, description, due state, priority, and assignee. Click a card to open its activity.

Activity Details

Click a task row, a Kanban card, or the eye (View) button to open the task's activity. From there you can:

• Review the subject, description, type, source, created date, and due date.
• Change the activity's Status, Priority, and Assigned To, then click Save Changes.
• See all of the activity's tasks, check them off, delete them, or add new ones with Add Task.

See Activities for more about activities.

Notifications

CRM tasks don't send email notifications or reminders when they are assigned, changed, or become due. Use the My Tasks tab and the State column (or the Due By → Overdue filter) to keep on top of your work.

CRM Tasks vs. Ticket Tasks

The Ticket System has its own tasks, in Ticket System → Tasks. They look similar but are a separate list: CRM tasks never appear in the Ticket System, and ticket tasks never appear under CRM Activities.

See Tickets for the Ticket System.

Troubleshooting & FAQ