# Tasks Break CRM activities into to-dos, assign them to teammates with due dates, and track them in a list or on a Kanban board. Created: September 16, 2026 Updated: September 16, 2026 ## Overview A CRM task is a to-do that belongs to one [activity](https://docs.vinsi.ai/crm/activities), 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: | Tab | Shows | Available to | | -------------- | ---------------------------------------------------------------- | --------------------- | | My Tasks | Tasks assigned to you, plus tasks on activities assigned to you. | Everyone | | All Open Tasks | All tasks that are Open or In Progress. | Org admins and owners | | All Tasks | Every task in the organization, including completed ones. | Org admins and owners | ## 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 | Field | Details | | ----------- | ---------------------------------------------------------------------------------------------------------------- | | Title | Required. What needs to be done. | | Description | Optional notes (available from the **New Task** button). | | Activity | Required. The activity the task belongs to (labeled **Ticket** in the New Task form). It can't be changed later. | | Assignee | Any member of your organization, or **Unassigned**. | | Due date | Optional date and time. Drives the due state (Overdue, Due Today, and so on). | | Status | Open, In Progress, or Completed. New tasks start as Open. | | Priority | Not set on the task. The list shows the parent activity's priority (Low, Medium, High, Urgent). | ## Statuses and Due States | Status | Meaning | | ----------- | ------------------------------------------------------------------------------------------ | | Open | Not started. Default for new tasks, and the status a reopened task returns to. | | In Progress | Being worked on. Set it by dragging the card to the **In Progress** column in Kanban view. | | Completed | Done. The title is struck through and the completion time is saved in **Completed At**. | The **State** column shows how each unfinished task is tracking against its due date: | State | When | | ----------- | ---------------------------------- | | Overdue | The due date and time have passed. | | Due Today | Due later today. | | Due Soon | Due within the next 3 days. | | On Track | Due more than 3 days from now. | | No due date | No due date is set. | 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. | Filter | Options | | --------------- | --------------------------------------------------------- | | Task Status | All, Open, In Progress, Completed | | Ticket Priority | All, Low, Medium, High, Urgent (the activity's priority) | | Assignee | All, Unassigned, Me | | Created | All time, Today, Last 7 days, Last 30 days, Last 3 months | | Due By | All, Overdue, Due Today, No Due Date | 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](https://docs.vinsi.ai/crm/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. Need an email reminder at a specific time? Create a VINSI calendar event linked to the activity and pick a reminder. See [Calendar](https://docs.vinsi.ai/crm/calendar). ## 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. | | CRM tasks | Ticket tasks | | ------------------- | ------------------------ | ----------------------------------------------------------------------------------------------------------------------------- | | Attached to | A CRM activity | A support ticket | | Where to find them | CRM → Activities → Tasks | Ticket System → Tasks, and inside each ticket | | Email when assigned | No | Yes, to the new assignee | | Status changes | Applied immediately | Emailed to the assignee and logged as a private note on the ticket; dragging on the Kanban board asks for an optional message | See [Tickets](https://docs.vinsi.ai/tickets/tickets) for the Ticket System. ## Troubleshooting & FAQ | Problem | What to do | | ----------------------------------------------- | ----------------------------------------------------------------------------------------------- | | "Please select an activity" | Every task needs an activity. Pick one in the **Ticket** list, or create the activity first. | | "Task title is required" | Enter a title before clicking **Create Task**. | | No **New Task** button | You need write access to CRM Activities. Ask an org admin. | | I only see the **My Tasks** tab | **All Open Tasks** and **All Tasks** are for org admins and owners. | | A task I didn't assign to myself is in My Tasks | My Tasks also includes tasks on activities assigned to you. | | No delete button on a task | Only org admins/owners and the task's assignee can delete it. | | How do I set a task to In Progress? | Switch to Kanban view and drag the card into **In Progress**. | | Can I move a task to a different activity? | No. Create a new task on the other activity and delete the old one. | | My column or view choice was lost | These are saved per browser. A different browser or cleared site data starts from the defaults. |