A task is something someone has to do, on a date, usually for a contact or a company. It is the smallest unit of work in the CRM and the one that decides whether follow-up actually happens.
Creating one
| Field | What to put in it |
|---|---|
| Task Name | What has to be done, in plain words. "Send the fleet quote" beats "Follow up". |
| Task Type | What kind of work it is, for reporting. |
| Priority | How it sorts against everything else on the list. |
| Due Date | The day you will actually do it. |
| Assigned To | Whose job it is. |
| Description | Anything the person doing it needs to know. |
Create tasks from the contact or company they belong to and they are linked automatically — which is what makes them show up in the right places later.
Working the list
- My Tasks for your own day; All Tasks to see what the team is carrying.
- Due Today or Overdue is the only filter most people need in the morning.
- Move a task to In Progress when you start it and Completed when it is done.
- Turn on Show Completed only when you are looking back at what was done.
- The icon in the first column is the task type, and its colour is the status — orange for pending, blue for in progress, green for completed. Rest your pointer on it and both are spelled out, so you never have to remember which colour meant what.
- A task with a sequence label beside its name was created by a sequence rather than by a person. Rest your pointer on the label to see which sequence it came from and which step raised it. Completing it lets the sequence move on, so these are not optional.
Your day from any CRM page
You do not have to leave the contact, company or deal you are working on to check your list. Every CRM page has a Tasks button in the bottom-right corner. The red number on it is how many of your open tasks are overdue or due today, so you can see at a glance whether anything is waiting. The panel it opens has two tabs — Tasks and Calendar — because what you have to do and where you have to be are the same question first thing in the morning.
- Select Tasks in the bottom-right corner. Your open tasks slide in from the right, grouped under Overdue, Today, Upcoming and No date.
- Tick the box beside a task to mark it completed. The task stays in the panel, crossed out, until you next open it, so if you ticked the wrong one you can tick it again to reopen it.
- Select a task to open it in place. It shows the task's notes, its reminder, who it is assigned to, the contact's email address and any open deals with that contact or company, without leaving the list. Select it again to close it.
- Select a task's name, or Edit Task inside an opened task, to change its date, owner or notes. Select New Task to add one.
- Select the contact or company name under a task to open them over the page you are on. You can see their phone number and email address, their open deals and their whole history of emails, calls and notes, and select Edit to change their details. Select Open full profile if you want to go to their page instead.
- Use Mine and Everyone to switch between your own tasks and the whole team's, and View All Tasks to open the full task list with its filters. The panel always opens on Mine, because that is the list the red number counts.
- Select the Calendar tab for the appointments you have coming up over the next month, grouped under Today, Tomorrow and then the date. Each one shows its time, its event type and who it is with. Select an event to open it, New Event to book one, or View Calendar for the full diary.
Putting your day in order
Tasks are listed by date, but you can choose the order you work through today's. In a tribe's CRM each task has a handle of six dots on its left. Drag a task by its handle to move it up or down the Today group, and the panel and the task list keep that order. To bring a task into today, drag it from Overdue, Upcoming or No date into Today: its date changes to today, and if its due time has already passed the time is cleared so it does not show as overdue again straight away. A task that has a reminder has the reminder moved to today at the tribe's Default task time (set under Settings in the tribe's CRM), or removed if that time has already passed today.
Habits that make tasks work
- Book the next task before you end the call. A task you plan to create later is not created.
- Use dates you mean. Everything dated today, forever, is the same as no dates at all.
- Complete tasks as you do them, so overdue means overdue.