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Tasks & follow-ups

A task is a piece of work somebody on your team owes a person in the CRM: a call to return, an email to send, a meeting to hold, or a plain to-do. Every task has a subject, a type, a priority, a status, an optional due date and time, an optional assignee, notes, and a link to the contact, company or deal it is about.

Tasks live in the CRM hub at …/hosts/{site}/crm/tasks and, over every site at once, at …/{organization}/crm/tasks; every record page carries its own short list of them. They follow the same per-site visibility as the contacts themselves: a task made from one site's console is seen from that site (and the sites it shares an audience with), and an organization that has set Default sharing for new records to All sites sees every task everywhere. A task is also the one CRM record that can belong to no site at all — see Organization tasks.

Plan availability

Tasks are part of the CRM, included from Starter. On Free the section is shown locked, with the rest of the CRM. See What each plan includes.

Status, priority, type and subject​

A task's Status, Priority and Type are picklists your organization keeps under CRM › Fields › Tasks, each starting from Salesforce's standard values:

PicklistStandard valuesWhat each value means to the CRM
StatusNot Started, In Progress, Waiting on someone else, Deferred, CompletedCompleted is done; the other four are open
PriorityHigh, Normal, Lowhigh, normal, low
TypeCall, Email, Meeting, To-docall, email, meeting, to-do (Salesforce's Other)

Every value means one of the CRM's own states, shown in the values card's Means column. The meaning is what everything that runs on its own reads: the views below, the overdue and today colors, reminders, the daily digest, Next activity, the reports and every automation. The label is your organization's — rename In Progress to Working and every task that held it says Working, and nothing that counts open tasks changes. A value you add names its meaning (an On hold status that is open, a Site visit type that is a meeting); a standard value's meaning is fixed. A value deleted with a replacement moves its tasks only to a value of the same meaning, so a delete can never complete or reopen a task.

A task made before these lists existed holds only the meaning, and shows the first active value of it — an open task reads Not Started, a done one Completed — until it is saved with a label of its own.

Subject is a list of suggestions, not a picklist a task holds: Call, Send Letter, Send Quote and Other to start. The drawer's Subject field offers them as you type and takes any text, as Salesforce's does. Renaming or deleting a suggestion changes no task's subject.

Rename, reorder, deactivate, add or make a value the default on the Fields page; a new task starts on each list's default (Not Started, Normal, To-do).

The tasks page​

The Tasks section is one list with six views, chosen under Show in the table's Filters panel — My tasks unless you choose another:

ViewWhat it shows
My tasksOpen tasks assigned to you, soonest due first. Tasks with no due date come last.
OverdueOpen tasks whose due date is before today.
TodayOpen tasks due at any time today.
UpcomingOpen tasks due tomorrow or later.
All openEvery open task, whoever it is assigned to.
DoneCompleted tasks, most recently due first.

"Overdue" and "today" are not stored on the task — nothing runs at midnight to stamp them. Each view is a window over the due date computed from your own clock and time zone when you look, and a tab left open across midnight repaints yesterday's work as overdue on its own.

Each row shows a checkbox that completes or reopens the task, the subject (with the first line of notes under it), the type, the priority, the status, the due date colored by where it stands — red when overdue, amber when due today — with a snooze beside it, the assignee, and the record it is for, as a link into that record's page. The list shows a view a page at a time, with the usual footer to pick how many rows a page holds and to turn to the next page.

Beside Show, the Filters panel narrows a view by Type (call, email, meeting, to-do), Priority (low, normal, high) and Assignee — each is one or is any of several, the type and the priority by meaning, each named by your organization's label for it — and Search finds a task by a word of its title. The view, the filters and the search are all answered by the list's query, so they reach every task in the view, page by page, and add up with each other. The search matches whole words from their start — "cof" finds Coffee, a fragment from the middle of a word does not — one word at a time: type several and it searches the first, and says so. Under a site, a member whose access is limited to particular sites cannot search the tasks, and the notice says so. When a combination cannot be answered by one query, the list does not apply that filter, and a notice above the table names it and says why; see Filter and search a list.

The calendar view​

List and Calendar sit beside the view control. The calendar draws one month, placing each task on the day it is due, and clicking one opens the same drawer a row does. The arrows page a month at a time and Today comes back.

The calendar draws the tasks of the same view, with the same filters and search, up to 200 of them, and says so when the view holds more. A month that looks empty may simply be a month the view's tasks are not in. It says so underneath: how many of them are due outside the month on screen, and how many have no due date at all (a calendar cannot place those).

A day that has more than three tasks lists three and counts the rest. Overdue titles are red, completed ones are struck through, and today's square is outlined.

Selection is a list gesture: there is no bulk bar over the calendar. Switch back to List to select and act on many.

Snoozing a task​

The alarm icon beside an open task's due date offers Tomorrow, Next week and Pick a date…. Each moves the due date and changes nothing else — one write, no notification to the assignee, and no trip through the edit drawer. The same three choices sit beside the Due field in the drawer.

Tomorrow and next week count from today, not from the old due date: a task a week overdue snoozed to "tomorrow" is due tomorrow. The task keeps its time of day, so a 9:00 call stays a 9:00 call; a task that had no due date lands at 9:00 in the morning. The same snooze is on each record page's Tasks card.

Selecting, exporting and acting on many​

The rows have a second checkbox, for selection: tick some and a bulk bar appears above the list to complete them, assign them, set their due date, export them or delete them. Completing and assigning go through the server exactly as the row's checkbox and the drawer do, so every completion fires its event and every new assignee is told.

Export… in the card's header opens the export dialog on the view's tasks, and the bar's on the selection: Subject, Type, Priority and Status by your organization's labels, the due date and the completion, the assignee by email, the contact by email, the company and the deal by name (or the deal's external id), and notes.

Import and export​

Import in the card's header takes a file of tasks — a hand-off list, a Salesforce or HubSpot tasks export — through the import wizard. A row finds its task by Aglyn ID or by its External ID (the id it had in the product it came from), so importing the same file again updates those tasks rather than filing them twice. Importing needs the same Manage data permission as creating a task, and nobody is notified of an imported task.

FieldWhat is read
SubjectRequired for a new task.
External IDKept on the task; what a later import finds it by.
Type, Priority, StatusYour organization's values (Site visit, In Progress) or a meaning (call, high, done); empty, To-do, Normal and Not Started. A task whose status means done is stamped completed, by you, at the time of the import; one a file reopens loses its stamp.
DueA date or a date and time.
Assigned toA member of your workspace, by email or name.
ContactA contact by email.
CompanyA company by its domain or name.
DealA deal by its external id or its name.
NotesText.

A person, company or deal the file names that your CRM does not hold is listed on the wizard's Values step: use a similar record, leave the link blank, or refuse the row. Every imported task is the chosen site's task; the organization's own tasks — the ones with no site — are filed one at a time from the organization hub.

Creating a task​

New task opens a drawer over the list. Give the task a subject — type it, or pick one of your organization's suggestions — pick a type, a priority and a status, set a due date and time (or leave it empty for a task with no deadline), choose an assignee from your team, link it to a contact, a company or a deal by name, and add notes. A new task is assigned to you unless you pick somebody else. Remind me, under the due date, is the task's reminder: the due time unless you move it, or No reminder.

The drawer's Status offers the values of the task's own state only — an open task's open statuses, a done task's done ones. Completing a task is the checkbox, below, because completing is what runs your automations.

Opening a row opens the same drawer to edit it. Delete at the bottom of the drawer removes the task for everyone who can see it; a task that was finished is better ticked done, which keeps it in the Done view.

Assigning a task to someone else​

When you assign a task to a teammate — on creation, or by changing the assignee later — they get a console notification ("Task assigned to you") that opens the task's contact, deal or company page, or the tasks list when it is linked to nothing. Assigning a task to yourself sends nothing, and re-saving a task's title does not tell the assignee again. Anyone can mute these under the operational (content) notification category in their account settings.

The assignee must be a member of your organization; the picker offers the current roster.

That notification says when the task is due, but it fires once, at assignment. The task's own alarm is its reminder, sent at the task's own time; the daily digest is what says, each morning, what is due today and what is already late.

Completing and reopening​

Tick the checkbox to complete a task: its status becomes the first active done value — Completed unless you renamed it. Unticking reopens it as a new task starts, Not Started by default. Completing is the one task action with a side effect beyond the task itself: it fires the taskCompleted event on the site, which a workflow can trigger on. From a site's hub the event fires on that site; from the organization's hub it fires on the site the task was created from, and an organization task fires none. Ticking a done task in the Done view reopens it; reopening fires nothing.

The taskCompleted payload carries the meanings, never the labels — so an automation keeps working when the labels are renamed: taskId, title, kind, priority, dueAtMs, completedAtMs, completedByUid, assigneeUid, createdByUid, contactId, companyId, dealId and taskHostId (the site the task was created on). Every optional field is present as an empty string rather than absent, so a filter such as contactId != "" works without knowing whether the key exists.

Organization tasks​

Every other CRM record is captured by a site — a contact, a company, a deal is a fact about a person some site met. A task need not be: renewing the agency's own insurance or chasing the organization's own invoice is owed by nobody's brand. So on the organization's hub the New task drawer's Site picker offers This organization (no site) beside your sites — and shows even when the organization has only one site, because there is a choice to make. Under a site's hub the picker never appears; a task made there belongs to that site, as it always has.

An organization task records no site. It is listed from the organization's hub, and — like any record shared with the whole organization — from every site's tasks list and dashboard card too: sharing with the organization is sharing with its sites. What sets it apart is that no site created it, so completing one fires no taskCompleted event (there is no site whose automations could hear it), the assignee's notification opens the organization's hub rather than a site's, and the REST API reports its siteId as null. Opening an organization task at the org level says so under its title — Filed with the organization — no site — where a site's task names its site.

A task made from a record's page on the organization's hub defaults to the record's own site, as before; This organization is a choice you make, never a default.

Tasks on a contact, company or deal​

Each record's page has a Tasks card listing that record's open tasks, soonest due first, with the same checkbox to complete one inline; the card's heading counts how many are open and how many are done. New task on the card opens the drawer with the record already linked, and All tasks jumps to the section.

Reminders​

Every task with a due date and time has a reminder at that time. Within the hour after it, the assignee gets a console notification — Task reminder, opening the task's contact, deal or company page, or the tasks list when it is linked to nothing — and one email listing every task of theirs that fell due in that hour. The drawer's Remind me field, under Due, shows it.

  • It follows the due date. Move the due date — in the drawer, with a snooze, or over the API — and a reminder that sat on the old due time moves with it. Set Remind me to a time of your own (an hour before, the evening before) and it stays there when the due date moves. The bulk bar's Set due moves due dates only; a reminder on a task it touches stays where it was.
  • No reminder clears it. A task with no due date has no reminder unless you set one, and a task made before reminders existed has none until you set one.
  • It fires once. A reminder that has been sent is not sent again; changing its time makes a new one. Completing a task cancels a reminder that has not fired yet, and reopening the task does not bring it back.
  • It goes to the assignee, and only to a member who can open the CRM (the same manage data permission as everything else here). A task assigned to nobody reminds nobody; the digest is where unassigned work shows up.

Reminders are checked once an hour, at the top of the hour, so "remind me at 3:00" arrives between 3:00 and 4:00. The time in the message is written in the same time zone the daily digest uses. Reminders are sent only in organizations whose plan includes the daily digest — a plan that gets no digest gets no reminders either.

Tasks created by an automation or over the REST API get the same default: a reminder at the due time, unless the API call says otherwise (remindAt). Both store your organization's labels beside the meanings: the Create a CRM task step names a type and a priority, and the API takes a label ("In Progress") or a meaning ("open") for kind, priority and status.

Turning reminders off​

A reminder is a Forms & bookings notification, like Task assigned to you. Muting that category under Account settings → Notifications stops both the console notification and the email, on every workspace you belong to. There is no separate switch, because a reminder is one message about one task rather than a schedule you keep; to silence one task, clear its Remind me field.

Next activity​

Every contact, company and deal carries a Next activity: when its earliest open task is due. It is a column on the contacts, companies and deals lists — overdue in the warning color, today emphasized, a dash when nothing is scheduled — and filtering it by is empty in the table's Filters panel keeps only the records with nothing planned. A view saved with that filter reopens with it. On the reports page, the pipeline card's Stuck deals counts the open deals with nothing scheduled.

The figure is kept by every task write: creating, editing, snoozing, completing, reopening or deleting a task recomputes it for the records the task names, and so does a task filed by an automation or over the API. A record that existed before the figure did shows a dash until a task against it is written — or until Recompute next activity in the Fields section rewrites every record's figure from its open tasks.

The daily digest​

Because overdue and today are read off the clock, nothing on a task fires on its own except its reminder. What says what is owed is the daily CRM digest: once a morning, at 8:00 (America/Chicago), every member with open work gets one console notification and one email saying what they owe — for example, "3 tasks due today, 2 overdue, 1 unworked lead".

It counts, per organization:

  • Overdue and due today — your open tasks, by the same day boundaries the Tasks page paints with, read in the digest's time zone rather than yours.
  • Unworked leads — leads on the sites you can reach that are still New after two days and have no owner, plus any lead whose owner is you. A lead with an owner is only on that owner's list.
  • Leads in sequences or campaigns — the same leads by the same rule, but Nurturing rather than New: a sequence or a campaign email is already reaching them. The email counts them on one line ("12 leads are in sequences or campaigns") and does not list them, and they are never a reason on their own to send you a digest.

The notification opens the Tasks section of the site the first task belongs to (or the Leads section when only leads are owed). The email lists each section — up to ten items apiece, with a count of the rest — and links to the same pages. Members who have nothing due, nothing late and no unworked lead get nothing; a digest is sent at most once per member per day, so a re-run on the same day reaches only whoever the first run missed.

The digest goes only to members who can open the CRM (the same manage data permission as everything else here), and only in organizations whose plan includes it.

Turning it off​

Daily CRM digest is a switch under Account settings → Notifications, on by default. Off, it stops both the notification and the email, on every workspace you belong to. Muting the Forms & bookings category on that same page silences the console notification only — the email still arrives while the digest is on. (A reminder is the other way round: the category mute is its only switch, and stops its email too.) See Workspace settings & notifications.

The dashboard card​

The site dashboard shows a Tasks due card: how many of your tasks are overdue, how many are due today, and the next five assigned to you, each with its due date. View all opens the Tasks section. The card appears only on a workspace that has at least one open task, and only for readers who can open the CRM; a workspace that has never made a task sees no card at all.

The same card sits at the top of the organization's Sites page (Organization → Sites), above the site grid, for an organization owner, admin or editor. There it counts your open tasks across every site in the organization, and View all opens the Tasks section of the organization-level hub. A collaborator added to particular sites does not see the row — it reads across every site, which is the one thing a site-scoped membership cannot do.

Who can do what​

Tasks share the CRM's permission: anyone whose role can manage data (owners, admins and editors by default, or a custom role granting it) can read, create, edit, complete and delete tasks on the sites they can reach. A collaborator scoped to one site sees that site's tasks — and the organization's, which every site shares — and no other site's. Filing or completing a task from the organization's hub takes what the hub itself takes: a member of the whole organization holding manage data.