Skip to main content

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 title, a kind, a priority, 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 widened its default sharing sees every task everywhere. A task is also the one CRM record that can belong to no site at all — see Organization tasks.

The tasks page​

The Tasks section is one list with six views, chosen from the control above it:

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 title (with the first line of notes under it), the kind, the priority, 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. A view shows at most 200 rows and says so when it is full; narrow the view to see the rest.

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 CSV beside the view control downloads the view on screen as tasks.csv: title, kind, priority, status, the due date and the completion as timestamps, the assignee by email address, the contact, company and deal by name, and notes. The bar's Export CSV writes the same file over the selection.

Creating a task​

New task opens a drawer over the list. Give the task a title, pick a kind and a priority, 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.

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 is also the reminder for work due soon: assigning a task due within the next day tells the assignee once, with the due time in the message. There is no separate per-task alarm — the daily digest below is what says, each morning, what is due today and what is already late.

Completing and reopening​

Tick the checkbox to complete a task. 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 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.

The daily digest​

Because overdue and today are read off the clock, nothing on a task ever fires on its own. What does 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.

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. 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.