Tasks

Tasks help you stay organized with to-dos, follow-ups, scheduled activities, and project-style workflows.

Creating Tasks

1. Navigate to Customers > Tasks
2. Click + Add Task
3. Fill in the details:
   • Title (required) — the task description
   • Type — the task type, which determines the available statuses
   • Due Date — when it's due
   • Priority — Low, Medium, High, Urgent
   • Status — the current state (drawn from the selected task type)
   • Assignee — who's responsible
   • Related To — a Contact, Company, or Deal
4. Set the due date and assignee
5. Click Save

Task Types

Tasks use user-defined Task Types, similar to Jira project types. Each task type defines its own ordered list of statuses, so the workflow for a "Sales Call" can differ entirely from a "Support Ticket" or a "Project Milestone."

Default Task Types

Type	Use Case
Task	General to-dos
Call	Phone call follow-ups
Meeting	Scheduled meetings
Email	Email follow-ups
Follow-up	General follow-ups

Creating Custom Task Types

1. Go to Settings > CRM Settings > Task Types
2. Click + Add Task Type
3. Define:
   • Name
   • Icon
   • Custom statuses (each with name, label, color, order, and category)
   • Default status

Task Statuses

Each task type defines its own ordered list of statuses. There is no fixed, global set of statuses — the statuses you see depend entirely on the task's type.

Every status you define maps to one of four canonical categories. These categories — not the individual status names — drive the Board columns and the status filters:

Category	Meaning
todo	Not started
in_progress	Being worked on
done	Completed
cancelled	Won't do

Each status carries a name, label, color, order, and a category (one of the four above). Order controls how statuses appear within a type; category controls which Board column and filter the status belongs to.

Fallback only: If a task type has no statuses defined, the system falls back to planning / pending / in_progress / completed / cancelled. This fallback is not a fixed global status set — any type with statuses defined uses its own list instead.

Example: Sales Call Type

New → Scheduled → Completed → No Answer
 └────────────────→ Rescheduled

In this example, "New" and "Scheduled" map to the todo/in_progress categories, "Completed" maps to done, and "No Answer" maps to cancelled — so the Board groups these custom statuses into the correct columns automatically.

Task Views

List View

• All tasks in a sortable table
• Sort and filter
• Bulk actions
• Filter presets for My tasks, Team tasks, Overdue, and Due today/this week

Board View

• Kanban-style cards
• Columns are driven by the four canonical status categories (todo, in_progress, done, cancelled), with each task type's statuses grouped under the matching column
• Group by status or assignee
• Drag a card to update its status

Calendar View

• Tasks plotted on a calendar by due date
• Day, week, and month views
• Drag to reschedule a task to a new date
• Quick task creation

Subtasks

Break down complex tasks into smaller pieces:

1. Open the task detail panel
2. Find the Subtasks section
3. Click + Add Subtask
4. Track subtask completion

Task Filtering

Filter tasks by:

• Status — by canonical category (todo, in progress, done, cancelled) or specific status
• Assignee — team member
• Due date — overdue, today, this week
• Task type — Call, Meeting, etc.
• Related entity — Contact, deal, company
• Include subtasks — show or hide subtasks

Task Automation

Tasks can be auto-created by workflows for consistent, repeatable follow-up:

• Deal stage changes — create a follow-up task
• Form submissions — create a contact task
• Date triggers — renewal and reminder tasks
• AI analysis — extract action items from calls
• Customer onboarding — generate onboarding step tasks

Best Practices

1. Use task types — organize work by category, each with its own status workflow
2. Set due dates — keep work on track
3. Assign owners — clear responsibility
4. Link to records — context is important
5. Automate creation — consistent follow-up

Related

• Task API
• Creating Forms — capture leads
• Automation — automate task creation
• Workflows