Tasks

1. Click the + button in the top right
2. Fill in the task details:
   • Title — Be specific. "Call customer" is vague; "Follow up on quote #1234" is actionable.
   • Task Type — Pick the category that fits. Types can have linked forms for data collection.
   • Due Date — When should this be done? The task moves to Due status if not completed by this date.
   • Assign To — Choose a team member or an entire team. Team assignments appear for everyone on that team.
   • Customer — Link to a customer or a specific branch to keep this task on their profile.
   • Attachments — Optionally add files relevant to the task.
3. Click Save

The task appears immediately in the Upcoming group (or Due if the date has passed).

Creating tasks from a customer profile is faster when you're already working with that customer.

1. Open the customer or branch profile
2. Go to the Tasks tab
3. Click + to create a task

The task is automatically linked to that customer or branch—no need to search and select them.

This is ideal for:

• Follow-up calls after a meeting
• Quote reminders
• Scheduled check-ins
• Any customer-specific action item ::: ::

Working with Tasks

Complete a task

Click the circle icon next to any task to mark it complete. The task moves to the Completed group and records the completion date.

Changed your mind? Click the checkmark again to reopen it. The task returns to Upcoming (or Due if past the due date).

Edit a task

Click the pencil icon to modify any field:

• Change the title if scope changed
• Update the due date to extend or shorten the deadline
• Reassign to a different person or team
• Add or remove attachments

Delete a task

Click the trash icon to remove a task permanently. You'll see a confirmation dialog—deleted tasks cannot be recovered.

Add a Form

Some task types have linked forms for structured data collection. This is useful for documenting outcomes, collecting data, or standardizing how work is recorded.

1. Open the task details by clicking on the task
2. Click Add Form
3. Fill in the form fields
4. Click Submit

The form attaches to the task and is visible in the task details. Submitted forms cannot be edited — create a new one if needed.

Common uses for task forms:

• Visit summaries
• Call outcomes
• Issue resolutions
• Quality checks

Add notes

Click the notes icon to open the notes panel. Notes are internal—visible only to your team, not to customers.

Use notes to:

• Add context for the next person
• Record partial progress
• Explain why a task is blocked
• Leave handoff instructions

Notes are timestamped and show who wrote them.

Task Types

Task types let you categorize and organize tasks. Instead of generic "To Do" items, you can have specific types like "Follow-up Call", "Quote Reminder", or "Delivery Check".

Each type includes:

• Name — Displayed on tasks
• Icon & Color — Visual identifiers for quick recognition
• Linked Forms — Optional forms for structured reporting
• Public — Makes tasks visible to other users based on role settings

Why use task types?

• Filter faster — Show only the types you care about
• Reporting — See how many tasks of each type your team handles
• Consistency — Linked forms ensure everyone captures the same info
• Clarity — A "Site Visit" task is clearer than a generic task

Common Task Types

Managing types

Navigate to Features > Task Types to create and manage your task types.

To create a type:

1. Click + to add a new type
2. Enter a descriptive name
3. Choose an icon from the picker
4. Select a color for visual distinction
5. Optionally link one or more forms for data collection
6. Configure visibility settings (see Public Task Types below)
7. Click Save

To edit or delete:

Use the action buttons next to each type in the list. Deleting a type doesn't delete tasks that used it—they just lose their type assignment.

To disable a type:

1. Edit the type
2. Toggle Active off
3. Click Save

Disabled types remain in the system but cannot be used for new tasks.

Task Type Settings

Linking Forms

Task types can have forms attached. When users complete a task of that type, the linked forms appear for data collection.

1. Edit the task type
2. In the Forms section, select one or more forms
3. Save

See Forms for creating custom forms.

Public Task Types

By default, tasks are only visible to the creator and the assigned user. Enable Public Task to make tasks of this type accessible to other team members.

When you mark a type as public, two additional settings appear:

• Can Execute — Roles that can view and complete these tasks
• Can Edit — Roles that can modify task details

Example scenarios:

• Team-wide visibility: Mark a "Customer Complaint" type as public with no role restrictions. Anyone on the team can see and resolve complaints.
• Manager oversight: Create a "Performance Review" type where only managers can edit, but all team leads can view.
• Department-specific: A "Billing Issue" type visible only to users with financial roles.

Tasks on Customer Profiles

Every customer profile has a Tasks tab. This shows tasks linked to that customer (or any of their branches). By default, tasks are visible to the creator and the assigned user. Tasks with a Public task type are also visible to other team members based on role settings.

Why this matters

When you open a customer's profile, you see the task history visible to you:

• What's currently pending
• What was done recently
• Who's working on what

No more asking "Did anyone follow up with this customer?" — the answer is right there.

Working from the profile

From the Tasks tab, you can:

• View all tasks linked to this customer
• Create new tasks that auto-link to the customer
• Filter by status to see pending vs. completed
• Click through to task details

This is especially useful for:

• Sales teams — Track all follow-ups for a prospect
• Support teams — See pending issues for a customer
• Account managers — Review activity before a call

Related Features