Add & Manage Tasks

What you'll learn

Common Use Cases

Once you know your way around tasks, here's what you can start doing right away.

✅

Create A Task In Seconds

Add a task, set a due date, mark it as recurring if needed, and assign it to yourself or someone on your team.

👤

Connect A Task To A Contact

Associate a task with one contact or several at once, so a simple reminder to follow up never gets lost.

🔍

Filter And Sort Your List

Search by title, sort by due date or created date, and filter by assignee, status, contact, or opportunity.

⚙

Automate Task Creation

Add a task automatically from a workflow, like right after someone fills out your website form.

Key definitions

Terms worth knowing

A to-do for you or your team. A task is not an appointment or a calendar event. It's a simple reminder of something that needs to get done, like a follow-up call or a note to check back with someone.

The date a task needs to be completed by. Your task list groups everything into Due Today, Overdue, and Upcoming based on this date.

The person responsible for completing the task, whether that's you or a teammate. Assigning tasks to your team is how they get notified about what needs to happen.

The contact, opportunity, company, or custom object a task is connected to. You can associate one task with several contacts at once, and clicking any of them takes you straight to that contact.

Whether a task is Pending or Completed. Marking a task complete shows a green checkmark and a mark-through line so you can see at a glance what's already been handled.

A single, consistent way to create and manage tasks from both the contacts and opportunities areas of your software, using the same interface either way.

"A task shouldn't be thought of as an appointment or a calendar. A task is more like a to-do, things to do for you or your team, and the goal is always to get it done and mark it off your checklist."

How it works

Creating, Assigning, And Managing Tasks

Your dashboard and your tasks list

Depending on how your account is set up, you may see pending or completed tasks right on your dashboard when you log in, organized by due date and, if you have the rights, by user. The most complete way to get to everything is from the top menu bar under Contacts, then Tasks. That view shows every task you can manage, split into Due Today, Overdue, and Upcoming.

Add a task in a few clicks

Select Add Task, give it a title and a description, set whether it's recurring, choose a due date and time, and assign it to yourself or someone on your team. Select Save and the task is created. This is the same simple process whether you start from the main task list or from a specific contact.

Associate a task to a contact, opportunity, or company

When you create a task, choose what it should be associated to, a contact, an opportunity, a company, or a custom object. You can add several contacts to a single task at once, which is handy if you talked to a few different people the same day and want to set a follow-up reminder for all of them together. From a contact's detail page, open the Tasks column to see everything tied to that specific person, complete a task, edit it, or add a new one right there.

Mark tasks pending or done

Check the box next to a task to mark it done, pending, or delete it. Checking several boxes at once lets you take a bulk action, like marking three tasks done in one click. A completed task shows a green checkmark and a mark-through line. If you change your mind, click the checkmark again to put it back to pending. Use the pencil icon any time to edit a task's description, due date, or assignee.

Search, filter, and sort your list

Search by task title, or use advanced filters to sort by title, description, status, due date, associated contacts, opportunities, or companies. You can filter by assignee too, showing just your tasks or, if you have admin rights, everyone's. Sort by due date or created date, oldest or newest, so your list always shows what matters most first. If a browser like Chrome isn't refreshing correctly, use the reset button to make sure everything displays properly.

Add tasks automatically with workflows

Inside any workflow, add an action called Add Task to create a task automatically, for example right after someone fills out your website form. Give it a title, a description, and a due date, then assign it to the contact's assigned user or a specific team member. If a contact doesn't have an assigned user yet, add an Assign To User step earlier in the workflow first, since that's what determines who gets notified.

Tips

Worth remembering

Check Overdue often. That's the column that tells you what's slipped past its due date and needs attention.
Use the Settings gear on your task table to show only the fields you actually use, so your list stays clean and easy to scan.
Avoid deleting tasks you've already completed. Keeping the record lets you look back at what was done and when.
Sort by due date, newest first, if you want to always see your latest due date rather than when a task was created.
When assigning a task through a workflow, make sure the contact has an assigned user set, or add an Assign To User step first so the right person gets notified.

Check yourself

Quick Knowledge Check

Four quick questions on this lesson. One attempt each, and the answer is revealed either way.

0 of 4 answered

What is a task, according to this lesson?

How does your task list group tasks based on their due date?

Can one task be associated with more than one contact at a time?

What does adding an Add Task action inside a workflow do?

Apply it

Try this with your favorite AI

✅Design my daily task routine

You are helping me build a simple daily routine for managing tasks in my software. Here is my situation: - How many tasks I typically create or receive in a day: [describe] - The kinds of tasks I usually have: [follow-up calls, notes, reminders, etc.] - What tends to slip through the cracks for me: [describe] Based on that, give me a short, repeatable daily routine for checking Overdue and Due Today, creating new tasks as they come up, and marking things complete, in the order I should do it. Finish by asking me which part of this routine I want to try automating with a workflow first.

⚙Plan an automated task workflow

You are helping me plan a workflow in my software that automatically creates a task. Here is my situation: - The trigger I want to use: [for example, a website form submission, a new opportunity, a tag being added] - What I want the task to say: [describe the reminder or action needed] - Who should be assigned the task: [me, a specific teammate, or the contact's assigned user] Based on that, outline the steps I should set up in my workflow, including whether I need an Assign To User step first, and suggest a clear title and description for the task itself. Finish by asking me if I want this task to also include a due date and, if so, how many days out it should be set.