The Tasks Tab
The Task Tab is your quick view of your Open Leads Tasks or your online "To-Do" List. The Task Tab consists of your Calendar and your Tasks List.
On this page
The Tasks section is your to-do list across every lead in the account. It has two views of the same data — a List view and a Calendar view — plus a Coming up strip of mini month calendars for seeing what is ahead.
Switching views
The List view / Calendar view buttons sit at the top left, just under the toolbar. Both views obey the same filters, so searching or changing the user filter in one carries over to the other. Your choice is remembered in your browser, so the next time you open Tasks you land back where you left off.
The toolbar
- Add Task — opens the task form with no lead attached.
- iCalendar Feed — subscribe to your scheduled tasks from Outlook, Google Calendar or Apple Calendar. This button appears only when a single user is selected in the user filter, because the feed is per-user.
- Help — opens this page.
- Back to classic Tasks — returns you to the old layout.
Filtering
Search
Type in the search box and results filter as you type. The dropdown beside it controls what is searched:
- Task, type & lead — the widest search (default)
- Task & type
- Task name
- Task type
Press / anywhere on the page to jump straight to the search box. The × beside the box clears the search.
Date range
Click the date field to open a range picker. Pick a start and end date to narrow the list. The × clears the range and shows all dates.
Quick filters
The chips below the search row are one-click ranges:
- This month — the default view when you open Tasks
- Overdue — anything scheduled before today and not yet completed
- Today and Tomorrow
- Next 7 days
- No due date — tasks that were never scheduled
- All dates — removes the date filter entirely
User and completed
Administrators and users with edit-all permission get a user dropdown to view another person's tasks, or All users. Everyone else sees their own tasks. The Show completed switch includes finished tasks in the list; they appear with their name struck through.
Coming up
The Coming up strip shows small month calendars so you can see workload ahead at a glance.
- Days that have tasks are shown in bold with a small dot underneath.
- Click a day to filter the list to that day.
- Shift-click a second day to select a range.
- The arrows step the strip backwards and forwards through the months.
- Show lets you display anywhere from 3 to 6 months at once. The months spread across the full width of your screen.
- Hide collapses the strip; Show brings it back. Your choice is remembered between visits.
In Calendar view, clicking a day in the strip also jumps the calendar to that date.
List view
The list shows the task, its lead, the assigned user, the scheduled date and the completed date. Click Task, Scheduled or Completed in the header to sort by that column; click again to reverse it.
- Overdue tasks are marked with a red bar on the left and a red date.
- Completed tasks appear struck through and greyed.
- The check icon completes a task; the trash icon deletes it. The delete icon only appears if your permissions allow it.
- Click a task name to edit it, or a lead name to open that lead.
- Show at the top right sets how many rows per page (25 to 200). This is saved to your user account.
Selecting and bulk actions
Tick the checkbox on any row to select it. Shift-click a second checkbox to select everything between the two. The checkbox in the header selects every row on the current page. Press Escape to clear the selection.
When anything is selected, an action bar appears at the bottom of the screen:
- Complete — marks the tasks done and optionally logs a comment on the associated leads
- Reassign — moves the tasks to a different user
- Reschedule — sets a new date and time, or a delay in days and hours, and optionally a reminder
- Delete — removes the tasks permanently
Important: if no rows are ticked, a bulk action applies to every task matching your current filters, not just the visible page. The confirmation dialog tells you how many tasks will be affected — read it before confirming.
Calendar view
Calendar view shows scheduled tasks on a month, week or day grid. Switch between them with the month / week / day control at the top right, and move through time with the arrows at the top left.
Reading the colours
- Red — overdue and not completed
- Green with a strikethrough — completed
- Other colours — scheduled tasks, coloured by task type, so Calls, Emails, Meetings and your own custom types are each visually distinct. Tasks with no type keep the default teal.
Overdue and completed colouring always takes priority over the task-type colour, because the state of a task matters more than its category.
Working from the calendar
- Click a task to open it for editing.
- Hover a task to reveal a check icon (complete) and a trash icon (delete) at its right edge.
- Click anywhere on an empty day to create a new task on that date — see below.
- Add Task + in the calendar toolbar behaves the same as the toolbar button.
Creating a task straight from the calendar
You do not need to open the Add Task form and type a date. Click any empty space on a day in the calendar and the task form opens with that date already filled in for you. Just give the task a name and save.
- In month view the time defaults to 9:00 AM.
- In week and day view the exact time slot you clicked is used — click the 2:00 PM row and the task is scheduled for 2:00 PM.
- Clicking an existing task opens that task for editing instead, so this never conflicts with editing, completing or deleting.
The same shortcut works in List view: pick a single day in the Coming up strip, then press Add Task and that date is pre-filled.
Tasks with no scheduled date do not appear on the calendar. Use the No due date chip in List view to find them. If a day has more than four tasks, a +N more link reveals the rest.
Adding and editing a task
Clicking Add Task, a task name, or a calendar day opens the task form. If you opened it by clicking a day on the calendar — or by selecting a single day first — the scheduled date is already filled in.
- Task Name — required.
- User — who the task is assigned to. Required if you want reminders.
- Task Type — optional; drives the colour in Calendar view.
- Description — free text.
- Scheduled — untick this for a task with no date. When ticked, set a date and time, or a delay in days and hours. Use one or the other, not both.
- Reminder by — tick Email or SMS Text. The timing dropdown beside them stays greyed out until you tick one of the boxes — that is expected, not a fault. You can then choose from "at scheduled time" through to "1 week before". A reminder requires an assigned user.
Attaching a lead
Click Attach a Lead to this Task to open the lead picker. It lists 25 leads at a time with the lead name, address, date added, assigned user and type. Type in the search box to narrow it, or page through with the controls at the bottom. Click any row to attach that lead. Remove lead detaches it again.
Branching
Enable Branching turns a task into a yes/no question. You set the question text and choose a workflow to apply for each answer. When the task is completed you will then be offered two buttons:
- Complete — records the task as done and runs the Yes branch
- Complete for No — records it as done and runs the No branch instead
"Complete for No" only appears on tasks that have branching configured. On an ordinary task you will only ever see a single Complete button.
Completing a task
Completing a task attached to a lead may require a comment, depending on your account's task settings. If a comment is required and you leave it blank, or it is shorter than five characters, the form stays open and tells you what is missing. The comment is saved to the lead's history.
Keyboard shortcuts
| Key | Action |
|---|---|
| / | Focus the search box |
| Esc | Clear the current selection |
| Shift + click | Select a range of rows, or a range of days in Coming up |
Common questions
Why does the list open on this month?
The new default shows everything scheduled in the current month, rather than only today. Use the quick filter chips or the date picker to narrow it.
Why is the reminder timing dropdown greyed out?
It stays disabled until you tick Email or SMS Text. Tick one and it becomes selectable.
Why can't I see the iCalendar Feed button?
The feed is per-user, so it only appears when a single user is selected in the user filter, not when viewing All users.
Why did my bulk action affect more tasks than I expected?
With nothing ticked, bulk actions apply to every task matching your filters. Tick specific rows first to limit the action to those.
A task I just saved isn't on the calendar.
Check that it has a scheduled date — unscheduled tasks never appear on the calendar — and that its date falls within the month you are currently viewing.
How do I quickly add a task on a specific date?
Click that day on the calendar in Calendar view — anywhere in the empty space of the day cell. The task form opens with the date already set. In week and day view the time you clicked is used too.
Can I go back to the old layout?
Yes, using Back to classic Tasks, until October 15th.