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How to Create Tasks and Schedule Reminders?

You can create tasks and schedule reminders for your sales users. The first step is to configure task types (follow-up, meeting, appointment, etc.) in your account. For more information, see Managing Task Types.
Once you’ve created the task types you need, navigate to the Manage Tasks page and create new tasks for your users by choosing from one of the configured task types.

Setting a reminder for a task generates an email with the details of the upcoming task. We also send you a daily email report of all your pending tasks for the day.

Note: You can also create a task from the Smart Views page.

You can access tasks using 2 different views – The classic list view and the calendar view.

 

The Classic List View

Navigate to Leads>Manage Tasks and click Classic List View.
The classic list view shows you a grid with details of all your tasks. You can filter by task type status, owner, and time.

list view

Note: Both appointment and to do type tasks show up on the grid. To do type tasks will usually be at the bottom of the list.

 

The Calendar View

Navigate to Leads>Manage Tasks and click Calendar View.
Switch to the calendar view to see your tasks as they’re placed for the day, month or week.
Note: Only appointment type tasks appear on the calendar. To Do type tasks are available on the right pane.

tasks calendar

 

Day View

The day view lets you simultaneously view the tasks of multiple users –

  1. Click the Enable Calendar for Multiple Users checkbox.
  2. On the Filter Users pane
    • Select the users you want to view tasks for.
      Or
    • Click the filter filter icon icon to select the user by advanced search. This works best for sales managers who only want to view and create tasks for users within their groups.
  3. Click Apply.

View tasks of multiple users

 

Week and Month Views

Only the tasks of one user are visible at a time in the week and month views. You can use the owner drop-down to switch between users.

View tasks for the week or month

 

Create a Task

You can create tasks from both (classic list and calendar) views.

To create a task from the classic list view.

  1. Click the Create Task button (to create a default task) or hover your cursor over the button and select a task type you want to create. Appointment type tasks are represented by this appointment icon icon, while to do type tasks are represented with to do task icon.
  2. Enter the task details on the Create Task pop-up. You can change the tasks type by clicking this down arrow icon and selecting a different task type.
  3. Click Save.

create task

From the Calendar View you can create a task the same way as shown above or you can directly double click on a time/date slot –

create task at particular time

Once you click on a particular time/date slot, the Create Task pop-up will appear and you can click the down arrow icon to choose a task type. Click Save after you’ve entered the task details.

create task in calendar view

 

Actions

To make changes to any task or change its status, click the settingsSettings iconwheel under the Actions column –

edit tasks option

Or directly double click on the task in the calendar view –

edit tasks in calendar view

The following action items are available for a single task:

  • Edit
  • Mark Complete
  • Delete
  • Cancel
  • View Detail

The following bulk actions are available

  • Mark Complete
  • Mark Open
  • Delete
  • Cancel
  • Change Owner

 

Any Questions?

We’d love to hear your thoughts on this article and the tasks feature in general. Feel free to start a conversation in the comments section below.