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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. 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.

tasks list view

You can use column customization to select the columns you want to display on the grid –

task grid column customization

 

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

Shows you the tasks set up for a particular day. Click on the date heading to change the day –

change day in calendar view

The calendar can be viewed in different time zones.

  • Each user will see tasks in their own time zone. This can be configured while creating or editing a user (see Manage Users).
  • Admins can see the tasks of other sales users in either their own time zone, or in the time zone configured for the sales user. This helps schedule tasks across time-zones.

Working hours are also reflected on the calendar with white slots representing working hours and grey slots representing non-working hours –

tasks day view

Note: If a work day template configured with a ‘break time’ is applied to a user, it will reflect in this view as shown below –

day view

You can use the day view to 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

 

Recurring Tasks

If you have tasks to perform every day, every week, or on any regular schedule, you only have to set it up once and use the ‘Make Recurring’ option.

Note: The ‘Make Recurring’ option is only available for appointment type tasks.

While creating an appointment type task,

  1. Alongside the Schedule fields click the Make Recurring link.
  2. Configure the Appointment time, Recurring pattern and Range of recurrence.
  3. Click Save when you’re done.

create recurring task

The recurring task schedule can be seen on both classic list and calendar views.

Recurring Tasks calendar

You can edit a single instance of a recurring series, or the entire series –

  1. On the Calendar View, double click an instance of the recurring task, then click Edit.
  2. Alongside the Schedule fields, click the Edit Recurrence link.
  3. Change the recurrence, then click Save.
  4. Click Save to exit the Update Task pop-up.

Note: Only future tasks are affected when you edit the recurrence schedule.

edit task recurrence

Alternatively, if you’re on the Classic List View, you can identify a recurring tasks by this recurring task icon. Click the settings icon alongside a recurring task, then click Edit. From here on, the process is the same as described above.

list view edit recurring tasks

 

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

Note: You can add your own customized actions to tasks using the Custom Task Actions connector.

 

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.