How to Create Tasks and Schedule Reminders?

1. Feature Overview

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. You can add these tasks to Leads and Opportunities. An example of a task that can be added on a lead is “Mail Health Insurance Policy Documents”, while a task that can be added to an opportunity is “Schedule Phone Call for Motor Insurance”.
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.


2. 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


3. 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


3.1 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.
    • 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


3.2 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


3.3 Workweek View

The Workweek calendar will show all the tasks for the selected user, for that specific work-week (depending on how the Workday Templates have been configured).


4. 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. You can create a task on a lead as well as an opportunity.
  3. Click Save.


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


4.1 Create Tasks on Leads

Tasks can also be added to leads from the Lead Details page. To do this –

  1. From the main menu, navigate to Leads>Manage Leads, and click on any existing lead.
  2. On the Lead Details page, hover your cursor over the Activity Details button.
  3. From the list of tasks, select the task you want to create.
  4. On the Create Task pop-up, enter the required details.
  5. Once you’re done, click Add. You will get a confirmation once the task is successfully added.



4.2 Create Tasks on Opportunities

Tasks can also be added to leads from the Opportunity Details page. To do this –

  1. From the main menu, navigate to Leads>Manage Opportunities>Opportunity Type.
  2. Under Enquiry, click on an opportunity.
  3. On the Opportunity Details page, hover your cursor over the Activity Details button.
  4. From the list of tasks, select the task you want to create.
  5. On the Create Task pop-up, enter the required details.
  6. Once you’re done, click Add. You will get a confirmation once the task is successfully added.


You can also add tasks to opportunities from the Lead Details page.

  1. Hover your cursor over the Activity Details button.
  2. From the list of tasks, select the task you want to create.
  3. On the Create Task pop-up, against Associated Opportunity, enter the opportunity name.
  4. Enter the other required details.
  5. Once you’re done, click Add. You will get a confirmation once the task is successfully added.


Note: Tasks added to opportunities on the Lead Details page are denoted by the Tasks_Opportunity symbol.


5. 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


6. Task 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 Task Owner
  • Export to CSV
  • Reset All Filters


7. Export Tasks

You can only export tasks from the Classic List view. You can choose between exporting all fields, or selecting the fields you want to export –

Note: By default, you can export up to 1 lakh (100,000) tasks from your account. To increase this limit to 5 lakh (500,000) records, contact your account manager, or write to

Exporting Tasks to CSV

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.

Was this Helpful?

Notify of
Oldest Most Voted
Inline Feedbacks
View all comments
1 year ago

I noticed there’s calendar invite functionality while setting a meeting task, will this be linked with google calendar?

Sri Sudhan
Reply to  Vrindha
1 year ago

Hi, Vrindha. Yes, this is possible only if you’ve installed and configured the Google Calendar Sync Connector in your LeadSquared account.

1 year ago

If the account does not have email credits. Will the user still get the reminders over email?

Vir Singh
Reply to  Aditya
1 year ago

Hey Aditya,
Yes, users will still get email reminders for tasks even when the account doesn’t have email credits.
Thanks for the great question!

2 years ago

Hi.. Im not getting my task reminders on my inbox

Sri Sudhan
Reply to  Thandi
2 years ago

Hi, Thandi. Thank you for writing to us. Please check if you have –
i) Enabled the Reminder checkbox when creating the task type.
ii) Created your LeadSquared account with the same email Id on which you want to receive reminders.

If the issue still persists, please reply to this comment, and we’ll help you out. Thanks.

Om Dubey
Om Dubey
2 years ago

Hey, may i know if we can have prioritization of tasks created using automation? We want to set it up according to the lead Status

Vir Singh
Reply to  Om Dubey
2 years ago

Hey Om,
This is definitely possible.
You need to create a custom field in the task (e.g., ‘Task Priority’ with drop-down values like ‘High’, ‘Medium’, ‘Low’, etc.). You can then set up an automation to update this task field based on the lead’s status –

Create an automation using a ‘New Task Created on Lead’ trigger. Follow that up with an If/Else condition (or a multi If/Else condition) where you choose the lead status. Under the ‘Yes’ path of the If/Else card, add the Update Task (under Sales Execution) action and select the updated value. Now whenever a new task is created, it’s priority will be updated based on the lead’s status.

If you still need help, don’t hesitate to write to us at

Last edited 2 years ago by Vir Singh