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.

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.

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

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.

3.1 Day View

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

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 –

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 –

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  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.

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.

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  icon, while to do type tasks are represented with .
2. Enter the task details on the Create Task pop-up. You can change the tasks type by clicking this  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 –

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

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  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  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  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  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.

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

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.

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

6. Task Actions

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

Or directly double click on the task in the 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: You can add your own customized actions to tasks using the Custom Task Actions connector.

8. FAQs

Task Conflict Issue for Appointment Task Type

• Issue: Why am I unable to add another appointment-type task for the same time range?
  • This occurs when the Conflict setting for the appointment task type is set to Not Allowed. When this is the case, you cannot schedule overlapping appointment tasks for the same time slot.
• How can I resolve this issue?
  • To allow overlapping appointment tasks:
    • Go to the Task Type Settings for your account.
    • Locate the Appointment Task Type settings.
    • Change the Conflict setting to Allowed.
    • This will enable you to assign multiple appointment tasks for the same time range across leads.

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.