A task is a dated commitment attached to a lead. They exist because the most common way a live deal dies is not rejection — it is a good conversation that ended without a next step, and then nobody remembered.
Creating one
Open a lead, scroll to Tasks, and add a title, a due date and an assignee. Assign it to whoever will actually do it, not to yourself out of habit — a task on the wrong person's list is worse than no task, because it looks handled.
If you assign a task to someone else, they get an in-app notification. Assigning one to yourself does not notify you, on the reasonable assumption that you already know.
Where tasks show up
- My Day — overdue tasks first, then today's. This is where they are meant to be worked. See using My Day.
- The lead itself — full history, open and completed.
- The notification bell — when a task assigned to you is falling due.
- Response & Leakage — counts open leads with no task scheduled, which is the gap tasks exist to close.
The habit that makes this work: never end a call without booking the next one. Every conversation ends in one of three ways — they bought, they said no, or there is a next step. If it is the third and no task exists, the deal is now relying on somebody's memory. That is the specific failure "contacted, still open, no follow-up scheduled" measures on the Response & Leakage screen.
Completing tasks properly
Mark tasks complete when you do them. This sounds obvious and is the single most common reason a CRM's task list stops being useful.
Once the overdue list is full of things that were actually done, people stop reading it. After that the genuinely overdue items are invisible, and the whole mechanism is dead. A permanently long overdue list is nearly always a hygiene problem rather than a workload one.
Due dates are commitments, not wishes
A task due "sometime next week" set to Monday will be overdue by Tuesday and ignored by Wednesday. Set the date you will actually do it. If that is Thursday, put Thursday.
Tasks and the uncontacted list
These are related but different, and the difference matters:
- Uncontacted leads — nobody has ever spoken to them. No task exists because nobody has got that far. Surfaced automatically; you do not have to remember them.
- Tasks — you have spoken to them and committed to a next step.
A lead can sit in the first list forever without a task, which is exactly why the CRM watches for that case separately rather than trusting tasks to cover it.
Automatic reminders
If your installation runs the scheduled reminder job, two things happen without anyone doing anything: the assignee is notified when a task is close to due, and they are notified about leads sitting uncontacted past a threshold. Both are deduplicated to at most one notification per item per day — a bell with 96 copies of the same alert is a bell people switch off.
These are in-app notifications only. Nothing is emailed or sent to WhatsApp. See how notifications work.