Managing and completing tasks efficiently is key to keeping your leads engaged and your team productive. In this article, we’ll walk you through how to create tasks manually, set up tasks within automations, and use Task Mode to complete them seamlessly. You’ll also learn how to view, filter, edit, and delete tasks to keep your workflow organized. By mastering these tools, you can ensure no lead is overlooked and every follow-up happens on time, saving your team valuable time and boosting your enrollment success.
Create a task
Tasks can be created manually from the Task tab or they can be automatically created through automations.
Manually create a task
Manually creating tasks helps you turn a paper to-do list into an organized online workflow that’s easier to complete and track. You can also assign tasks to your staff so everyone stays on top of their responsibilities.
💡 In order to view tasks for other staff members, your role must have view all task permissions. Click here to learn more about role permissions.
From you CRM Dashboard, navigate to the Tasks tab and click Create Task.
The Create Task modal will open. See below for a description of all inputs on the modal.
Lead: Each task must be associated with a lead. Type into the search bar to find your lead.
Action type: Tasks can be labeled as emails, calls, texts, or to-dos. Selecting the right action type will allow you to seamlessly complete tasks in the task workflow.
Title: Add a title that describes your task.
Assigned to: Tasks must be assigned to users that have access to the CRM.
Due date: Add the date and time the task must be completed by.
Description: Optionally add more details.
Template: Email and SMS tasks can have attached templates to streamline the process of following up.
Once finished, click the blue Save button. If assigned to you, the new task will appear in your task list
Create tasks in automations
Automations make it easy to send sequences of emails and texts to leads automatically. Tasks are a powerful complement to these workflows. For example, if you want your enrollment specialist to call a lead after the first email is sent, you can set up an automation to create that call task automatically.
From your CRM Dashboard navigate to the Automations tab. Select an existing automation you want to edit or create a new automation.
Click the Plus icon and then select Create a task.
The Create Task sidebar will open. See below for a description of each input.
Title: Add a title that describes your task.
Assigned to: Tasks must be assigned to users that have access to the CRM.
Description: Optionally add more details.
Action type: Tasks can be labeled as emails, calls, texts, or to-dos. Selecting the right action type will allow you to seamlessly complete tasks in the task workflow.
Template: Email and SMS tasks can have attached templates to streamline the process of following up.
Due date: Tasks can be due immediately when they are created, or they can be scheduled for a certain number of days later. You can set the number of days later and the time that you would like the task to be due on that day.
Optionally, check off Business days only to avoid tasks due on the weekend.
Once all inputs are complete, click the blue Save button. If you are done editing your automation and would like to publish your changes, click Set Live.
💡 Tasks created via automations will be associated with the lead that triggered the automation.
View tasks
All tasks can be viewed from the Task tab. The task tab is split into three sections:
Today: All tasks that must be completed to
This week: Future tasks that must be completed this week
Overdue: All tasks that are overdue
Filter tasks
By assigned user: If your role has permission to view tasks for other staff members, you can filter the task list for tasks assigned to your teammates.
By action type: Tasks can be filtered by action type. This is helpful if you want to complete all call tasks at once, then move on to emails, etc.
Complete tasks
Task Mode allows you to quickly complete your tasks. Task mode will take you from lead profile to lead profile and will prompt you to complete the associated task.
From your CRM Dashboard click the Task Tab, then select the tasks you want to complete and click Start Tasks.
Task Mode will launch and will take you to the lead profile of the first task. A banner will appear at the bottom of the screen with the task name and description. If the task is a call, email, or text, the associated modal will also open.
Once you've completed the task, click Complete & Continue.
You will be navigated to the lead profile of the next task. Once all tasks are done, click Complete & Finish.
Edit and delete tasks
After a task is created, it can be edited or deleted by clicking the three dots to the right of the task.