Tasks, reminders and follow-ups

Tasks make sure nothing slips. Each task has a title, an optional due date, a priority and an assignee, and can be linked to a contact, company or deal. A task page holds notes, images and a reminder.

Who can do it:

Create a task

1. Click Tasks, then New task. Or, on a contact, company or deal page, click Add task under Open tasks.
2. Fill in Task (required), for example "Send the proposal".
3. Optionally set Due, Priority (Low, Normal or High; Normal by default) and Assignee (you by default).
4. Click Add task.

From a record page the task is linked to that record ("For ‹name›"). You can also add a task from an empty day on the calendar.

My tasks

Tasks opens My tasks, grouped by due date in your time zone:

• Overdue
• Today ("Nothing due today." when empty)
• Upcoming
• No due date

Each group shows its first tasks: up to 50 overdue, 50 for today and upcoming together, and 25 with no due date. A group with more says "Showing the first 50." and See them all in the list opens the List with the rest: overdue ones up to yesterday, today's or upcoming ones from today on (today's included), and, for no due date, every open task (the list has no "no due date" filter; undated ones come last when sorted by due date).

Below them, Completed in the last 7 days opens to show recent finished tasks.

Switch views at the top:

• Mine: your tasks.
• Everyone: the whole team's open tasks.
• List: every task with filters: a search box ("Search tasks"), status (Open, Done, "Open and done"), priority, assignee and due dates. Sort by Due soonest or Newest. 50 to a page.

"Today" and "overdue" use the time zone in Settings → Profile.

Complete a task

Tick the checkbox next to it. That's it. Untick to reopen. Completing a linked task adds "Task “‹title›” completed" to the record's timeline.

The task page

Click a task's title to open its page. You'll see its status, due date, priority, assignee, linked record, and who created it. Edit and Delete are at the top.

Notes

Under Notes, type in "Add a note…" and click Add note (or press Ctrl+Enter / ⌘+Enter). Notes can be up to 10,000 characters. Edited notes show "· edited".

Images

Under Images, click Add images to attach photos, screenshots or scans:

• PNG, JPEG, GIF or WebP, up to 5 MB each;
• up to 20 images per task;
• large photos are shrunk in your browser first.

They count toward your workspace's 250 MB of image storage.

Reminders

A reminder emails the task's assignee at a time you choose, and shows in their Reminders bell (top bar).

1. On the task page, find the Reminder card.
2. Click In 1 hour, Tomorrow 9:00 or Due date 9:00 (when the task has a due date). Or use Pick a date and time and click Set.
3. Click Clear to remove it.

Times are in your profile's time zone. A reminder must be at least a minute ahead and within two years. Each task has one reminder. Finished tasks need no reminder.

The Reminders bell lists due reminders (up to 10) with Done, Snooze 1 hour and Tomorrow 9:00.

Reminder emails are capped so nobody is flooded: 50 a day per person per workspace, 150 a day per person across workspaces, and 500 a day per workspace. Past a cap, the reminder still shows in the bell. A reminder that's more than a day late (for example, moved into the past) isn't emailed.

If you drag a task to another day on the calendar, a reminder that hasn't gone yet moves by the same number of days.

Follow-up tasks from email

When you've emailed a contact and they haven't replied in 3 business days, the conversation gets a Follow up badge. Click Follow-up task on it (in the Inbox or on the thread) to add "Follow up: ‹subject›", due tomorrow, assigned to you. Only the person whose mailbox it is sees the button. See Sending email and tracking.

Delete a task

On the task page, click Delete, then Delete task. Deleted tasks, with their notes and images, are removed for good after 30 days. They don't appear in Settings → Trash, so you can't restore them there.

The daily digest

Each morning around 7:00 your time, Fifi emails your overdue tasks and today's. See Dashboard and daily digest.

Troubleshooting

Related guides

• Calendar
• Dashboard and daily digest
• Automations (create tasks automatically)
• Sending email and tracking