Tasks — User Guide

Who can use Tasks

Your workspace must have the Tasks module installed (included by default on new workspaces). Your role must include the relevant permissions (view, create, update, delete, restore, force.delete, assign, complete, change_due_date as needed).

Without assign, you only see tasks assigned to you.

Board & list

Open Tasks from the sidebar under CRM. The default view is the Board (columns by status). Switch to List for a table. Open boards stay in sync across teammates (create, status drag, assign, delete) without a manual refresh.

• Search by title or description
• Each status column header and its cards use a fixed status color; Status badges in the list and record page match
• Click a row or board card to open a tabbed sheet (Overview, Comments, Activity) — use Edit for light changes or Open full page for attachments, assignment history, and other deep work
• Filter by status, priority, assignee, tag, and Overdue (open items past their due date)
• KPI cards summarize totals, due today / this week, overdue, and completion metrics for your scope — click Overdue to apply the same filter
• Table and board both show tags and the latest note; hover a truncated preview to read the full note
• With update permission, click tag badges (or Add tags when empty) on a list row or board card to add tags inline — changes save immediately (create new tags in the popover when you have create). Only the workspace Owner can remove tags from a task
• Use Manage tags to browse the catalog; the Owner can rename or delete tags (deletion removes them from all tasks)
• Users with restore (workspace admin by default, plus owner) can filter Active / Include deleted / Deleted only, then Restore a soft-deleted task from the row menu
• Delete permanently (force delete) requires tasks.force.delete — granted to the workspace owner by default (or any role you assign it to)

Status labels in the UI:

Value	Label
open	To Do
in_progress	In Progress
waiting	Waiting
completed	Completed
cancelled	Cancelled

Create & edit

1. Click New task
2. Enter title (required) and optional description in the rich text editor, plus status, priority, due date, and assignee
3. Optionally attach images or videos (and other allowed file types) — limits come from Settings → Storage → Upload limits
4. Optionally assign tags (colored labels). Create a new tag inline with a name and color, then tick it
5. If Projects is installed, optionally link a project. When Customer Portal is installed and that project is shared, optionally turn on Visible to customer so the portal customer can see the task (otherwise it stays internal)
6. Save

Edit from the row menu or the record page. Dragging a card on the board auto-saves the new status (no drawer).

Tags are a Tasks-only catalog (separate from Leads / ToDos / Opportunities). Anyone with create can add tags; the workspace Owner renames, deletes, and unassigns them via Manage tags or the inline picker.

The project link is soft — it only appears when Projects is enabled, and you can only pick projects you are allowed to see (assignee, member, creator, or with projects.assign).

Due dates

You can set a due date when creating a task. Changing the due date later requires the change due date permission (tasks.change_due_date).

Due dates use the workspace Timezone from Settings → General (entered and shown in that zone, not server UTC). Overdue means the due date-and-time has already passed in that timezone — a task due later today is not overdue. When a task is due today or overdue, you get an in-app notification for that task. Once per day (at Daily Reminder Time in that same timezone, default 09:00), each assignee with due or overdue tasks also receives one consolidated email with links to those tasks.

At the same Daily Reminder Time, the workspace also sends a daily CRM summary email (leads by open stage, open tasks by status, scheduled meetings). Workspace Owners and users with Receive all-users daily summary get a user-wise summary for everyone with activity (instead of a personal summary). Everyone else gets only their own counts. Users excluded from lead assignment do not see a Leads block on their personal summary (and are not emailed when they only have open leads). See Workspace timezone.

Assignment

Users with assign can set or clear the assignee. The assignee always receives an in-app notification (and web push when enabled). Email for task assignment is optional and off by default — enable it under Settings → Notifications. When email is on, the message includes task status, priority, due date, description (plain text), and a View task button.

Task assignee pickers list active workspace users (including people flagged Exclude from lead assignment — that setting applies to Leads only). Suspended users are omitted. Without users.list, the picker cannot load teammates.

Complete & reopen

Users with complete can mark a task completed (sets completed_at) or reopen it from the record page or the list row menu. On the board, dragging a card into Completed also completes it (requires update).

With the AI Assistant module installed, Ask EloSync can load a task and suggest status changes, assignments, or notes — nothing is saved until you Confirm. Completing or reopening a completed task still needs the complete permission.

Reopening clears completion and Started time so a new timing cycle begins. Prior status history remains in Activity.

Status timing

The task Activity section (full record page) and list peek overview show timing in compact human text (for example 45m, 3h 20m, 1d 2h):

• Created → Completed — total time from create to complete
• Started → Completed — from first move into In Progress until complete (active work time)
• Time in each status and each status-to-status segment for the current cycle

Comments, attachments & history

• Attachments — on the full record page, upload multiple files to explain the task; download or delete with update permission. Allowed types and max sizes follow workspace Storage upload policy
• Comments — free-text notes on the list peek Comments tab or the full record page (optional attachments on the full page, up to 5). Type @ to mention a teammate (the composer shows their name; the system keeps the user id for notifications). They get an in-app notification (and optional email if Settings → Notifications → Mentioned in a task comment is on)
• History — activity timeline (create, update, status change, assignment, complete, reopen, note, etc.). Status changes include time spent in the previous status