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Task Management

Stay organized and never miss a follow-up with LeadMachine's built-in task management system. Create tasks for yourself or assign them to team members, set due dates, and track completion.

Accessing Tasks

You can access your tasks in several ways:

  • Tasks Icon in Navbar - Click the checkbox icon in the top navigation bar to see your pending tasks and quickly add new ones
  • Dashboard Widget - View and manage your tasks directly from the welcome screen
  • Sidebar Link - Click "Tasks" in the sidebar for the full task management page
  • Full Tasks Page - Visit pages/tasks.php for comprehensive task management with filtering and sorting

    • Creating Tasks

    From the Navbar

  • Click the Tasks icon in the navigation bar
  • Click the + Add button in the dropdown
  • Fill out the task details and click Create Task

    • From the Dashboard

  • In the "My Tasks" card on the dashboard, click + Add
  • Fill out the task details and click Create Task

    • From a Lead or Company Page

    When viewing a lead or company, you can create a task linked to that record:
  • Click Add Task (the task will automatically link to the lead/company)
  • The linked entity will appear at the top of the task form
  • Fill out the details and create the task

    • From AI Suggestions

    The AI Coach on your dashboard provides daily suggestions based on your pipeline data. You can turn any suggestion into a task with one click:

  • On the dashboard, view the Today's Suggestions section in the AI Coach card
  • Each suggestion has a + button on the right side
  • Click the + button to open the Add Task modal with the suggestion pre-filled as the task title
  • Assign the task to yourself or a team member, set a due date and priority
  • Click Create Task to add it to your queue

    • This makes it easy to act on AI recommendations without manually typing out the task details.

    Task Fields

    When creating or editing a task, you can set:

    FieldDescription
    --------------------
    TitleA brief description of what needs to be done (required)
    DescriptionAdditional details or context
    Assign ToWho should complete the task - yourself or a team member
    Due DateWhen the task should be completed (date and time)
    PriorityLow, Normal, or High priority

    Task Status

    Tasks can have two statuses:

    • Pending - Task is not yet completed (shown as unchecked)
    • Completed - Task has been finished (shown as checked)

      • To mark a task as complete, simply check the checkbox next to it. To reopen a completed task, uncheck the checkbox.

      Viewing Tasks

      Task List Page

      The full Tasks page (/pages/tasks.php) provides:

    • Status Filter - View Pending, Completed, or All tasks
    • My Tasks / Team Tasks - Toggle between your tasks and all team tasks (admins only)
    • Assignee Filter - Filter by team member (admins only)
    • Pagination - Navigate through large task lists

      • Task Indicators

      Tasks are visually marked with:

    • Red border - Task is overdue
    • Yellow border - Task is due today
    • High Priority badge - Red badge for high priority tasks
    • Link badge - Blue badge showing linked lead/company

      • Notifications

      When a task is assigned to someone else, they receive:

    • In-app notification - Appears in the notification bell
    • Push notification - If they have the PWA installed
    • Email notification - If they have task notifications enabled

      • Task Organization Tips

      Priority Levels

    • High - Urgent tasks that need immediate attention
    • Normal - Standard tasks with regular importance
    • Low - Tasks that can wait or are nice-to-have

      • Due Dates

    • Set realistic due dates to help prioritize your work
    • Tasks without due dates are sorted by creation date
    • Overdue tasks always appear at the top

      • Linking to Leads/Companies

      When you create a task related to a specific lead or company:
    • The task will show a clickable link to that record
    • You can quickly jump to the lead/company from the task
    • The origin page is tracked for context

      • Admin Features

      Admins and SuperAdmins have additional capabilities:

    • Team Tasks View - See all tasks across the company
    • Assignee Filtering - Filter tasks by any team member
    • Task Reassignment - Reassign tasks to different team members

    Best Practices

  • Create tasks immediately - When you think of something that needs to be done, create a task right away
  • Set due dates - Even rough dates help prioritize your work
  • Use priority wisely - Reserve "High" for truly urgent items
  • Link to records - When a task relates to a lead or company, create it from that page
  • Complete tasks promptly - Check off tasks as you finish them to keep your list accurate
  • Review regularly - Check your task list daily to stay on top of your work