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:

1. Tasks Icon in Navbar - Click the checkbox icon in the top navigation bar to see your pending tasks and quickly add new ones
2. Dashboard Widget - View and manage your tasks directly from the welcome screen
3. Sidebar Link - Click "Tasks" in the Your Links section of the sidebar
4. Full Tasks Page - Visit the Tasks page for comprehensive task management with filtering and editing

Creating Tasks

From the Navbar

1. Click the Tasks icon in the navigation bar
2. Click the + Add button in the dropdown
3. Fill out the task details and click Create Task

From the Dashboard

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

From a Lead or Company Page

1. Click Add Task (the task will automatically link to the lead/company)
2. The linked entity will appear at the top of the task form
3. Fill out the details and create the task

From Ledo Says Suggestions

1. On the dashboard, view the Today's Suggestions section in the Ledo Says card
2. Each suggestion has two buttons:

1. Click the + button to open the Add Task modal with the suggestion pre-filled as the task title
2. Assign the task to yourself or a team member, set a due date and priority
3. Click Create Task to add it to your queue

Multi-Assignee Tasks

Tasks can be assigned to multiple team members:

1. When creating or editing a task, click Select Team Members
2. Check the boxes next to each person who should work on the task
3. Click Done to confirm the selection
4. All selected team members will receive notifications

How Multi-Assignee Works

• Each assignee can mark their own portion as complete
• The task shows as fully complete only when ALL assignees have finished
• You can see each person's status in the expanded task view
• Notifications go to all assignees when the task is created or updated

Task Fields

When creating or editing a task, you can set:

@Lead Mentions

You can mention leads directly in task titles or descriptions using the @ symbol. This is a quick way to link a task to a lead and automatically create a note on the lead's record.

How to Mention a Lead

1. In the Title or Notes field, type @ followed by the lead's name
2. An autocomplete dropdown appears with matching leads
3. Click on a lead to select them (or use arrow keys and Enter)
4. The mention is inserted and displays as @FirstName

What Happens When You Mention a Lead

• Auto-linking - If the task doesn't already have a related entity, it automatically links to the first mentioned lead
• Note on Lead - A note is created on the lead's record showing the task was created with a link back to the task
• Completion Note - When you complete the task, another note is added to the lead showing the task was completed

Example

If you create a task titled Follow up with @John about proposal, the task will:

1. Display as "Follow up with @John about proposal"
2. Auto-link to John's lead record
3. Create a note on John's profile: "Task created: Follow up with @John about proposal"

When you complete the task, John's profile will show: "Task completed: Follow up with @John about proposal"

Viewing Mentioned Leads

• In the task list, mentions show as @FirstName (plain text)
• In the expanded task view, mentions are clickable links that take you to the lead's profile

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.

Expanded Task View (Accordion)

The Tasks page uses an accordion-style layout where each task expands to show full details:

How to Expand a Task

1. Click anywhere on a task row (except the checkbox)
2. The task expands to reveal all details
3. Click again (or click a different task) to collapse

What the Expanded View Shows

• Action Buttons - Edit, Delete, and Copy Link options
• Full Description - Complete task description (truncated in collapsed view)
• Assignees - All assigned team members with their completion status
• Related Entity - Link to connected lead or company (if any)
• Sub-tasks - Checklist items with progress indicator
• Notes - Comments and updates from you and team members
• Created Info - Who created the task and when

Editing Tasks

From the expanded view, click Edit to:

• Update title, description, due date, or priority
• Change assignees
• Modify any task details

The Edit button navigates you to the full edit interface where you can make changes.

Deleting Tasks

Click Delete in the expanded view to remove a task. You'll be asked to confirm before deletion. Only task creators and admins can delete tasks.

Sharing Task Links

Click Copy Link to copy a direct URL to the task. Share this link with team members - when they open it, the task will automatically expand and scroll into view.

Deep Linking to Tasks

You can link directly to a specific task that will be expanded and highlighted:

URL Format

Where 123 is the task ID.

Use Cases

• Notifications - Task assignment notifications link directly to the expanded task
• Sharing - Copy link to share a specific task with colleagues
• Bookmarking - Save links to important tasks for quick access

When someone opens an expand link:

1. The Tasks page loads
2. The specified task auto-expands
3. The page scrolls to center the task
4. A brief highlight animation draws attention

Sub-tasks

Break larger tasks into smaller, trackable steps with sub-tasks:

Adding Sub-tasks

1. Expand the task by clicking on it
2. In the expanded view, find the Subtasks section
3. Type a sub-task title in the input field
4. Press Enter or click the + button to add it

Managing Sub-tasks

• Check off sub-tasks as you complete them
• Progress indicator shows "X/Y" completed
• Delete sub-tasks by clicking the X (hover to reveal)

Auto-Complete

Limits

Task Notes

Add notes to track progress, share updates, or leave context for others:

Adding Notes

1. Expand the task by clicking on it
2. Scroll to the Notes section
3. Type your note in the text area
4. Click Add Note to save it

Note Features

• Notes display with author name and timestamp
• Your own notes can be deleted (hover to reveal delete button)
• Notes appear in chronological order

Limits

Viewing Tasks

Task List Page

The full Tasks page 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 Grouping

Tasks are automatically grouped by due date:

• Overdue - Past due tasks (shown first with red header)
• Today - Tasks due today
• Tomorrow - Tasks due tomorrow
• Future dates - Grouped by date
• No Due Date - Tasks without deadlines (shown last)

Task Indicators

Tasks are visually marked with:

• Priority badge - Red exclamation for high priority
• Due date - Orange for upcoming, red for overdue
• Related entity - Cyan link showing connected lead/company
• Assignee count - Shows "X assignees" for multi-assignee tasks

Notifications

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

1. In-app notification - Appears in the notification bell
2. Push notification - If they have the PWA installed
3. Email notification - If they have task notifications enabled

Activity Notifications

When you're assigned a task created by someone else, the task creator receives notifications when you:

• Add a new note
• Add a new sub-task
• Complete or reopen a sub-task
• Complete the entire task

This keeps task creators informed of progress without needing to constantly check in.

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
• Delete Any Task - Remove tasks created by any user

Best Practices

1. Create tasks immediately - When you think of something that needs to be done, create a task right away
2. Use sub-tasks - Break complex tasks into smaller steps for better tracking
3. Set due dates - Even rough dates help prioritize your work
4. Use priority wisely - Reserve "High" for truly urgent items
5. Add notes - Document progress and decisions for team visibility
6. Link to records - When a task relates to a lead or company, create it from that page
7. Complete tasks promptly - Check off tasks as you finish them to keep your list accurate
8. Share links - Use Copy Link to share specific tasks with colleagues
9. Review regularly - Check your task list daily to stay on top of your work

Quick Reference