How to Manage Tasks in the CRM
April 4, 2026 · tropicalhilladmin
Tasks are how follow-ups, calls, and to-dos actually get done instead of living in someone's head. Like Leads, Tasks has both a data grid and a kanban board — but the board works a little differently here, so it's worth understanding both.
The Tasks grid
Available columns include Lead Name, Client, Task (title), Description, Lead Status, Lead Status Code, Tag, Type, Status (shown as a colored pill), Due date, assigned User, Create Date, and Updated.
Your column order, visibility, and sort are saved per-user, the same as the Leads and Client grids.
The search box filters across the task title, description, type, status, assigned user, and the linked lead's name all at once.
Show done is off by default — completed tasks are hidden until you check this box.
Include job tasks is also off by default. Recurring visits generated automatically from scheduled jobs are hidden here unless you turn this on, so the main list stays focused on tasks someone actually needs to act on.
Working with a single task
Single-click a row to open a read-only lead summary panel below the grid — useful for a quick reminder of who you're calling without leaving the task list.
Double-click a row (or click + Add Task) to open the full task editor.
Adding or editing a task
Task (title) is required.
Due Date has quick-set buttons for Today and +1 day, so you're not always reaching for a date picker.
Lead is a searchable dropdown — unless the task already belongs to a client, in which case that client's name shows as read-only instead.
Task Type and Task Status are both required. Task Status shows as a colored dropdown matching the pill colors you see in the grid.
Assigned To is required — every task has an owner.
Start Time and Duration (in minutes) are optional, for tasks that are really more like scheduled appointments.
Description is a free-text field for any extra detail.
Task types and statuses are both customizable
Both live in Maintenance settings, not hardcoded — add, edit, reorder, or deactivate them to match how your shop actually talks about work.
Each task status has its own color, which is what drives the colored pill you see in the grid and dropdown.
Each task type can be assigned a board rollup — this is what groups task types into columns on the Task Board (see below).
The Task Board
This is the one place the Tasks board behaves differently from the Leads board: the Task Board groups cards by task type, not by status.
Each column is a board rollup — a shared grouping across one or more task types. Types without a rollup fall into an Unassigned column.
Dragging a card to a different column changes that task's type to match the new column, not its status.
The Show done checkbox toggles the board between active tasks and completed ones — same as the grid.
A Task Types menu lets you check or uncheck which types are currently visible on the board, and add a brand-new task type right there without leaving the board.
Clicking a card takes you back to the Tasks grid with that task's editor already open.
Bulk actions
Select multiple rows in the grid with the checkboxes, then click Delete to remove them all at once.
That's currently the only bulk action on the Tasks grid itself — bulk task creation across many leads or clients happens from the Leads and Client pages instead, not from here.
A few tips
Turn on Include job tasks only when you specifically need to audit recurring job visits — leaving it on by default tends to bury the tasks that actually need a decision.
Set up your task types' board rollups deliberately. If every type has its own unique rollup, your board turns into a wall of one-card columns; group related types together for a board that's actually scannable.
Use the single-click lead summary panel before calling someone back — it's faster than opening the full task editor just to remember who you're talking to.
Give task statuses distinct colors. It sounds cosmetic, but it's what makes the grid scannable at a glance once you have more than a handful of open tasks.