Tasks & Activity Management
Tasks in SwiftlyCRM keep your team accountable for every follow-up, call, and meeting. You can create tasks on their own or attach them to a specific deal or contact so that all related activity is visible in one place.
Creating a Task
Click the + Task button from the top navigation bar, the dashboard quick-add panel, or from within any contact or opportunity record. A task requires a title, type, and due date. All other fields are optional.
Standalone vs Linked Tasks
| Task Kind | Description | Best For |
|---|---|---|
| Standalone | Exists on its own — not tied to a deal or contact | Internal to-dos (e.g., "Update the branch price list") |
| Linked | Associated with a contact, opportunity, or both | Follow-ups that need context with the deal timeline |
Linking a task gives your team full context when reviewing a deal or contact, because it appears in that record's activity timeline.
Task Types
| Type | When to Use |
|---|---|
| Call | Outbound or inbound phone call |
| Sending or following up on an email | |
| Meeting | Scheduled in-person or video meeting |
| Follow-up | Generic follow-up after an interaction |
| Other | Any action that does not fit the above |
The task type determines the icon displayed in timelines and calendar views.
Priority Levels
| Priority | Badge Colour | Use When |
|---|---|---|
| Low | Grey | Nice-to-do; no deadline pressure |
| Medium | Blue | Standard work item with a soft deadline |
| High | Amber | Time-sensitive; needs attention today or tomorrow |
| Urgent | Red | Blocking a deal or requires immediate action |
Setting priority has no automated effect — it is a visual signal to you and your team.
Due Dates and Overdue Filtering
Every task has a due date. Tasks past their due date without a completion status are marked Overdue and highlighted in red in list views. To see only overdue items, open Tasks and click the Overdue filter tab. You can also filter by assignee to see which rep has the most outstanding overdue tasks.
The Unified Activity Feed
The Activity section in the left sidebar aggregates all tasks and logged interactions across all records — calls, emails, meetings, notes, and stage changes. Use it as a real-time pulse on team activity. Filter by date range, user, or interaction type.
The Calendar View
Switch to Calendar in the top-right view toggle to see tasks laid out by due date in month or week format. Click any task on the calendar to open its detail panel. Drag a task to a new date to reschedule it without opening the edit form.
Assigning Tasks to Team Members
In the task form, the Assigned To field defaults to yourself. Change it to any active user in your branch. The assigned user receives an in-app notification and an optional email notification (if enabled in branch settings). Reassigning a task sends a new notification to the new assignee.
When a Linked Deal Closes
When an opportunity is marked Closed Won or Closed Lost, all open tasks linked to that opportunity are automatically marked as Cancelled with a system note indicating the deal outcome. This keeps your task list clean without requiring manual clean-up. You can reopen a cancelled task at any time if needed.
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