Notes and tasks

What this does

Notes and tasks in the Small Business Chatbot CRM sit on a contact or a company and show in its Activity timeline. A note is text you keep. A task is something to do, with a due date, a type and a priority. The Tasks tab lists every task, and the Sequences tab builds sets of dated tasks you start on a contact.

Log a note or a task on a record

1. Open the record

   In the app, open CRM › Contacts and click a contact, or open a company from the Companies tab, covered in Companies and opportunities. The box at the bottom of Activity has Note and Task.

   

2. Log a note

   With Note selected, type in Write a note..., check the text, and click Log note. A logged note stays as written. The newest note also shows on a Notes card in the record's details. Click the card to read every note, newest first.

3. Create a task

   Click Task. Fill in Subject, and add Description / instructions, Task type and Due if you need them. Click Create task.

Workflows can add notes and tasks too, through CRM steps.

Work through the Tasks tab

Open tasks wait in the Tasks tab and on their record until you close them.

1. Open Tasks

   In the app, open CRM › Contacts and click the Tasks tab. Show picks Open tasks, Closed tasks or All tasks. Click a column heading to sort by it.

   

2. Add a task

   Click New task. Fill in Name, then any of Contact, Company, Due date, Type, Priority and Description. New tasks always start open. Click Create task.

3. Open a task

   Click its name. Task detail shows the linked contact's name, phone, email, company and website, and lets you edit Subject and Body / instructions. Click Save task to keep your changes. Copy body copies the instructions.

   

4. Close it

   Click Close task in Task detail, or the tick at the end of its row. A closed task has Reopen task.

Tick several tasks to use Close selected open tasks, Edit selected or Archive selected.

Build a sequence

A sequence is a reusable set of tasks, each due a set number of days after a start date. Starting one on a contact creates the tasks. It sends nothing: an Email or Text step is a task for you, with the body ready to copy.

1. Start a new sequence

   In the app, open CRM › Contacts, click the Sequences tab, then New sequence.

   

2. Name it and pick the schedule

   Fill in Name and Description (optional). Under Schedule, Weekdays only skips Saturdays and Sundays when counting days, and Calendar days counts every day.

3. Add the steps

   For each step set Day (1 to 365), Due time, Type, Priority, Subject and Body / instructions. Email and Text steps need a body. Add step adds the next one, up to 30.

4. Save

   Check the Schedule preview, then click Save sequence.

Insert merge field puts a contact or company field, such as {{contact.first_name}}, where you last clicked in a subject or body. When the sequence starts, the contact's own value fills it in. Start a sequence from the contact's Sequence card, covered in Contacts. Clone copies a sequence under a new name. Archive retires it and keeps the tasks it already created.

If something goes wrong