✓Tasks and follow-ups

For everything that needs doing — with a due date and someone responsible.

You create a task by typing at the top and pressing Enter. That is all it takes; the due date and assignment can be added afterwards.

Tasks can be linked to contacts, companies or opportunities — then they appear there too, and anyone who opens the contact sees what is open.

A task is something you do. A follow-up is someone you want to get back to.

In practice: “Write quote” is a task. “Call Mr Meier again in two weeks” is a follow-up — it is attached to a person and brings that person back onto the table at the right moment.

Both appear on your overview when they are due.

Directly on the contact. In the contact file there is the “🔁 Follow-up” button — choose a date, add a note. From that day on it appears in the follow-up list and on your overview.

The follow-ups page itself is for managing, not creating: edit, assign, complete or delete, per row using the icons on the right.

Red means overdue, yellow means today. You see the same colours on the overview.

The list itself also separates them into Active, Overdue, Today and Archive (completed). A completed follow-up can be brought back with “Reopen” — useful if a callback did not happen after all.

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Lists for topics or teams. You decide per list, via its members, who may see it.

That is the only access control for tasks — there are no rights per individual task. If not everyone should see something, it belongs in a separate list with selected members.

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Aurora Hive Sales asks for confirmation and says it clearly: all tasks in this list are deleted as well.

Emptying a list by ticking off its tasks is almost always the better way — completed tasks are a record of work, not a burden.

Via the responsibility on the task. Only assigned tasks appear on a person’s overview — tasks without an assignment do not appear there.

That is the most common reason for the question “why can’t I see this?”: the task exists but belongs to nobody.

When creating or editing the task, it can be linked to a contact, a company or an opportunity. It then also appears there.

This is worthwhile for anything someone else might need in your absence: anyone who opens the contact sees immediately that something is open, without searching the task list.

No — but a task without a due date does not appear anywhere by itself either. It sits in the list and waits for someone to look.

In practice: everything that has to be done by a certain time gets a date. Everything else is a reminder list — and that can stay without dates, as long as it is clear that it will not remind anyone.

There is no built-in repetition. For regular work there are two practical ways:

• A task that you create again after completing it — with Enter, that takes seconds.
• A separate list for recurring things, in which the tasks stay and only the due date is moved.

For things tied to a person (call monthly), the follow-up is the better tool.

They disappear from the open list but are kept. Completed follow-ups are in the archive and can be brought back with “Reopen”.

Do not delete completed items out of habit: they are the only record of what was actually done in a given period, and on the contact they remain part of the history.

Not in one go — follow-ups are created individually on the contact. That is less inconvenient than it sounds: you set them anyway while reading the reply, and in doing so you decide on the right date.

The procedure that has proved its worth: read the reply in the inbox → note on the contact → follow-up with a date. Three moves, and the reply has been dealt with instead of just read.

By redistributing the assignment: assigned tasks only appear for the person responsible — someone on holiday does not see them, and nor does anyone else.

That is why every absence needs one move: redistribute the absent person’s follow-ups and tasks. Otherwise they fall due and nobody notices — which is worse than if they did not exist.

The task, for one single reason: it is attached to the matter in question and is visible to others. A reminder mail in your own mailbox is invisible and disappears when that person goes on holiday.

The rule of thumb: whatever has to do with a customer belongs on the customer — as a task, follow-up or note. Whatever concerns only you can stay where you are used to having it.

By responsibility, not by topic. One list per team or per recurring type of task works; twenty lists by project lead to nobody knowing where anything belongs.

Bear in mind that membership is the only access control: anything not everyone should see needs a separate list with selected members.