Managing multiple trips and opportunities means keeping track of a lot of moving parts. Team Tasks helps you stay on top of everything by giving you and your team one place to organize, assign, and track tasks, so nothing gets missed.

Task Templates let you build a reusable list of tasks once, then apply it to any contact, opportunity, or trip in just a few clicks.

Go to CRM and click Task Templates. You'll see two example templates already there; you can copy and customize them, or use them as inspiration for your own.

To create a new template, click Create New Template.

A pop-up will appear where you can enter the template name, type (trips, opportunities, or contacts), and an optional description.

Click Next, then add your tasks by clicking Add Task.

In the pop-up, fill in the task title and description, assign it to a team member, and set the due date and priority.

Click Add Task to add it to the template.

To edit, duplicate, or delete a task, click the three dots next to it. When you're done adding all the tasks, click Save.

Your template is now ready to be applied to an opportunity, contact, or trip!

The Tasks dashboard gives you a full overview of all your tasks and lets you create, track, and complete them.

Go to CRM and click Tasks. To add a new task, click Add Task.

In the pop-up, enter the task title and description, assign it to a team member, set the due date (fixed or scheduled) and priority, and link it to a trip, opportunity, or contact. Click Add Task when done — the task will appear on your dashboard.

On the Tasks dashboard, you can search by task name and filter by group tasks (due date, assignee, trip, or opportunity), task status (active, completed, or all), priority (high, medium, low, or none), assignee, trip, and opportunity.

To mark a task as complete, click the checkbox next to its name.

Completed tasks show the date, time, and the name of the person who completed them.

Open the relevant opportunity or contact, then go to the Tasks tab.

Any tasks already linked to that opportunity or contact will appear here. To apply a template or add a new task, click Add Task Template or Add Task.

Task Template: In the pop-up, select the template you want to apply, then click Apply.

Task: In the pop-up, fill in the task details, then click Add Task.

All tasks linked to that opportunity or contact will be visible here, and you can manage them from this view.

Once a task is marked complete, it will no longer appear under the Tasks tab of the opportunity or contact, but it will appear in the Activity tab and remain visible on the Tasks dashboard.

Open the relevant trip, then go to the Tasks tab.

Any tasks already linked to that trip will appear here. To apply a template or add a new task, click Add Task Template or Add Task.

All tasks for that trip will be visible here, and you can manage them from this view.

Once a task is marked complete, it will no longer appear under the trip's Tasks tab, but you can still find it on the Tasks dashboard.

Is this feature available on Pro and Basic subscriptions?

Yes, Team Tasks is available on both subscriptions.

Will my team members have access to Team Tasks?

Yes. You can customize permissions so team members can either only view tasks and templates or have full access to create, edit, complete, and delete them.

What happens if I edit or delete a task or task template that has already been applied to a contact, opportunity, or trip?

Changes to a task or a template only affect future uses — tasks that were already applied remain unchanged.

Do my team members and I receive email notifications?

Yes. You, as the organizer, receive a daily email with all open tasks, while your team members only receive notifications for their own tasks. Email notifications are sent when a task is assigned, due, or overdue.

I marked a task as complete by mistake. Can it be undone?

Yes. Go to the Tasks dashboard, find the completed task, and uncheck it. It will reappear on the Tasks tab of the linked contact, opportunity, or trip.

Can task templates be automatically applied to a contact, opportunity, or trip?

Not currently — templates must be applied manually. However, if you link a task to a contact, opportunity, or trip when creating it, the task will automatically appear in that item's Tasks tab.

Are there any limitations on the number of tasks or templates we can create or apply?

No limits! You can create and apply as many tasks or templates as you need for any contact, opportunity, or trip.

Please contact us if you have any other questions. We will be happy to help!