Task Management – Feature Guide
New UpdateCreate, assign, and track tasks to keep your team organized and ensure nothing falls through the cracks.
LeadFlow Pro Task Management.
Tasks are actionable to-do items linked to leads, deals, or contacts. The Task Management module ensures your team always knows what to do next — with due dates, priority levels, automated reminders, and manager visibility into completion rates.
- For activity logging, see Activity Management Feature Guide.
- For automation, see Low-code Automation Guide.
Note: Tasks can be created manually, via automation rules, or as a follow-up when logging an activity. All three methods create the same type of task record.
1. Creating a Task
Tasks can be created from several places in LeadFlow Pro. Every task must have a title, due date, and assigned user. Linking it to a lead or deal is optional but strongly recommended.
- From a Lead/Deal Record – Open the record → click '+ Add Task' in the Tasks section → fill in the title, due date, priority, and assignee.
- From the Tasks Module – Go to My Tasks or Team Tasks → click 'Create Task' → link to a record from the search field.
- As a Follow-up Activity – When logging any activity (call, meeting), check 'Schedule Follow-up' to create a linked task in one step.
- Via Automation – FloStack can auto-create tasks triggered by CRM events — e.g. 'When a new lead is assigned, create a call task due in 2 hours'.
- From the Mobile App – Tap '+' on the lead screen → select 'Task'. Created tasks sync instantly to the web app.
2. Task Priority & Types
Use priority levels to help your team focus on what matters most. Task types categorize the kind of work to be done.
- High Priority – Shown in red. Appears at the top of the task list. Use for time-sensitive follow-ups.
- Medium Priority – Default priority for most tasks.
- Low Priority – Background tasks that don't need immediate attention.
- Task Types – Call, Email, Meeting, Demo, Send Proposal, Follow-up, or a custom type defined by your admin.
- Due Dates – Set a specific date and time. Tasks past their due date are marked Overdue and highlighted for both the rep and their manager.
3. My Tasks & Team Tasks
Every user has a personal 'My Tasks' view that shows all tasks assigned to them, sorted by due date. Managers have an additional 'Team Tasks' view to monitor their entire team's workload.
- My Tasks – Personal to-do list. Filter by priority, type, linked record, or due date.
- Team Tasks – Manager view showing all open tasks across the team. Filter by rep to see an individual's workload.
- Calendar View – See tasks plotted on a calendar by due date. Useful for scheduling and capacity planning.
- Overdue Tasks – Dedicated filter for tasks past their due date. Managers can see this for their full team.
- Completed Tasks – All completed tasks are retained in the record's timeline for audit purposes.
4. Task Completion & Reporting
When a task is completed, the rep marks it done and optionally logs an activity outcome (call connected, meeting held, etc.). This keeps the lead timeline accurate and triggers any downstream automation.
Note: Completing a task does not automatically log an activity. Always log the outcome separately to maintain a complete interaction history on the lead's timeline.
- Mark Complete – Click the checkbox on any task. You'll be prompted to log an activity outcome (optional but recommended).
- Task Completion Rate – Report showing the percentage of tasks completed on time vs overdue, per rep.
- Tasks Created vs Completed – Volume report showing if automation is generating tasks faster than reps are completing them.
- Average Task Age – How long tasks sit open before completion. A rising average indicates workflow bottlenecks.