CRM Tasks & Calendar: Never Miss a Follow-Up

Tasks is your follow-up to-do list built right into the CRM. It turns vague intentions like "I should call that lead back" into a concrete, dated reminder tied to the exact contact, so nothing slips through the cracks. The page header sums it up: *"Calls, emails and meetings — with date & time, reminders and one-tap add to your calendar."*

It is for any business owner who works leads over days, not seconds — you meet someone, promise a quote on Tuesday, and need to actually remember to send it. Instead of sticky notes or a separate app, every task lives next to the person it belongs to, with their full journey one click away. This keeps your follow-up and your contact data in the same place.

Tasks come from two places: ones you create by hand here, and ones your Automations create for you automatically (for example, a "Follow up with {{name}}" task the moment a new lead arrives). Both kinds land in the same buckets, so your daily list is always complete whether you built it or the system did. The Tasks tab is part of the CRM dashboard, which is included on the plans that have CRM access.

What it shows. Your open tasks are automatically sorted into three time buckets so you always know what is urgent. Overdue (shown in red) is anything whose date has already passed; Today (amber) is due before midnight tonight; Upcoming (grey) is due in the future *or* has no date set at all. A bucket only appears when it has at least one task, so an empty list stays clean.

Each bucket shows a small count badge next to its name (e.g. *Overdue 3*) so you can size up the work at a glance. Within a bucket, tasks are ordered by due date soonest-first, and any task with no date is pushed to the bottom of Upcoming. This means the very top of your Overdue list is always the thing you should have done longest ago.

Edge case — tasks without a date. A task with no "When" set is never overdue and never "today"; it simply rests in Upcoming as an open reminder. This is by design: it is a thing you intend to do but haven't committed to a clock yet. If you want it to chase you, give it a date and it will move into Today or Overdue when the time comes.

Why it matters. These three buckets are your morning triage. Open the tab, clear Overdue first (those are promises you've already broken), then knock out Today, then glance at Upcoming to prepare for tomorrow. The same "tasks due" number also appears as a tile on your CRM Overview, so you can feel the pressure even before you open this page.

What it does. The card at the top of the page is the quick-add form. It has four inputs — Task, Type, When and a contact picker — plus an Add button. You don't need to fill all of them; only the Task title is required, so capturing a reminder takes about three seconds.

1. Task (required). Type a short, action-shaped title, e.g. *Call back Ahmed about the catering quote*. This is the only required field; the form won't submit without it. Titles are capped at 191 characters, which is plenty — keep it to the action and the who, not a paragraph.

2. Type. Pick Call, Email, Meeting or To-do. This is purely a label that controls the little coloured icon on the task row (a phone for Call, an envelope for Email, people for Meeting, a check for To-do), making your list scannable at a glance. It defaults to To-do, so if you don't care about the category you can ignore it entirely.

3. When. Use the date-and-time picker to set a due moment. This single field decides which bucket the task lands in — past = Overdue, today = Today, future = Upcoming — and it becomes the start time of the calendar event if you export it later. Leaving it blank is allowed and parks the task in Upcoming with no deadline pressure.

4. Contact. The dropdown lets you tie the task to a person from your CRM; it lists your 100 most-recently-active contacts and defaults to No contact. Linking a contact is what makes the task powerful — the row then shows their name as a clickable link straight to their full 360 profile and journey. If the person isn't in the list yet, leave it on "No contact" and the task still works fine.

5. Add. Click Add and the task appears instantly in the right bucket. Edge case: if you picked a contact that somehow isn't yours (e.g. a stale dropdown), the system safely saves the task with no contact rather than leaking across accounts — your data stays tenant-isolated. There is no separate "save and add another" — just submit again for the next one.

Mark a task done. Each task row starts with a hollow round checkbox on the left, labelled *Mark done*. Click it and the task is checked off and moves out of your open buckets — your Overdue/Today/Upcoming lists shrink, and the count badges drop. This is the single most-used action on the page: one tap clears a follow-up.

Find completed work in Done. Below the open buckets sits a collapsible Done section with its own count, e.g. *Done (12)*. Click it to expand and review your last 50 completed tasks (shown with a strike-through). This is your proof-of-work log — handy for remembering what you already handled with a customer.

Reopen a task by mistake or on purpose. Inside the Done list, each task has a filled blue checkbox labelled *Undo*. Click it and the task flips back to open and rejoins its time bucket. Completing and reopening are the same toggle under the hood, so you can move a task between done and open as many times as you like.

Delete a task permanently. The small × at the end of each row deletes the task. Because this can't be undone, it asks *"Delete task?"* first to protect you from an accidental click. Use Done for things you finished and delete only for things that turned out to be irrelevant — a duplicate, a cancelled meeting, or a reminder that no longer applies.

What each row tells you. From left to right a row carries: the Mark-done checkbox, a coloured type icon, the task title, a sub-line with the type label and (if linked) the contact's name as a link, the due time, an Add-to-calendar button, and the delete ×. Everything you need to act lives on one line.

The due time is shown compactly as month, day and 24-hour time — for example *Jun 25, 14:30*. In the Overdue bucket this timestamp is printed in bold red so a missed deadline jumps out at you; in Today and Upcoming it's muted grey. A task with no date simply shows no timestamp.

The contact link is the bridge to context. Click the person's name under a task and you land on their full Contact 360 — their journey (how they arrived, what they viewed, what they tapped), their lead score and its breakdown, their timeline, notes and tags. So a task isn't just a reminder; it's a launch pad into everything you know about that lead before you pick up the phone.

What it does. The small calendar button on each task row downloads a standard .ics event file — the universal calendar format that Google Calendar, Apple Calendar and Outlook all understand. The button is labelled *Add to calendar*, and there's nothing to connect or authorise: it's a one-tap download, not an account login.

How to use it. 1. Click the calendar icon on the task. 2. Your browser downloads a file named like task-1234.ics. 3. Open that file and your default calendar app offers to add the event — confirm, and it's in your calendar. On a phone, tapping the downloaded file usually opens the calendar straight away.

What's inside the event. The event's title is your task title, and its start time is the task's due date and time. It is given a one-hour duration by default, and — importantly — it carries a 30-minute reminder alarm, so your phone or computer nudges you half an hour before. If the task has a description, that text rides along in the event details too.

Edge case — no due date. If you export a task that has no "When" set, the event is created starting at the current moment (right now) for one hour, since there's no scheduled time to anchor it to. For calendar exports to be genuinely useful, set a real date and time on the task first. Note: this is a one-way snapshot — editing the task in ScaanMe later won't change an event you've already added to your calendar; just export it again.

What it does. If you run more than one ScaanMe card or store, a scope selector appears above the task buckets (the same control you see on Contacts). It lets you narrow the whole page down to the tasks for one specific card or store, instead of seeing everything mixed together.

How it works. Pick a card or store from the dropdown and the list refreshes automatically — no separate "apply" button. Because tasks are tied to contacts, scoping filters to tasks whose linked contact belongs to that card or store. Tasks with no contact attached are general to-dos and show under the unfiltered (all) view. If you only have one card, this selector simply doesn't appear.

Always link a contact when you can. A task tied to a person becomes a one-click gateway to their whole journey and score, so you walk into the call already knowing they came from Instagram, viewed your Menu twice, and tapped WhatsApp. An unlinked task is fine for personal admin, but linked tasks are where the CRM earns its keep.

Write titles as actions, with a name. *"Send catering quote to Layla"* beats *"Quote"* every time — months later you'll still know exactly what it meant. Lead with the verb (Call, Send, Confirm) and include the who and the what.

Always set a When for anything time-sensitive. Only dated tasks can be Overdue or Today, only dated tasks turn red to grab you, and only dated tasks export to your calendar with a useful reminder. Undated tasks quietly pile up in Upcoming and are easy to forget — give every real commitment a date.

Let Automations build your list. Don't create every follow-up by hand. Turn on a recipe like *Welcome new leads* in the Automations tab and a "Follow up with {{name}}" task appears automatically the moment a lead arrives — already linked to the contact and dated for tomorrow. Your Tasks page then fills itself while you sleep.

Clear Overdue first, every morning. Make the tab a daily habit: tackle red items at the top (oldest broken promises), finish Today, then prep from Upcoming. Use Mark done the instant you finish so your buckets and the Overview "tasks due" tile stay honest and your list reflects reality.

Where do tasks come from — do I have to add them all myself? Two sources. You add tasks by hand with the form at the top of the page, and your Automations create them for you automatically based on rules you switch on (new lead arrives, score crosses hot, a deal is won, and so on). Both kinds appear in the same Overdue/Today/Upcoming buckets.

Is a due date required? No. Only the Task title is required. A task without a date is never overdue and just lives in Upcoming as an open reminder. That said, dating a task is what unlocks the buckets, the red Overdue highlight, and a useful calendar reminder, so set one whenever the task is time-sensitive.

Does "Add to calendar" sync both ways with Google or Apple Calendar? No — it's a one-time download, not a live sync. You get a standard .ics file that drops the event (with a built-in 30-minute reminder) into any calendar app. If you later change the task in ScaanMe, the already-added calendar event won't update; just export it again to get the new version.

What's the difference between marking a task Done and deleting it? Done completes the task and keeps it in your collapsible Done log (last 50) as a record you can reopen anytime. Delete removes it permanently after a "Delete task?" confirmation. Use Done for work you actually finished, and Delete only for tasks that became irrelevant.

Why is my contact missing from the task's contact dropdown? The picker lists your 100 most-recently-active contacts for speed. If someone older isn't there, the quickest path is to open their Contact 360 page from the Contacts tab — or just create the task with "No contact" for now; it still works perfectly as a reminder.

Can I see how many tasks I owe without opening this tab? Yes. The CRM Overview shows a tasks due tile in its headline numbers, and its Needs attention list flags leads whose follow-up is overdue. Those are your cues to come here and clear the Overdue bucket.

Do tasks share across my team or other accounts? No. Tasks are strictly private to your own account and card(s). Even if you somehow pick a contact that isn't yours, the system saves the task without that contact rather than crossing accounts. Everything you see on this page is scoped to you alone.