Follow-ups and tasks
How to create a to-do task in Leadnote
Create to-dos linked to a lead, assign them to teammates, set due dates, categories and a critical flag, on the web or in the mobile app.
A to-do is a task with a description, an owner, a due date and a status. To create one on the web, open Tasks & To-do, press New To-do, choose the lead, describe the work, assign it to a teammate, set the due date and time and press Create Task. The mobile app has the same feature: open the To-do entry in the app menu, or use the add button.
When to use a to-do instead of a follow-up
Use a follow-up for the next planned contact with a lead. Use a to-do for any other piece of work: preparing a proposal, collecting documents, arranging a site visit. A lead keeps one next follow-up but can have as many to-dos as you need, and each to-do moves through its own statuses. If you are unsure which to pick, read How to schedule a follow-up first.
Create a to-do on the web
You can start from several places. They all open the same drawer.
- Tasks & To-do in the sidebar, then New To-do.
- The Quick Create (+) menu, then Task.
- A lead's To-do tab, then Create To-do. The lead is already filled in.
- The Follow-up Calendar: double-click a day, press N, or press Add to-do in the side panel. The due date is prefilled with that day.
The drawer is titled Create New To-do and has two sections.
To-do Details
| Field | Notes |
|---|---|
| Lead / Customer | Required. Start typing a name, email or phone number to search. |
| To-do Description | Required. What needs to be done. |
| Category | Optional. Choose from your categories or open the gear to manage them. |
| Critical Flag | A switch. Turn it on to mark the to-do as critical ("Yes - Critical"). |
Assignment & Schedule
| Field | Notes |
|---|---|
| Assign To | Required. Pick an active user. Deactivated users are not offered. |
| Due Date & Time | Required. Cannot be in the past when you create. |
Press Create Task. You will see "Task created successfully" and the to-do appears in the To-do tab of the list.
Statuses
Every to-do moves through three statuses.
- To-do: planned, not started.
- In Progress: someone is working on it. Leadnote stamps the start time, so the list can show how long the work has taken.
- Done: finished. Leadnote records who completed it and when, and later shows whether it was done early, on time or late.
You can move a to-do back to To-do at any time. Read Manage and track your to-dos for status changes, filters and bulk actions.
Edit a to-do
Open the row menu and choose Edit To-do (or press Edit To-do inside the details drawer). The drawer is titled Edit To-do. You can change the description, category, critical flag, assignee and due date. The lead stays locked.
Create a to-do in the mobile app
In the app, open the To-do entry in the side menu (the first entry, shown if your role can view tasks), or tap the round add button and choose To-do. From a lead, the quick action button (the bolt) has a Task action, and the lead is preselected. Press New to-do on the list to start from scratch.
The form has these fields:
| Field | Notes |
|---|---|
| Title | Required, up to 200 characters. |
| Description | Optional notes. |
| Due date and time | Required, and it must be in the future ("Pick a time in the future"). |
| Assigned to | The person responsible. |
| Linked lead | Optional ("No lead"). Locked after creation. |
| Category | Optional ("No category"). Managed on the web. |
| Priority | Low, Medium or High. |
| Critical | A switch. |
| Reminder | No reminder, At due time, 15 minutes before, 30 minutes before, 1 hour before or 1 day before. The form starts at 30 minutes before. |
| Repeat | Does not repeat, Daily, Weekly or Monthly. |
| Add to phone calendar | Writes the to-do into your phone's calendar app. |
The to-do list has three tabs (To-do, In-progress, Done) with counts, search and filters for priority, critical-only and overdue-only. Open the three-dot menu on a card to Edit, Move to in-progress, Mark as done or Delete.
Web and mobile at a glance
| Web | Mobile | |
|---|---|---|
| Lead required | Yes | No |
| Priority | No | Low, Medium, High |
| Critical | Yes | Yes |
| Reminder time | Default 30 minutes before | You choose |
| Repeat | Not on the form | Daily, Weekly, Monthly |
| Categories | Pick, add, rename, delete | Pick only |
Permissions
Everyone with the to-do permission can create a to-do, including one for a colleague, and still sees it afterwards. Editing and completing follow the same rule as seeing: owners and managers can work with any to-do, L1 and L2 users with their own. Deleting is allowed for owners and managers on any to-do, for L1 users on their own, and not for L2 users. The full table, team visibility and offboarding are in Assign follow-ups and to-dos to your team.
Frequently asked questions
What is the difference between a follow-up and a to-do?
A follow-up is the next contact planned with one lead and each lead holds one. A to-do is a task with a title, an owner, a due date and a status, and a lead can have many of them.
Do I have to link a to-do to a lead?
On the web, picking a lead or customer is required when you create a to-do. For internal work such as HR or operations, create a customer record named after the department and link to that. The mobile app lets you save a to-do with No lead.
Can I change the lead after the to-do is created?
No. The lead field is locked after creation with the note Lead cannot be changed after creation. Create a new to-do if you picked the wrong lead.
Can I set a due date in the past?
Not when creating. The web form shows Due date cannot be in the past. You can adjust the date later when you edit the to-do.