Tasks — what you still owe a customer, on any record. The shared to-do list for every team.

Activities

An activity is anything you do or owe in relation to another record. HotCRM keeps activities in two objects, and this page is about the first:

A task (crm_task) — something you still owe somebody: a call to make, an email to send, a follow-up to schedule. It is anchored on a due date.
An event (crm_event) — a meeting or a call that takes a slot on somebody's calendar, whether it already happened or is booked for later. It is anchored on a start and an end, and everyone in the room is a real record. See Meetings & Calls, which carries the full task-versus-event comparison.

Either kind can be attached to almost anything: an account, a contact, an opportunity, a lead, or a case.

What activities are for

🗓 Tracking what you owe a customer — "Follow up with Jane on Tuesday".
🔁 Standardising the playbook — "Send proposal recap email 24h after demo".
📈 Measuring activity — a rep with no calls logged this week is a coaching opportunity.
🤝 Handing off — when you go on leave, your manager can see your open tasks.

The 5 activity statuses

Status	What it means
⚪ Not Started	Created but not begun (default)
🟠 In Progress	You're working on it
🟡 Waiting	Blocked on someone else
🟢 Completed	Done
⚪ Deferred	Postponed indefinitely

The 4 priority levels

Priority	When to use
🔵 Low (default)	Nice to have
🟢 Normal	Routine work
🟠 High	Important, do today
🔴 Urgent	Drop everything

When you create an Urgent task, the owner gets an email alert.

The 6 activity types

Call — a phone call you still have to make
Email — an outbound or inbound email
Meeting — a conversation you still have to set up
Follow-up — a generic check-in
Demo — a product demonstration
Other — anything else

Call and Meeting here label a to-do — "call Jane back on Tuesday". A task carries a due date, not a start and an end, and it has no attendee list. The call that actually happened, or the meeting you are booking for next week, is an event instead — written by the Log a Call, Log a Meeting and Schedule a Meeting buttons on the record. See Meetings & Calls.

What an activity record stores

Section	Fields
Basic	Subject, description, type, status, priority
Schedule	Due date, reminder date/time, completed date
Assignment	Owner
Related To	Account, contact, opportunity, lead or case
Recurrence	Is it recurring? Daily / weekly / monthly / yearly with an interval and end date
Tracking	Progress %

Recurring tasks

Mark a task as recurring and pick the rhythm (daily / weekly / monthly / yearly) and interval (every 1 week, every 2 months, etc.). The system spawns new instances when you complete the current one, all the way to the recurrence end date.

Use cases:

Quarterly check-in with key accounts — monthly recurrence × 3.
Daily standup notes — daily recurrence.

Both of those you set up by hand, and that is the only way a series starts here: nothing in HotCRM marks a task as recurring for you — no flow, no action, no seed record ticks Recurring Task. Once you tick it, the system carries the series forward on completion; until you do, this app has no recurring tasks at all.

The renewal reminder is not one of them. The daily renewal sweep files an ordinary high-priority follow-up — no recurrence fields on it — against Activated contracts whose end date has come within that contract's own Renewal Notice (Days), 30 by default and set per contract, not a fixed 60. It returns each morning because the sweep runs again and skips any contract that still has an open one, not because of a recurrence rule: complete it and, while the contract is still inside its window, tomorrow's sweep files a fresh task. The Contracts page describes that sweep in full.

What happens automatically

Mark completed → is_completed is set to true, completed_date is stamped to now, and progress_percent becomes 100. You don't have to set any of these manually.
Past due → if a task is past its due date and not completed, the system flags it as overdue (red badge in list views).
Urgent alert → creating or saving an Urgent task emails the owner.

Built-in rules

A task marked Completed must have a completed date (the system fills this in for you).
A recurring task must have a recurrence type set, otherwise the system asks for it.
A warning prompt suggests linking the task to at least one related record (account, opportunity, etc.) so it doesn't get lost.

Where activities appear

Activities show up in three places:

The task list — My Work › My Tasks opens it on My Open Tasks. The whole book is the All tab beside it, along with the six other view tabs described below; there is no separate All Tasks entry in the sidebar.
The Activity tab on the related record — open an account, a lead, an opportunity or a case and its Activity tab gathers the tasks and events hanging off it.
The Sales Home page — its My Open Tasks tab embeds that same My Open Tasks view, so what you owe is on the page you land on. Sales Home carries no activity metric: the four tiles at the top are all pipeline (Revenue (Won), Deals Won, Pipeline Value, Open Leads). Activity volume is reported on the Sales Activity dashboard — see below.

Standard list views

Tasks are the richest object in the app for ways to look at the same records: eight saved views, one per tab across the top of the list, in this order. Three of the tabs are named for the job rather than for the view they open, so both names are given.

Tab	The view it opens	What it shows
All (the landing tab)	All Tasks	Every task. Unfinished ones first, then soonest due; the row carries a completion tick, status, priority, due date, progress, owner and an overdue flag, and is tinted by priority — red for urgent, orange for high, green for normal, grey for low. 50 rows a page, tick several to act on them together. This is the tab the page opens on when you arrive from anywhere other than My Tasks.
Board	Task Board	The kanban board, one column per status, cards showing subject, priority, due date and progress. Completed tasks are left out — this is the work still moving. Opening a card slides the task in from the side rather than taking you off the board.
Schedule	Task Schedule	Tasks placed on a calendar by due date and coloured by priority. It filters nothing, so finished tasks stay on the calendar where they happened.
Plan	Execution Plan	The gantt view: each task is a bar from its reminder date to its due date, filled to its progress percentage.
Worklog	Worklog Timeline	The same reminder-to-due span laid out week by week and grouped by owner, coloured by status — who is carrying what, and when.
My Tasks	My Open Tasks	The tasks you own that are not finished, soonest due first. The same view sits behind My Work › My Tasks and behind the My Open Tasks tab on Sales Home.
Priority	📅 My Priority Tasks	Open tasks — Not Started or In Progress — at High or Urgent priority, soonest due first with urgent above high on the same day. Read the name carefully: the filter mentions no date at all, so this is the priority queue, not a "due today" list. It carries no owner clause either, so it shows every high/urgent open task you have access to, not only your own.
Backlog	⏰ Open Tasks · Most Overdue First	Every unfinished task, oldest due date at the top. The name is the honest one: this is not filtered down to tasks that are strictly past due — it is the open backlog sorted so that whatever has been waiting longest surfaces first. The Overdue tick on the All tab is not a second opinion either: it is stamped when the task is saved, so it tells you what was true at the last edit, not what is true today.

How the system uses activities

Account last activity date — the customer recency clock the quiet-account reporting is built on. A completed task is only one of four things that refresh it: an event turning Held, a task completed, Send Email on a contact, and a case set to Resolved. The stamp also walks up the chain — complete the task on the opportunity, the contact or the case, and the account behind it is stamped for you, which is what stops a busy customer from looking silent for a whole sales cycle. The full table, including the one non-interaction source (changing an account's owner or type stamps it too), is in Meetings & Calls › What refreshes "last activity".
Stalled deals — an opportunity has no last-activity field of its own; activity you log on a deal refreshes the account behind it. What surfaces a deal that has gone quiet is Days in Stage, derived from the stage entry date, plus the daily Stalled Deal Alert, which nudges the owner and books a follow-up task.
Sales Activity dashboard — activity volume is reported here, not on Sales Performance, which carries pipeline metrics only. Activity by Rep counts logged interactions per owner — events that reached Held, the calls and meetings that actually happened, not tasks; completed tasks are counted separately, by the Tasks Completed tile. Neither is windowed to a week: this dashboard deliberately ships no date-range picker, so the week-by-week read is the neighbouring Activity Volume by Week chart. See Dashboards.

Tips for sales reps

✅ Log the call that happened with Log a Call, not as a Call task — that writes an event with attendees and a duration, and it is the event that lands in the customer's interaction history. Keep Call tasks for the calls you still have to make.
✅ Set the Reminder Date/Time if you'll forget by the due date.
✅ Link the task to the opportunity, not just the account — this is what surfaces it on the opportunity timeline.

Tips for service agents

✅ Use Follow-up tasks on cases that are waiting on the customer; set the due date to today + 3 to remember to chase.

Tips for admins

The urgent-task email alert template can be customised.
Recurring tasks generate one new instance per cycle. There's no calendar-style recurrence editor — adjust intervals individually.
Activity types (Call / Email / Meeting / etc.) can be extended via the picklist. See Customization › Extending Objects.

Activities

On this page