Task Settings

Task Settings let you customize how tasks are categorized, tracked, and prioritized. Configure task types, statuses, and priorities to match your team's workflow.

Navigate to Admin > Task Settings.

Task Types

Task types categorize the nature of a task (what kind of work it represents).

Managing Task Types

1. Select the Types tab.
2. View the list of existing task types.

Creating a Task Type

1. Click Add Type.
2. Configure:
   • Name (required) — e.g., "Call", "Email", "Meeting", "Follow-up", "Demo", "Research", "Documentation"
   • Icon — select an icon that visually represents the type
   • Color — choose a color for visual identification
3. Click Save.

Editing a Task Type

Click on a type to modify its name, icon, or color. Changes are reflected across all existing tasks of that type.

Deleting a Task Type

1. Click Delete on the type.
2. If tasks exist with this type, select a replacement type.
3. Confirm.

tip

Common task types for CRM workflows:

• Call (phone icon) — scheduled calls with contacts
• Email (envelope icon) — follow-up emails to send
• Meeting (calendar icon) — in-person or virtual meetings
• Follow-up (arrow icon) — general follow-up actions
• Demo (presentation icon) — product demonstrations
• Document (file icon) — document preparation tasks

Task Statuses

Statuses track the progress of a task through its lifecycle.

Managing Task Statuses

1. Select the Statuses tab.
2. View the ordered list of statuses.

Creating a Task Status

1. Click Add Status.
2. Configure:
   • Name (required) — e.g., "Not Started", "In Progress", "Waiting", "Completed", "Cancelled"
   • Color — visual color coding (e.g., gray for Not Started, blue for In Progress, green for Completed)
   • Order — position in the status progression
3. Click Save.

Reordering Statuses

Drag and drop statuses to change their order. The order determines how statuses appear in dropdowns and kanban views.

Default Status Progression

Order	Status	Color	Meaning
1	Not Started	Gray	Task has been created but not yet begun
2	In Progress	Blue	Task is actively being worked on
3	Waiting	Amber	Task is blocked or waiting for input
4	Completed	Green	Task is finished
5	Cancelled	Red	Task was abandoned

info

The first status in the list (lowest order) is used as the default status for new tasks. Typically this should be "Not Started" or "Open".

Task Priorities

Priorities indicate the urgency of a task.

Managing Task Priorities

1. Select the Priorities tab.
2. View the list of priorities with their icons and colors.

Creating a Task Priority

1. Click Add Priority.
2. Configure:
   • Name (required) — e.g., "Critical", "High", "Medium", "Low"
   • Icon — select from available icons (flame, thermometer, sun, snowflake, minus)
   • Color — visual color coding
   • Order — priority ranking (1 = highest)
3. Click Save.

Default Priority Configuration

Order	Priority	Icon	Color
1	Critical	Flame	Red
2	High	Thermometer	Orange
3	Medium	Sun	Yellow
4	Low	Snowflake	Blue

Default Values Configuration

Configure default values that are pre-selected when creating a new task:

1. Scroll to the Defaults section (or select the Defaults tab).
2. Set:
   • Default Type — which task type is pre-selected
   • Default Status — typically "Not Started"
   • Default Priority — typically "Medium"
   • Default Due Date Offset — number of days from creation (e.g., 3 days)
3. Save.

tip

Setting a default due date offset of 3-5 days encourages timely task completion. Users can always change the due date, but having a default prevents tasks from being created without deadlines.

Impact on Task Creation Forms and Filters

Surface	How Settings Apply
Create form	Type, Status, and Priority dropdowns are populated from these settings. Default values are pre-selected.
Edit form	Same dropdowns with current values selected
List view filters	Filter by type, status, and priority using these configured values
Kanban board	Columns can be grouped by status; cards show type icon and priority color
Reports	Group by and filter by type, status, priority

Best Practices

1. Keep types focused — 5-8 types is optimal. Every type should represent a distinct kind of work.
2. Use colors consistently — green for done, red for critical/cancelled, blue for in-progress. Users learn the visual language quickly.
3. Order statuses logically — the progression should flow from start to finish.
4. Set sensible defaults — reduce the number of decisions users must make when creating a task.
5. Review usage — check which types and statuses are actually used. Remove or merge rarely used ones.

Common Mistakes

• Creating too many statuses (10+) — this makes the kanban board unwieldy and confuses users.
• Not setting a default status — tasks created via API or automation may end up with no status.
• Using similar colors for different statuses — users rely on color coding, so make each color distinct.

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Next: Project Settings — Configure project statuses, templates, and phases.