Built around a user's daily activities, the Task Manager provides a way to create and complete tasks in one location. Call or email leads without leaving the Task Manager, or link to contacts and opportunities for additional information. You can access it on any page in the application. This article will provide an overview of the Task Manager's features.
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Marketing Automation | ✓ | ||||
CRM Ultimate | |||||
CRM PRO | |||||
CRM Free | |||||
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Administrators | ✓ | ||||
Company Managers | ✓ | ||||
Marketing Managers | ✓ | ||||
Sales Managers | ✓ | ||||
Salespersons | ✓ | ||||
Jr. Salespersons | ✓ | ||||
Accessing the Task Manager
You can use the Task Manager at any time and from any place within the SharpSpring platform. The Task Manager is a default dashboard in the Launchpad and will always be available. To access the Task Manager, do the following:
The Launchpad provides you with an at-a-glance look at your upcoming tasks, recent activity, and most important metrics. The Launchpad itself is a collection of different dashboards that house specific information. This information can largely be customized by using your created custom reports to better display the information that you want to see. |
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Note: By default, the Task Manager represented by an
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The Launchpad will always be available in the Task Manager dashboard. This dashboard provides information on what tasks are available to you. However, you may want to display more than just your default dashboards. You can create your own custom reports and set them to be the default tab that you see when you first log in to SharpSpring during a given day. For more information on using custom reports with the Launchpad, refer to Launchpad Overview. |
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Understanding the Task Manager Window
The Task Manager provides information on all pending or overdue tasks that are assigned to you. By default, the Task Manager opens with a list of all pending or overdue tasks assigned to you. You may eventually have many tasks. You can navigate through your task list by filtering certain date and ownership parameters.
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Description |
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Call Task |
A task that requires a phone call. If the lead associated with the task has phone numbers on their record, clicking this icon will display the listed phone numbers and can initiate calls through the Sales Dialer. |
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Email Task |
A task that requires an email be sent. If the lead associated with the task has an email address on their record, clicking this icon will allow you to send a Smart Mail or an email. |
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General Task |
A task with no defined action. This task can be used to represent any task or action not represented by any of the other task types. |
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Meeting Task |
A task that requires a meeting. If the lead associated with the task has an email on their record and the Send Calendar Invite box is checked when creating the task, the SharpSpring user the task is for will receive a calendar invite to the meeting in their email inbox. |
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You can also refine your search in the search bar by searching a task's name. By default, tasks will display in chronological order, with those tasks with the closest due date appearing first. Select either Due Date or Task Name from the |
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In addition, the Task Manager provides a link to the Activity Feed, as well as available custom report dashboards. |
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When you have tasks set, time becomes a factor. The Task Manager will display a different color that reflects how much time remains prior to a task being due: |
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No Tasks Due |
Tasks are assigned, but they are not due within the next fifteen minutes. |
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Tasks Due Soon |
Tasks are assigned and are due within the next fifteen minutes. |
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Just in Time |
A lead that has a task associated with them has visited or is currently visiting a specific site. Available only for the Sales Optimizer. |
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For Administrators: All User Tasks
Administrators have access to view all tasks assigned to users in an instance of SharpSpring. |
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Opening Opportunities from the Task Manager
If your task has an associated opportunity, you can open the opportunity from the Task Manager. Tasks with opportunities will not have the lead's name. These tasks will instead show opportunity name and the expected value of the opportunity. For tasks with opportunities, the ![]() |
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Be aware that only the opportunity assigned to the task will be opened, and not other opportunities that the lead may be attributed to.
Creating New Tasks
You can directly create tasks through the Task Manager. To create a new task, do the following:
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Created tasks will display in chronological order in the Task Manager.
Editing Tasks
Created tasks can be edited at any time. To edit a task, do the following:
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Tasks that have their dates or times changed will move up or down the task list, per chronological ordering. Tasks that have their assigned users changed will be moved to that user's task list.
Bulk Editing
The Task Manager also provides a way to reassign or delete many tasks at once for a single user.
Bulk Reassignment
To reassign a user's tasks in bulk, do the following:
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Note: To select all available tasks, click either the
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Bulk Deletion
To delete a user's tasks in bulk, do the following:
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Note: Click the
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Deleting Tasks
If you no longer need a task, you can delete it. To delete tasks, do the following:
Be aware that deleting tasks is a permanent action. |
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Writing Task Notes
Though you can write notes for a task when creating or editing a task, you can directly enter notes for a created task from the main Task Manager window itself. To write task notes for a task, do the following:
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Note: Closing the Note box with unsaved note text when in the Task Manager will not delete the entered text. However, navigating away from the Task Manager window will delete all unsaved note text.
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Once a note has been entered into a task, the Note icon will appear next to the due date. Hover over the icon to see a list of all notes for the task.
Task notes are listed in reverse chronological order. The most recent notes appear at the top of the list.
Editing Task Notes
Task notes can be edited through either the associated lead record or an associated opportunity.
Editing via Contact Manager
Task notes can be edited through the lead's record. To edit task notes, do the following:
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Note: Tasks with associated opportunities will not open into the Contact Record. You will need to locate the contact in the Contact Manager to edit task notes for these contacts.
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Editing via Opportunities
Task notes can be edited through an associated opportunity. To edit task notes, do the following:
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Deleting Task Notes
Task notes can be deleted through either the associated lead record or an associated opportunity.
Deleting via the Contact Manager
To permanently delete task notes through the Contact Manager, do the following:
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Deleting via Opportunities
To permanently delete task notes through an associated opportunity, do the following:
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Marking Tasks Complete
Once you have completed a task, you can remove it from your task list. Certain task types have different requirements.
Marking Email, General, or Meeting Tasks as Complete
To mark tasks as complete, do the following:
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Note: Tasks that are marked complete past their original due date are marked as late, even if the due date is rescheduled.
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Marking Phone Tasks Complete
Phone tasks have certain information that must be added to them before they can be marked as complete. To mark phone tasks as complete, do the following:
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Note: Tasks that are marked complete past their original due date are marked as late, even if the due date is rescheduled.
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Task Options
When interacting with tasks, there are different options available from the Options menu. The menu has the following actions available:
Option | Description | |
Call |
If the lead associated with the task has phone numbers on their |
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Smart Mail |
If you have Mail Sync enabled and the lead associated with |
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If the lead associated with the task has an email address on their |
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Add Note |
Opens the Note text box. Allows for notes to be entered into the task. |
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Edit Task |
Opens the task for editing. |
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Delete Task |
Deletes the task. This action is permanent. |
Sales Optimizer Entries
SharpSpring's Sales Optimizer provides the ability to automate the creation of opportunities, tasks, and actions based on opportunity pipeline stages. The Sales Optimizer gives you the ability to reach out to leads when it counts most, with real-time notifications for lead activities.
If you have the Sales Optimizer enabled, these notifications appear in the Task Manager. Tasks associated with your Sales Optimizer automations and related content will appear in the Task Manager. For these tasks, a ![]() |
In addition, the Task Manager will display real-time notifications for relevant tasks. When a salesperson is assigned to lead that visits their site, and that lead has a task associated with them, the salesperson will receive a notification. These tasks will be listed above the Just in Time line in the Task Manager and will have a purple circle surrounding the lead's picture and lead score.