| Built around a user's daily activities, the Task Manager makes it simple 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—and access it on any page in the application. This article will provide an overview of the Task Manager's features.
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Available with: | ||||
| Marketing Automation | ✓ | ||||
| CRM Ultimate | |||||
| CRM PRO | |||||
| CRM Free | |||||
| Toolbar: | |||||
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| Users: | |||||
| 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. Access the Task Manager in SharpSpring's top toolbar by clicking 
Task Manager.
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By default, the Task Manager icon is a |
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The Task Manager Window
The Task Manager provides information on all pending or overdue tasks that are assigned to you.
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This information includes:
The available task types are as follows: |
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Type |
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Description |
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Call Task |
A task that requires a phone call. If the lead associated |
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Email Task |
A task that requires an email be sent. If the lead associated |
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General Task |
A task with no defined action. This task can be used to |
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Meeting Task |
A task that requires a meeting. If the lead associated with |
Regardless of type, tasks with associated leads will not have the default icon and instead have the lead's portrait and score.
Navigating the Task Manager
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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Click the All Tasks drop-down menu to filter tasks that are due:
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In addition, the Task Manager provides a link to the Activity Feed. Clicking the Activity Feed tab will turn the Task Manager window into the Activity Feed window.
For more information on Activity Feed features, refer to Activity Feed Overview.
For Administrators: All User Tasks
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Administrators have access to view all tasks assigned to users in an instance of SharpSpring. |
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Creating New Tasks
You can directly create tasks through the Task Manager. To create a new task, do the following:
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1. |
Click + Task in the Task Manager window. |
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2. |
Select the desired date in the Select a Date field. |
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3. |
Select the desired time in the Select a Time field. |
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4. |
Select from the following task types in the
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Optionally, enter a lead's name in the Search Leads text box. |
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Optionally, select an opportunity the lead is part of in the Select an Opportunity menu. |
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Enter a title for the task in the Title text box. |
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Assign the task to a user in the Assignee menu. |
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Optionally, click the Send Calendar Invite checkbox. |
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Optionally, enter a task note in the Note text box. |
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11. |
Click OK. |
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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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1. |
Hover over a task in the Task Manager window. |
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2. |
Click |
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3. |
Edit the task as necessary. |
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4. |
Click OK. |
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.
Deleting Tasks
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If you no longer need a task, you can delete it. To delete tasks, do the following: |
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1. |
Hover over a task in the Task Manager window. |
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Click |
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Be aware that deleting tasks is a permanent action. Any notes associated with the task will also be deleted. |
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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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1. |
Click a task in the Task Manager window. |
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2. |
Enter a note in the Enter a Task Note text box. |
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Click Add Note. |
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Once a note has been entered into a task, the Task notes are listed in reverse chronological order, with the most recent note appearing at the top of the list. |
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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Note icon will appear next to the due date.
Editing Task Notes
Task notes can only be edited through the lead's record. To edit task notes, do the following:
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1. |
Hover over a task with a note in the Task Manager window. |
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2. |
Click |
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Locate the Upcoming Tasks section in the Contact Record. |
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Click the task with a note. |
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Locate the target note under the Note text box. |
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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6. |
Click |
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Edit the note content. |
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8. |
Click Save to save edits or Revert to discard edits. |
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Deleting Task Notes
Task notes can only be deleted through the lead's record. To permanently delete task notes, do the following:
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Hover over a task with a note in the Task Manager window. |
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Click |
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Locate the Upcoming Tasks section in the Contact Record. |
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Click the task with a note. |
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Locate the target note under the Note text box. |
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Click |
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Click OK. |
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Marking Tasks Complete
Once you have completed a task, you can remove it from your task list. To mark tasks as complete, do the following:
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Hover over a task with a note in the Task Manager window. |
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2. |
Click |
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Select either Incoming or Outgoing from the |
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Select Spoke with Contact, Left a Message, or No Answer from the Select an Outcome menu. |
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Optionally, enter a note in the Note text box. |
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6. |
Click Mark Complete. |
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Alternately, click the Mark Task Complete checkbox when writing task notes. Be aware that previous task notes in the Contact Record cannot be marked for completion. Only new notes can complete a task.
Opening Opportunities from the Task Manager
If your created 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  Open icon will not open the Contact Record. Instead, it will open the opportunity assigned to the task. |
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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.
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. |