Every note, call, meeting and follow-up for a record in one place - a list per Database Type, and shortcut buttons to what is outstanding.
Every activity that belongs to a record in your database lives in one place. Most of it is notes — what was said, what you agreed, what you promised — and then your calls, your meetings and your follow-ups alongside them.
This guide covers where those lists live, why there is one per Database Type, and the shortcut buttons that get you to what is outstanding.
Go to Task Management › Task Activities. There is a separate list for each of your Database Types: Client Task Lists, Prospect, Web Lead and Contact.
They are separate on purpose. A Prospect you are chasing and a Client you are serving are different jobs, and mixing them makes both lists harder to trust.
A Task is any activity attached to a person. In practice most of them are notes — the record of a phone call, a meeting, a decision. The reminder side is the same object with its Complete Date left empty.
That is why this is the most-used part of the program for most advisors. It is where the relationship gets written down.
Open Client Task Lists and it starts on what is not done yet — not on everything. An empty list is a good sign: it means you are caught up.
There are buttons across the top of the list and they are shortcuts to your outstanding Tasks by horizon: All, Today, Week Ahead, Month Ahead, Year Ahead, and Completed.
Today first thing in the morning, Week Ahead on a Monday. They answer the two questions you actually have without touching a filter.
The header carries a running count — 0/1 Client, 0/3 Prospect — of what is done against what is outstanding for each Database Type. It follows you around every page, and clicking it takes you to the list.
The buttons handle what is coming up. When you need to find something you wrote months ago, that is Search Your Task History.
Write the note, not a reminder to write the note. The value of this section is what it says six months later. “Spoke to her about the CRA review, she is sending the letter” beats “called Mary” every time.
Dictate rather than write. Every Task note takes voice, and spoken notes are fuller than typed ones. See Add a Task.
Start the day on Today. One button, and the list is what you actually have to deal with.
Let the count reach zero. An outstanding number you have learned to ignore is worse than no number at all.
Keep your Task Types few. Five or six you use consistently make the filters worth having later; twenty nobody remembers make them useless.
This is the spine of the CRM. Open a Client before a meeting and the Tasks tab tells you the whole thread — what you discussed, what you sent, what is still outstanding.
Workflows drop Tasks onto these lists automatically at the right point in a sequence, and the Business Card Scanner files a Task for every card you photograph. Both arrive here and both are searchable the same way.
My list is empty. That is the default view working — it opens on Not Completed. Nothing outstanding means nothing to show.
I cannot find a Task I know exists. It is probably completed, or on another Database Type's list. Both are answered in Search Your Task History.
The count never goes down. Tasks close when they are given a Complete Date. Open one and set it, or use Make Complete from the list.
I cannot see the Tasks tab on a record. Tabs can be hidden per account. Check Custom Views.
My sub-user cannot see the lists. Task Management is granted per sub-user under permissions.
Because chasing a Prospect and serving a Client are different work. Each Database Type keeps its own list and its own count.
Both, and the difference is one field. With a Complete Date it is a note about what happened; without one it stays outstanding as a reminder.
They are shortcuts to your outstanding Tasks over different horizons — Today, Week Ahead, Month Ahead, Year Ahead — plus All and Completed.
Completed over total for that Database Type. It follows you everywhere, and clicking it opens the list.
No. Every note field takes dictation, and the AI tidies up what you said.
Tasks belong to the record, so anyone with access to that record sees them. Sub-user permissions decide who has access.
Tasks belong to somebody in your database. A To-Do List belongs to nobody — it is just yours.
Every activity that belongs to a record in your database lives in one place. On a daily basis you probably write notes about your conversations, your meetings, and your other activities. That is what this is for. What was said, what you agreed, what you promised, and the follow-ups you owe.
Task Management, Task Activities. There is a separate list for each of your Database Types.
Open Client Task Lists and it starts on what is not done yet. An empty list is a good sign. It means you are caught up. There are buttons along the top. These are shortcuts to your outstanding Tasks.
All, Today, Week Ahead, Month Ahead, Year Ahead, and Completed. Everything you write down stays here, and the filters will find it again whenever you need it.
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