The Tasks section is your personal command center for follow-ups and to-dos. Every task is linked to a contact, so you never lose track of what needs to be done and for whom. It's designed to help you and your team stay organized and never miss an important deadline.
Why it matters for your travel agency: Following up on time is the difference between closing a deal and losing a lead. Tasks ensure nothing falls through the cracks, whether it's calling a client about their visa or sending a proposal before the weekend.
[Screenshot: Tasks list page showing the main table with filters and date tabs]
Understanding Tasks
What is a Task?
A task is a to-do item linked to a specific contact. It can have:
- Content — What needs to be done
- Reminder date — When it's due (optional)
- Category — What type of activity it represents
Tasks vs Notes
In TravelBuilder Pro, tasks are actually a special type of note:
- Note - Record information
- Task - Action to complete
Good to know: When you add a reminder date to a note, it automatically becomes a task!
Viewing Your Tasks
The Tasks List
The Tasks page shows all your to-dos across all contacts in one convenient table.[Screenshot: Tasks table with sample data]
Table Columns
Each row displays:
- Contact — Avatar, name, and email of the related contact
- Task — Category icon (phone, email, meeting, etc.)
- Content — What the task is about (2 lines max, hover for full text)
- Reminder — Due date and time (if set)
- Type — Badge showing if contact is a Client (green) or Lead (blue)
- Actions — Checkbox, edit, and delete buttons
Quick Date Tabs
At the top, you'll find tabs to quickly filter by due date:
All Tasks — Everything, regardless of date
- Today — Tasks due today
- Overdue — Past-due tasks (red badge!)
- This Week — Tasks due this week
[Screenshot: Date tabs with badge counters]
Pro tip: Check the Overdue tab every morning. The red badge shows how many tasks need immediate attention!
Filtering Your Tasks
The Four Filters
Use the filter bar to find exactly what you need:
- Search
- Type to search by task content, contact name, or email
- Results update instantly as you type
- Status Filter
- To Do (default) — Tasks not yet completed
- Completed — Finished tasks
- All Status — Everything
- Contact Type
- All Contacts — Both clients and leads
- Clients — Only tasks for paying clients
- Leads — Only tasks for prospects
- Creator Filter
- My Tasks (default) — Tasks you created
- All Tasks — Tasks from your entire team[Screenshot: Filter bar with all dropdowns visible]
Smart Defaults
When you open the Tasks page, it automatically shows:
- ✅ To Do tasks (not completed)
- ✅ My Tasks (created by you)This means you see your pending work right away — no clicking required!
Resetting Filters
Click the Reset button to return to the default view. This button only appears when you've changed a filter.
Creating Tasks
Tasks are created from a contact's profile, ensuring every task is linked to the right person.
How to Create a Task
- Go to a contact's profile (from
/docs/contacts) - Click the Activity Timeline tab
- Click Add activity
- Write what needs to be done
- Set a reminder date (this is what makes it a task!)
- Optionally, set a specific time
- Click Save[Screenshot: Add activity dialog with reminder date set]
Choosing a Category
When creating a task, select a category that describes the type of action:
Communication (Contacted)
- 📞 Phone Call — Call the contact
- ✉️ Email — Send an email
- 💬 WhatsApp — Message via WhatsApp
- 👥 In Person — Schedule a meeting
- 🔗 Social Media — Follow up on social
Status Updates
- ✅ Qualified Lead — Lead qualification follow-up
- 🤝 In Negotiation — Deal negotiation tasks
- ❌ Lost — Follow up on lost opportunity
- ⏰ Follow-up — General follow-up reminder
Notes
- 📝 General Note — Any other task
- ⚠️ Important — High-priority action
- ✨ Client Preference — Preference-related task
Setting Reminder Date and Time
Date only:
- Select a date from the calendar
- Great for “sometime today” tasksDate + Time:
- Select a date
- Check Set specific time for reminder
- Choose hour and minute
- Perfect for calls or meetings at specific times[Screenshot: Date picker with time selector]Quick date buttons:
- Today
- Tomorrow
- In 3 days
- In a week
- In 2 weeks
Managing Tasksmpleting a Task
When you've finished a task, mark it as done:
- Find the task in the list
- Click the checkbox in the Actions column
- Done! The task is marked complete[Screenshot: Task row showing checkbox being clicked]What happens:
- Content gets a strikethrough style
- Task moves to Completed when filtering
- Completion date and who completed it is recordedTeam feature: Anyone on your team can complete tasks, not just the creator.
Uncompleting a Task
Changed your mind? Click the checkbox again to mark it as incomplete.
Editing a Task
Need to change the content or due date?Method 1: Click the row
- Click anywhere on the task row (except the checkbox)
- Edit dialog opensMethod 2: Click the pencil icon
- Hover over the task
- Click the pencil (✏️) icon[Screenshot: Edit task dialog]What you can edit:
- Task content
- Reminder date and time
- CategoryWhat you cannot edit:
- The associated contact (create a new task instead)Permission note: Only the person who created the task can edit it.
Deleting a Task
To permanently remove a task:
- Hover over the task row
- Click the trash icon (🗑️)
- Confirm in the popup dialog[Screenshot: Delete confirmation dialog]Warning: Deleted tasks cannot be recovered. Only the task creator can delete it.
Contact Grouping
When a contact has multiple tasks, they're automatically grouped together for easier management.
How Grouping Works
Single task per contact:
- Displays as a normal row
- All information visibleMultiple tasks per contact:
- Contact shown once in a header row
- Tasks listed below, collapsible
- Click to expand or collapse[Screenshot: Grouped tasks showing expanded contact with 3 tasks]
Expanding and Collapsing
- Click the header row to toggle
- Chevron down (▼) = expanded
- Chevron right (▶) = collapsedThe system remembers your preference, even after refreshing the page.
Visual Hierarchy
In grouped tasks, repeated information (contact name, type badge) is faded to 30% opacity to highlight task content and due dates.
Understanding the Task Timeline
Every task also appears in the contact's Activity Timeline, creating a complete interaction history.
Where Tasks Appear
- Tasks page — Centralized view of all tasks
- Contact's Activity Timeline — In the contact profileChanges sync automatically across both views.
