Tasks

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.

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

Viewing Your Tasks

The Tasks List

The Tasks page shows all your to-dos across all contacts in one convenient table.

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

Filtering Your Tasks

The Four Filters

Use the filter bar to find exactly what you need:

1. Search

• Type to search by task content, contact name, or email
• Results update instantly as you type

2. Status Filter

• To Do (default) — Tasks not yet completed
• Completed — Finished tasks
• All Status — Everything

3. Contact Type

• All Contacts — Both clients and leads
• Clients — Only tasks for paying clients
• Leads — Only tasks for prospects

4. Creator Filter

• My Tasks (default) — Tasks you created
• All Tasks — Tasks from your entire team

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

1. Go to a contact’s profile (see Contacts)
2. Click the Activity Timeline tab
3. Click Add activity
4. Write what needs to be done
5. Set a reminder date (this is what makes it a task!)
6. Optionally, set a specific time
7. Click Save

From the dashboard

You can also create a task in one click from the Dashboard → Trips Panel:

1. In the day agenda popup (footer or empty state), or in the Day view header, click New task.
2. A contact picker dialog opens with the day already pre-filled — search for the contact the task is for and select them.
3. Fill in the content and click Save.

The task appears both in your Tasks page and on the contact’s Activity Timeline, exactly like a task created from a contact profile.

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” tasks

Date + Time:

1. Select a date
2. Check Set specific time for reminder
3. Choose hour and minute
4. Perfect for calls or meetings at specific times

Quick date buttons:

• Today
• Tomorrow
• In 3 days
• In a week
• In 2 weeks

Managing Tasks

Completing a Task

When you’ve finished a task, mark it as done:

1. Find the task in the list
2. Click the checkbox in the Actions column
3. Done! The task is marked complete

What happens:

• Content gets a strikethrough style
• Task moves to Completed when filtering
• Completion date and who completed it is recorded

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 opens

Method 2: Click the pencil icon

• Hover over the task
• Click the pencil (✏️) icon

What you can edit:

• Task content
• Reminder date and time
• Category

What you cannot edit:

• The associated contact (create a new task instead)

Deleting a Task

To permanently remove a task:

1. Hover over the task row
2. Click the trash icon (🗑️)
3. Confirm in the popup dialog

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 visible

Multiple tasks per contact:

• Contact shown once in a header row
• Tasks listed below, collapsible
• Click to expand or collapse

Expanding and Collapsing

• Click the header row to toggle
• Chevron down (▼) = expanded
• Chevron right (▶) = collapsed

The 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

1. Tasks page — Centralized view of all tasks
2. Contact’s Activity Timeline — In the contact profile

Changes sync automatically across both views.