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Tasks

Stay organized with reminders and follow-ups for every contact.

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
  1. Status Filter
  • To Do (default): Tasks not yet completed
  • Completed: Finished tasks
  • All Status: Everything
  1. Contact Type
  • All Contacts, Both clients and leads
  • Clients, Only tasks for paying clients
  • Leads, Only tasks for prospects
  1. 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 History 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

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 (creator only)
  • Reminder date and time (anyone on your team)
  • Category (creator only)

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

Bulk actions

Selection checkboxes are always visible on the tasks table. (On phones, open the ⚙ menu and tap Select to reveal them.) To act on several tasks at once:

  1. Tick the checkbox on each task you want to include, or tick the header checkbox to select every task in the current view.
  2. Pick an action from the bulk bar at the top:
    • Status: mark every selected task as complete or incomplete.
    • Delete: a confirmation dialog asks you to confirm the bulk deletion.

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.