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Tasks and time

Tasks and time organizes your team's day-to-day work. Create a standalone task or link it to a project, a client, a ticket or another record, assign it with a due date and a priority, and track the time you spend on it with a timer or by hand.

  • Standalone tasks or tasks linked to a project or record
  • Tasks that repeat weekly, monthly, quarterly or yearly
  • A live timer or minutes logged by hand
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Sample screen with fictitious data.

Tasks with or without a project

Most daily work is not a project: calling a client, reviewing a contract, preparing a meeting or chasing a payment. In Tasks and time, a task can exist on its own, without a project, and all you need to create it is a title.

When it helps, link it to the record it came from. That record's name shows on the task as a link, so anyone can see where the work comes from and open it in one click.

If you create it from a ticket or an opportunity, the link is already set and nobody can change it by mistake.

What every task includes

  • Several owners, and who assigned it

    Put one or several people on a task. They all see it in their own list, the first one is the main owner, and who assigned it always stays visible.

  • Status and priority

    Four statuses, from To do to Done, and four priorities, from Low to Urgent. Change them right from the list, without opening the task.

  • Repeating tasks

    Choose weekly, every 2 weeks, monthly, every 3 months, every 6 months or yearly. When you mark it done, the next one is created with its new due date.

  • Subtasks with their own owner

    Break the task into steps and assign each one to whoever will do it. Tick the last subtask and the task moves to Done; untick one and it goes back to Doing.

  • Comments with mentions, files and recordings

    Mention a teammate to notify them, attach up to 10 files per comment and paste a YouTube, Vimeo or Loom video to watch it right there. Only your team reads comments, unless you choose to show one to your client on a project task.

  • Billable, with an hourly rate

    Mark the task as billable and give it an hourly rate: next to the tracked time you will see what that work is worth.

Two ways to track time

Every entry keeps who spent the time, how many minutes and on which day, and it adds up to the task's total.

Timer

  • Click Start timer when you begin and Stop timer when you finish
  • You watch the time run in hours, minutes and seconds
  • When you stop it, the time is logged in minutes
  • Each person has only one timer running at a time

Manual entry

  • Enter the minutes you spent
  • Add a note about what you did
  • Useful for a call or a visit that already happened
  • Each person can delete their own entries

On project tasks, every entry also counts toward the project's total.

All your tasks in one list

The Tasks list brings together standalone tasks and the ones that come from projects, tickets, clients, invoices, proposals or opportunities. At the top, four cards count tasks by status and show how many are overdue.

Each person sees the tasks assigned to them and the ones they assigned. People allowed to see the whole organization's work also see everyone else's, and can narrow the list down to their own with a filter.

Your filters, columns and sort order are saved with you, so the list opens the way you left it.

If you start the timer on another task, the one already running stops by itself and saves its time, so the same hours are never counted twice.

Frequently asked questions

Do I need a project to use tasks?

No. A task can exist on its own, without a project. When you create it, you decide whether to link it to a project, a client, a ticket, an invoice, a proposal or an opportunity.

Will my team know when I assign them a task?

Yes. Every person you add gets a notice, and the people on the task hear about it when someone finishes it or when its due date, priority or phase changes. Fixing the title or the description does not send any notice.

What happens when a task is overdue?

The people on it get a notice, its due date is flagged as overdue in the list, and it appears among the overdue tasks in their daily summary on the main dashboard.

Can I assign a task to someone at my client's company?

Yes, when the task is linked to that client, to one of their projects or to one of their tickets. The person gets an email with a link to confirm it, even without a client portal account.

How do I invoice tracked time?

From the project. AgentticCRM prepares a draft invoice with the project hours that have not been billed yet, at the project's hourly rate. Hours already billed are never charged again, and if you discard the draft they go back to unbilled.

Who can delete a task?

The person who assigned it, as long as their role allows deleting tasks. That way nobody can delete work that was handed to them on their own.

Can I organize my tasks from ChatGPT or Claude?

Yes. Your connected assistant creates the task with its checklist, ticks off the steps already done, moves a step to another task in the same project, or hands the task to your client when it depends on them.

Tasks and time across AgentticCRM

See AgentticCRM working with your team's day-to-day

Ask for a demonstration and we will show you how these features fit the way you already work: your clients, your projects and the way you get paid.

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