CRM Tasks and Reminders: No Client Falls Through the Cracks
“I'll call you back on Thursday,” “I'll send the invoice tomorrow,” “I'll check with the warehouse.” Most lost clients are lost not during negotiations but between them: a promise is made and then forgotten. Tasks in a CRM turn every promise into a record with a deadline, an assignee and a reminder.
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What is a task in a CRM
A task is a specific action with an assignee and a deadline: make a call, send an invoice, hold a meeting. In emyCRM, a task has a priority (from low to urgent), a reporter, co-assignees and watchers. You link it to a company, contact, lead or deal, and then it shows up in the client card next to calls and correspondence.
Where tasks come from
- Manually: from the client card, the task list or the calendar.
- Robots at pipeline stages. When a deal enters the “Proposal sent” stage, a robot assigns a task with a deadline to the owner on its own. You can make the stage's next robots wait until the task is closed.
- From an email: in one click, together with the email itself.
- By asking the AI assistant. With the AI Assistant Pro skill, Emy creates a task from a plain-language request, after you confirm it.
A missed call is a special case. If the missed-call rule is on, it becomes not a task but a separate “Call back” item with its own deadline and an overdue reminder.
Reminders and overdue tasks
- A reminder is set for a date of your choice or for “1 hour, 1 day, 3 days before the deadline.” If you move the deadline, the reminder is recalculated automatically.
- It arrives in the CRM bell and as a push notification with sound.
- Overdue tasks: once a day, in the morning, the assignee and the reporter get a single digest, “Overdue tasks: N,” and a note appears in the task chat. A snoozed task doesn't count as overdue.
- Telegram: the Emy bot messages you about overdue tasks and, if you want, about newly assigned ones; it stays quiet at night and sends your plan for the day in the morning.
Templates and recurring tasks
If the same work keeps coming up, you don't need to create it from scratch every time. A template stores the participants, priority, checklist and a deadline of “in N days”; it can be personal or shared. A recurrence can be daily, weekly or monthly, with weekends skipped and an end date: for example, a weekly round of calls to key clients.
Everything at a glance: day, kanban, calendar
- Today (“My day”) shows what needs doing today; you can drag a task to the hour you want.
- Kanban sorts tasks by deadline (overdue, today, this week) or by status. Drag a card, and its deadline or status changes.
- Calendar shows task deadlines next to meetings.
- Projects are for bigger undertakings, with their own kanban of stages and milestones.
Vacations and handovers
If the assignee is away, their substitute automatically becomes a co-assignee on the task and gets a notification. The assignee stays the same, and no history is lost. If an employee leaves for good, all their tasks are handed over to someone else in a single action.
Control without micromanagement
- A checklist, where each item can have its own owner and deadline, plus subtasks: a parent task can't be closed while its subtasks are still open.
- Deadline extensions on request: the assignee asks, and the reporter approves or declines.
- Result and sign-off: the assignee writes how it turned out, and the reporter accepts the work and can rate it from 1 to 5.
- Discussion happens in the task chat, not in private messages; system events are shown there too.
- Time tracking: a “Start / Stop” timer and planned effort.
| Situation | How the CRM helps |
|---|---|
| You promised to call back | A task with a deadline and a reminder a day before |
| Proposal sent, the client is silent | The stage robot creates a “call” task on its own |
| Employee on vacation | The substitute is a co-assignee, so tasks don't stall |
| Regular work | A recurring task from a template |
| “Done,” with no details | Result, sign-off and the reporter's rating |
How to get your tasks in order in a week
- Agree on a rule: every promise to a client is a task in their card, with a deadline.
- Add a “task after proposal” robot to the pipeline stage: this puts a check on the most common place where clients are lost.
- Create templates for repeating work and recurrences for regular call rounds.
- Ask everyone to set up reminders and connect the Emy Telegram bot.
- After a week, look at the morning overdue digest: it will show your bottlenecks right away.
We covered how tasks tie in with deal stages in our article on the sales pipeline.
Do task reminders come by email?
Can I create a recurring task?
What happens to the tasks of an employee on vacation?
Can a task be created automatically?
Can a department head see the department's tasks?
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