Use the Tasks module to track follow-ups, to-dos, and activities. Link tasks to opportunities, tickets, or contacts so nothing gets missed.
Introduction
Why use tasks in the CRM?
Follow-ups and to-dos that live only in your head or in email often get forgotten. The Tasks Module lets you create tasks, set due dates, and link them to opportunities, tickets, individuals, or organizations. You see what's due and what's linked to each deal or contact, so the whole team has visibility and nothing slips.
Who this is for
- Sales people who need to follow up on leads and opportunities (call back, send proposal, schedule demo)
- Support staff tracking ticket follow-ups and customer callbacks
- Anyone who wants a single place for actionable to-dos tied to the right record in the CRM
Step 1: Create a task
How to create a task
- Go to Tasks in the main navigation (or open the Tasks module from your sidebar).
- Click Create Task (or the equivalent in your app).
- Enter a clear title or description (e.g. "Call back re proposal", "Send quote to Acme Corp", "Follow up on ticket #123").
- Set a due date so you know when to do it. Use today or the next business day for urgent follow-ups.
- If your team uses assignment, assign the task to the person responsible.
- Link the task to the relevant record: an Opportunity, Ticket, Individual, or Organization. Linking keeps the task visible on that record so when you open the deal or contact you see the pending follow-up.
- Save. The task appears in your task list and on the linked record.
Step 2: Work from your task list
Using the task list
- Open Tasks to see your tasks (or tasks assigned to you). Filter by due date, assignee, or linked record so you can focus on what's due today or what's tied to a specific opportunity or contact.
- Complete tasks when done. Marking them complete keeps your queue accurate and lets the team see that the follow-up was done.
- If a follow-up is no longer needed, you can complete or cancel the task according to your app's options.
Seeing tasks in context
When you open an Opportunity, Ticket, Individual, or Organization, look for a Tasks tab or section. There you'll see all tasks linked to that record. That way you don't have to leave the deal or contact to see what's left to do.
Linking tasks to the right record
Why linking matters
- Opportunity: Link follow-up tasks (call back, send proposal) to the opportunity so everyone on the deal sees what's next.
- Ticket: Link tasks to the ticket when you need to follow up on a support case (e.g. "Call customer when part arrives").
- Individual or Organization: Link tasks to the contact or company when the follow-up is about the relationship in general, or when there's no single opportunity or ticket yet.
Linking gives context: when you open the record, you see the task, and when you look at your task list you can filter or group by record.
Best practices
Link every follow-up to the relevant record
Always link tasks to the opportunity, ticket, or contact they belong to. That way the follow-up is visible in context and the team has one place to see what's pending per deal or customer.
Set due dates
Give every task a due date so you know what to do today and what can wait. Without dates, tasks tend to pile up and get forgotten.
Use tasks for commitments
When you say "I'll call back tomorrow" or "I'll send the quote by Friday," create a task with that due date and link it to the opportunity or contact. That turns a verbal commitment into something visible and trackable.
Complete tasks when done
Mark tasks complete when you've done the follow-up. That keeps your list accurate and gives the team confidence that nothing was dropped.
Frequently asked questions
Can I link a task to an opportunity and a contact?
Depending on your app, you may be able to link a task to one or more records (e.g. opportunity and individual). Check the task form for link options; at minimum you can link to one primary record so the task appears in context.
Can I assign tasks to someone else?
If your setup supports it, use the assignee field to assign the task to the person responsible. They'll see it in their task list and can complete it when done.
Who can I contact for help?
Contact support at support@piraja.io.
Conclusion
Manage tasks and follow-ups by creating tasks in the Tasks Module, linking them to opportunities, tickets, or contacts, setting due dates, and working from your task list. When you do this consistently, nothing falls through the cracks. For more, see the Tasks Module guide and How to Track Leads from First Contact to Deal for the full lead-to-deal workflow.