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Log activities and notes

Schedule calls, meetings and follow-up tasks against a lead, contact, account or deal, and write notes your whole team can read. At the end, you have one list of what is overdue, due today and due this week, plus a calendar and a notes feed.

Before you start

  • You can see CRM in the left rail. If not, ask your admin for CRM access.
  • The lead, contact, account or deal you want to log against already exists. See Create and manage deals.

Activities, Activity Calendar and Notes are not listed in the CRM panel. Open them from the search box at the top (Search contacts, campaigns, templates…), or press Ctrl K (⌘K on a Mac) and type the screen name.

Steps

Add an activity

  1. Press Ctrl K, type Activities, and select it. The Activities screen opens.
  2. Click Add task. The Add Activity form opens.
  3. Pick a Type: CALL, MEETING or TASK.
  4. In Subject, type what it is about, for example Demo call with Asha.
  5. In Related To, pick the lead, contact, account or deal it belongs to.
  6. Set the Activity Status (it starts as PLANNED) and the Priority (it starts as MEDIUM).
  7. Set the time:
    • For a task, pick the Due Date (task).
    • For a call or meeting, pick the Start Date (call/meeting), Start Time, End Date and End Time.
  8. Optional: fill Location (meeting), or Call Direction and Call Duration (min) for a call.
  9. Optional: pick a Reminder Date and Reminder Time to be reminded.
  10. Click Submit. The activity shows in the list.

To add a follow-up from a deal instead, open the deal's full record, go to Notes & Activities, type in Add a follow-up task… and click Add Task.

Work through your list

  1. On Activities, keep List selected. Activities are grouped into Overdue, Today and This week.
  2. Tick an activity when it is done. The message Task completed appears.
  3. Tick a completed activity to open it again. The message Task re-opened appears.

See activities on a calendar

  1. On Activities, click Calendar to see the month with a count on each day.
  2. For a fuller calendar, press Ctrl K, type Activity Calendar, and select it.
  3. Switch between the month, week, day and schedule views [VERIFY: view switcher labels]. Calls and meetings sit on their scheduled time. Tasks sit on their due date.
  4. Click Refresh to load changes.

Write a note

  1. Press Ctrl K, type Notes, and select it. The Notes feed opens, newest first.
  2. Click Add note. The Add Note form opens.
  3. In Related To, pick who or what the note is about.
  4. Optional: add a Title.
  5. In Note, type the note. It is required.
  6. Optional: tick Pinned to pin the note.
  7. Click Submit.

To read notes next to your tasks, click Notes on the Activities screen. To add a note from a deal, open the deal's Notes & Activities tab, type in Add a note… and click Add Note.

Video walkthrough

[VIDEO]

Troubleshooting

Issue Cause Fix
Subject is required. Subject is empty. Type a subject and submit again.
End date cannot be before start date. End Date is earlier than Start Date (call/meeting). Fix the dates.
Note body is required. Note is empty. Type the note and submit again.
Could not update that task. The change did not save. Refresh the page and tick the activity again.
An activity is missing from Overdue, Today and This week It is due later, or it has no due or start date. Open Activity Calendar to find it, and give it a date.
Nothing due You have no activities scheduled yet. Click Add task.