Tasks and calls

A task is the next thing someone on your team has to do for a contact: call Alicia back, send the wholesale price sheet, confirm the Beaverton delivery. It has a due time, a reminder and an assignee, and it always belongs to a contact. A call is a record of a phone call you had (or tried to have) with a contact: how it went, how long it took, and what was said.

The Tasks page

In the sidebar, open Customers → Tasks. You can also click Customers at the top of the Contacts page and choose Tasks. The page has four tabs:

• Overdue — open tasks whose due time has passed, even earlier today.
• Today — open tasks due between now and midnight.
• Upcoming — open tasks due tomorrow or later, then open tasks with no due date.
• Done — completed tasks, most recent first.

"Today" and "midnight" follow your own computer's clock and time zone, so a teammate in another time zone sees their own day. The tabs show how many tasks are in each (Done isn't counted).

Use Mine / Everyone to switch between your tasks and the whole team's:

• Mine is the tasks assigned to you. A task you added for a teammate is theirs, not yours.
• Everyone shows every task, with who it's assigned to, and an Assignee filter: Anyone, Unassigned or a teammate.

The tab and the scope stay in the page's address, so a link or the Back button keeps them.

The Tasks item under Customers in the sidebar shows how many of your tasks are overdue or due today.

Add a task

Add a task from:

• the Tasks page — click Add task and search for the contact;
• a contact's details — click Add task in the header, or Add task in the Open tasks block;
• a call you're logging — tick Add a follow-up task (see Log a call);
• a deal — click Add task in the deal drawer's Tasks section; the task is linked to that deal.

Fill in:

• Title (required, up to 200 characters).
• Type — To-do, Call, Follow-up or Meeting.
• Due — pick Today (5:00 PM, or an hour from now late in the afternoon), Tomorrow (9:00 AM), In 3 days (9:00 AM), Next week (Monday, 9:00 AM), No due date, or Custom… for any date and time.
• Reminder — see Reminders.
• Assignee — Me by default, a teammate, or Unassigned.
• Deal — link the task to one of the contact's deals, or None (in workspaces with deals). Open deals are listed first; closed ones say (Won) or (Lost).
• Notes (optional, up to 5,000 characters).

Click Add task (or press ⌘/Ctrl + Enter).

Reminders

A task with a due time reminds its assignee at the due time unless you pick 15 minutes before, 1 hour before, 1 day before or No reminder. A task without a due time has no reminder.

• The reminder goes to the task's assignee. For an unassigned task it goes to the teammate who added it. An unassigned task added by an automation or the API reminds nobody — it waits under Everyone → Unassigned.
• Moving the due time moves the reminder with it. If the reminder time has already passed, the dialog says so and no reminder is sent.
• Each reminder is sent once. Completing the task cancels it; reopening a task doesn't bring back a reminder that was already sent — change the due time or the reminder to set a new one.
• If Cloodot can't send a reminder on time and it's more than a day late, it isn't sent at all.

Notifications

You're notified — in the bell and as a push notification — when:

• someone assigns you a task ("Megan Whitaker assigned you a task", or "An automation assigned you a task"), including a follow-up a teammate adds for you when logging a call. Assigning a task to yourself doesn't notify you.
• a task's reminder is due ("Due in 15 minutes: Call Alicia back").

Clicking one opens the contact with the task highlighted. Both are on by default. To turn them off, go to Settings → Notifications and untick When someone assigns you a task or When a task's reminder is due. See Notification triggers.

Complete, reopen and delete

• Complete a task by ticking its checkbox — on the Tasks page or in the contact's Open tasks block. It moves to Done straight away, and the message that pops up offers Undo for a few seconds.
• Reopen a done task by unticking it on the Done tab, or with Reopen when you open it.
• Edit a task by clicking it. You can change everything, including who it's assigned to.
• Delete a task from its ⋯ menu or the edit dialog. Click Undo in the message that appears to bring it back, reminder included; once that message is gone, the task can't be recovered.

Tasks on a contact

Open a contact and stay on Activity. The Open tasks block at the top lists the contact's open tasks — overdue first, then by due time — with a checkbox to complete each one. It shows five at first; Show n more shows the rest. The block is hidden when the contact has no open tasks.

The timeline also shows when each task was added and completed. Pick the Tasks & calls chip to see only tasks and calls. See Notes and activity.

Tasks on a deal

A task linked to a deal shows the deal's title next to the contact on its row; click it to open the deal. The deal drawer's Tasks section lists the deal's tasks, open ones first, and its Add task links the new task to the deal. A task can only be linked to a deal of the same contact. If the deal is deleted for good, the task stays and is simply no longer linked. See Deals.

Log a call

Cloodot doesn't place phone calls — log the calls you make from your own phone so the whole team knows what happened.

Click Log call in a contact's header, or in a row's actions menu on a watchlist. Then:

1. Pick the Direction — Outbound (you called them) or Inbound (they called you).
2. Pick the Outcome: Connected, No answer, Left voicemail, Busy, Wrong number or Asked for a callback. There's no default — pick what actually happened.
3. Optionally enter the Duration — 4:30, 4m 30s, 45s, or just 12 for 12 minutes — and a Note (up to 5,000 characters).
4. When is now; change it if you're logging an earlier call.
5. Click Log call.

Follow-up task

Tick Add a follow-up task to plan the next call in the same step. It's ticked for you after No answer, Left voicemail and Asked for a callback. The follow-up is a Call task due tomorrow at 9:00 AM, assigned to you, titled "Call name back" (or "Follow up with name") — change any of it before you save.

The call shows in the contact's timeline, with its note and its follow-up task. Edit or delete a call from its ⋯ menu. Click Undo in the message that appears to bring a deleted call back; once that message is gone, it can't be recovered.

Who can do what

• Members can see every task and call, add tasks, and edit, complete, reopen and reassign any task — so anyone can close out a teammate's task once it's done. They can delete tasks they added or that someone else assigned to them (taking a teammate's task doesn't make it theirs to delete), log calls, and edit or delete calls they logged.
• Admins and owners can also delete any task, and edit or delete a teammate's call. When an admin deletes someone's task or call, only an admin can bring it back.

See Members for roles.

Good to know

• Tasks and calls are for your team: the customer never sees them. Everyone in your workspace who can see tasks and calls sees all of them — there are no private tasks.
• When a teammate leaves the workspace, their tasks become Unassigned.
• Merging contacts moves their tasks and calls to the contact you keep. See Merge duplicate contacts.
• Adding a task or logging a call doesn't change the contact: it doesn't run Contact Updated workflows. A logged call doesn't count as a conversation, so it doesn't keep a claimed contact from being released after a quiet spell.

Automations and the API

• The Create Task workflow action adds a task from an automation — for example, a follow-up call for the contact's owner two days after a quote request. Under a deal trigger it can link the task to the deal that started the run. See Workflow actions.
• The Task Completed and Call Logged triggers start a workflow when a task is done or a call is logged. See Workflow triggers.
• The public API can list, add, edit, complete and delete tasks (with a dealId to link a deal), and list, log, edit and delete calls. The MCP server can do the same, except edit a call.