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Tasks

Tasks are the building blocks of project execution. Create tasks, assign them to team members, set priorities and due dates, and track completion.

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Creating a task

1. Open a project or go to Tasks (for standalone tasks)
2. Click Add Task
3. Fill in the task details:

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Task types

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Task statuses

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Assigning tasks

Assign one or more team members to a task:

1. Edit the task
2. Add assignees in the Assignees field
3. Each assignee sees the task in their personal task list

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Task priorities

Prioritize tasks to help your team focus:

• Urgent - Needs immediate attention
• High - Important, should be done soon
• Medium - Standard priority
• Low - Can wait

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Sub-tasks

Break complex tasks into smaller sub-tasks:

1. Open a parent task
2. Click Add Sub-task
3. Sub-tasks inherit the parent’s project but can have their own assignees and due dates

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Linking tasks to CRM records

Tasks can be linked to any CRM entity:

• Contacts/Companies - Follow-up tasks for a client
• Deals - Sales-related tasks
• Leads - Lead nurturing activities
• Projects - Project deliverable tasks

This creates a full activity trail on the linked record.

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Task attendees

Add external contacts as attendees on call and meeting tasks:

1. Edit a task
2. Add contacts in the Attendees field
3. Attendees are recorded for tracking purposes

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Recurring tasks

Automate repetitive tasks with recurring task profiles:

1. Go to Tasks > Recurring
2. Click Add Recurring Task
3. Configure:
   • Task template (title, type, priority, assignees)
   • Frequency (daily, weekly, monthly, or custom rule)
   • Start date and optional end date
   • Due days - Number of days after creation for the due date

Heffl creates a new task automatically based on the schedule.

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How recurring tasks work

• Each task is created fresh based on the profile
• The profile tracks the last output date to prevent duplicates
• Tasks are created as Open status by default
• You can deactivate a recurring profile to stop future creation

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Google Calendar sync

Sync your tasks to Google Calendar:

1. Connect Google Calendar in Settings > Integrations
2. Enable sync for task types you want on your calendar (calls, meetings, etc.)
3. Tasks with due dates appear as calendar events

Sync is one-way: Heffl to Google Calendar. Changes in Google Calendar do not sync back to Heffl.

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Time tracking

Track time spent on tasks using timesheets:

1. Open a task
2. Click Log Time
3. Enter the duration and date
4. Optionally add notes about what was done

Time entries are linked to the task and project for reporting.

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Filtering tasks

Filter your task list by:

• Search - Find by title
• Status - Open, In Progress, Completed, Cancelled
• Assignee - Filter by team member
• Priority - Filter by urgency
• Type - Task, Call, Meeting, Email, Activity
• Due date - Filter by deadline range
• Project - Filter by parent project
• Entity - Filter by linked CRM record
• Tags - Filter by labels

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Bulk operations

Select multiple tasks for bulk actions:

• Bulk update - Change status, assignee, or priority for multiple tasks
• Bulk delete - Remove multiple tasks at once

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FAQ