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Activities & Tasks

Log calls, meetings, emails, and tasks against contacts and deals, and keep Last Contact and deal activity dates current automatically.

Overview

Activities & Tasks is the contact-centred agenda for CRM: every call, meeting, email, and task you log is tied to a Contact from the unified directory, and optionally to a Deal in the pipeline. Where Sales Pipeline and Deals & Quotes track the state of a deal, Activities & Tasks tracks the day-to-day work of moving it forward — the calls you made, the meetings you booked, and the follow-up tasks still open.

Contact Required, Deal Optional

Every activity must be linked to a Contact — there is no such thing as an activity with no owner. The Deal link is optional: log a prospecting call against a Contact before any deal exists, or attach the activity to a specific open Deal once one is created.

Activity Types

Call

A phone conversation with a contact. Marking a call complete updates the contact's Last Contact date.

Meeting

An in-person or virtual meeting. Completion also refreshes Last Contact, and the linked deal's Last Activity Date if one is attached.

Email

A logged email exchange. Counts toward Last Contact and Last Activity Date the same way calls and meetings do.

Task

A to-do item — "send proposal," "follow up Friday" — that doesn't itself represent contact with the customer, so completing a task does not touch Last Contact.

UI Walkthrough

The pill filter bar at the top — All / Tasks / Calls / Meetings / Emails — narrows the table to one activity type at a time. The table itself lists:

ColumnDescription
SubjectShort description of the activity, e.g. "Discovery call" or "Send contract."
TypeCall, Meeting, Email, or Task, shown with its icon.
ContactThe linked Contact from the unified directory — required on every row.
Due DateWhen the activity is scheduled or due.
StatusOpen or Completed.
ActionsMark as Complete, edit, or delete the row.

Click Add Activity to log a new call, meeting, email, or task — pick the Contact (required), optionally attach a Deal, set the type, subject, and due date, then save.

Mark as Complete & Downstream Updates

Clicking Mark as Complete on an activity does more than flip its status:

  • For Call, Meeting, and Email activities, the linked Contact's lastContact field is updated to the completion date.
  • If the activity is also linked to a Deal, that deal's lastActivityDate is refreshed at the same time — which resets any stale-deal warning shown on the deal's Sales Pipeline card (see below).
  • Task completion only changes the task's own status; it does not touch Last Contact, since a task is internal follow-up rather than customer contact.

Log Activities to Keep Deals Off the Stale List

The Sales Pipeline flags any open deal with no activity in 15+ days with a red stale badge. Logging and completing a call, meeting, or email against that deal's contact — with the deal attached — is the fastest way to clear the flag, because it refreshes lastActivityDate directly.

AI Assistant

Activities & Tasks has a built-in AI Assistant, opened from the tab on the right edge of the screen. It receives the currently filtered list of activities — subject, type, contact, due date, status, and priority — as structured context, and answers in Markdown.

Overdue Review

Ask which pending activities are past their due date.

Priority Review

Ask which high-priority activities are still pending.

Workload Review

Ask which contacts or deals have the most open activities.

Follow-up Gaps

Ask which contacts or deals have no recent or upcoming activity.

Checking rows in the table adds an Analyse Selected and Summarize Selected shortcut to the assistant, scoped to just those activities. Any reply can be saved as a report via Save as Report, and relevant Knowledge Base sources can be attached with Add Knowledge before asking. The assistant's AI backend follows the Writer Engine setting in Settings → Agentic — Ollama and other local/in-browser engines run entirely on your machine, never through TotalApp's servers.

Frequently Asked Questions

Can an activity exist without a Contact?
No. Every activity is required to have a Contact from the unified directory. There's no concept of a free-floating task disconnected from a person — if you need a purely internal reminder unrelated to a customer, use My Tasks in your workspace instead.
What happens to activities if I delete their Contact?
Deleting a Contact that has open deals or tasks shows a cascade-delete warning first. If you proceed, that contact's activities are hard-deleted along with the contact record — unlike deals, which are soft-orphaned rather than removed. See the Customers page for the full cascade-delete behavior.
Does completing a Task update Last Contact like a Call does?
No. Tasks represent internal follow-up work, not direct contact with the customer, so completing one only changes the task's own status. Only Call, Meeting, and Email activities update the Contact's Last Contact date and the linked Deal's Last Activity Date when completed.