Feature Introduction
A single task is rarely just one line of "to-do." "Product Launch Preparation" is actually ten small tasks; "Closing Deal with Client A" involves calling, sending quotes, scheduling a signing. With a flat task list, you either cram everything into one line and forget where you are, or create dozens of disconnected tasks without knowing which belongs to which. Discussions are scattered across chat and email, and when your boss asks "who's handling the most tasks?", you can only guess.
That ends today.
Task Management 2.0 consolidates everything into one single place: each task can be broken down into two levels of subtasks with auto-accumulated progress, includes checklists, comments and @mentions for teammates directly within the task, can be linked to Deals, Products, Orders, Invoices, and features an Analytics tab showing each person's workload. The redesigned list color-codes by status and deadline for at-a-glance understanding of upcoming tasks.
Problems Businesses Face
| Old Approach | Consequences |
|---|---|
| Flat task list, cannot be broken down | Large tasks become vague lines, easy to forget details |
| Uncertainty of a large task's completion percentage | Progress reports are based on intuition, management lacks real-time insight |
| No visibility into upcoming or overdue tasks | Deadlines are remembered by memory, tasks easily become overdue unnoticed |
| Task discussions scattered across chat/email | Information gets lost, involved parties are not notified |
| Inability to see who is overloaded with tasks | Uneven distribution, overloaded individuals go unnoticed by management |
Task Management 2.0 transforms tasks into a structured task tree, with deadline alerts, a place for discussions, and transparent metrics — all tightly integrated with your business data.
Key Highlights
1. Two-Level Subtasks + Auto-Progress Calculation
- Break Down Tasks: Split a large task into subtasks (up to two levels), each with its own assignee, deadline, and status.
- Auto-Calculated Progress: As subtasks are completed, the parent task's progress automatically accumulates — no manual % updates needed.
- At-a-Glance Progress: The progress bar instantly shows how far the main task has progressed.
2. Checklist Upon Task Creation
- Define Items from the Start: Add a checklist of steps during task creation, eliminating the need to go back and add them later.
- No Missed Steps: All necessary actions are contained in one place and also contribute to progress.
3. System-Recorded Completion Standards
- Reliable Completion Time: Status and completion time are recorded by the server, not the individual's local clock — ensuring consistent data for comparison and reporting.
4. Link to Deals, Products, Orders, Invoices + 360° Activity
- Link Related Objects: Associate tasks with Deals, Products, Orders, and Invoices to understand which opportunity/order the task serves.
- 360° Activity: An easy-to-read timeline detailing all events related to the task — who did what, and when.
- Easy Traceability: From a deal or order, quickly see all associated tasks and their statuses.
5. Redesigned List — Color-Coding by Status & Deadline + "Today" Board
- At-a-Glance Status: To-Do, In Progress, Completed, Cancelled statuses each have a subtle, easy-to-read hue.
- Deadline Alerts on the Line: Tasks approaching their deadline are amber, overdue tasks are red — scan the list to know what needs immediate attention.
- "Today" Board: At the top of the page, easily access filtered lists for "Overdue · Due Today · Approaching Deadline · High Priority · My Tasks." Clicking jumps directly to the relevant filtered list.
💡 Need a prioritized daily plan? Click "AI Suggest" for the assistant to organize your tasks by recommended order (feature uses credits).
6. In-Task Comments + Teammate @Mentions
- Discuss Directly in the Task: All discussions are kept alongside the task itself, preventing loss of information in chat/email.
- Mention Teammates (@mention): Type
@and select a team member; mentioned names display in blue for easy visibility, and the person receives an in-app notification. - Add Email When Needed: Enable the option to send an email to mentioned individuals to include those who are offline.
7. Task Analytics Dashboard — Workload Per Person
- Instant Overview: Total tasks, in progress, completed, overdue, completion rate, and on-time rate — with comparisons to the previous period.
- Workload Per Person: Charts show who is overloaded and who has capacity — enabling timely redistribution.
- Click on a Person: View detailed tasks that person is currently working on.
8. Approver & Reporter — Now Supports Multiple Approvers, with Start Time & Related People
- Multiple Approvers: Assign one or multiple approvers for tasks requiring multi-step approval.
- Reporter: The person who creates/monitors the task to track the final outcome.
- Start Time & Related People: Set a start milestone and add a list of related individuals to keep them informed of progress.
9. Attachments from Library & Internal Link Insertion
- Attach from Media Library: Select existing files/images from the workspace's Media Library, avoiding re-uploads.
- Insert Internal Links: Quickly attach links to the workspace's website, landing pages, or articles — no need to paste URLs manually.
10. Task Automation — Assigning, Status Changes, Completion, Email @Mentions
- Automatic Task Assignment: Processes that automatically create/assign tasks to the right person upon specific events (deal stage change, new order, etc.).
- Notify on Status Change / Completion: Automatically notify relevant parties when a task status changes or is completed.
- Email on @Mention: Enable to send an additional email to mentioned users — toggle on/off within the Task's Automation tab.
- These scenarios are located in the Automation Catalog (see Automation article).
Benefits for Businesses
| Feature | Practical Benefits for You |
|---|---|
| Subtasks + auto-progress calculation | Large tasks are clearly broken down, progress is transparent, no manual updates required |
| Color-coded list + "Today" board | At-a-glance view of upcoming/overdue tasks, start the workday focused |
| Comments + @mention | Discussions kept within the task, right people notified — no lost information |
| Per-person analytics dashboard | Identify overload, reallocate resources in time |
| Multiple Approvers / Reporters | Clear responsibilities, multi-step approvals when needed |
| Attachments from Library + internal links | Reuse workspace resources, stay within the system |
| Link to Deals/Products/Orders/Invoices + 360° Activity | All tasks linked to business data, easy traceability |
| Task Automation | Tasks don't fall through the cracks, reduced manual follow-ups |
Who Is It For?
- Sales Teams managing multiple tasks per deal (calls, quotes, signing appointments).
- Operations / Project Teams needing to break down large tasks, discuss within tasks, and track real progress.
- Managers needing to see workload per person and get accurate progress reports instead of asking individuals.
Getting Started
Navigate to CRM → Tasks, create a task, add checklists and subtasks, link it to a relevant Deal/Order, then try commenting to mention a teammate and open the Analytics tab. Refer to the Step-by-Step Guide to Task Management 2.0 for instructions, and explore Automation to make your tasks run automatically.
Free Trial — no credit card required.
