Meetings and tasks: planning your workday

Two building blocks for your workday: meetings (viewings and appointments) and tasks (action items and follow-ups). Both are linked to a specific record, contact, lead, deal, or property, so the context always comes along.

Click to enlarge

The calendar, all your meetings and tasks in one view.

When do you use this?

• A lead asks for a viewing, you schedule it directly
• A colleague needs to call a client back, you create a task for them
• A team meeting to review the pipeline
• Online appointment with an English buyer, Zoom link with the appointment

Two types of items

	Meetings	Tasks
Purpose	Viewings, appointments	Action items, follow-ups, reminders
Has time	Yes, start and end	Only deadline (due date)
Has participants	Yes, multiple contacts	No, assigned to one team member
Appears in calendar	Yes	No (but in Activities overview)

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Scheduling meetings

Five types in two categories

Type	Category	Required field
Visit location	Visit	Location (address or property)
Virtual visit	Visit	Online call URL
Meeting in office	Meeting	Location
Meeting outside office	Meeting	Location
Online meeting	Meeting	Online call URL

Creating a meeting

1. Open the record: contact, lead, deal, or property for which you are scheduling.

2. Click the Meetings tab.

3. Click the create button: a side panel opens with the form.

4. Fill in the details:

   Field	Required	Notes
   Title	Yes	3-100 characters
   Description	Yes	3-8,000 characters
   Category	Yes	Visit or Meeting
   Type	Yes	One of the 5 types
   Owner	Yes	The team member conducting the meeting
   Start date	No	Start time
   End date	No	End time
   Location	Conditional	Required for physical types
   Online call URL	Conditional	Required for virtual/online types
   Property	No	Link a specific property
   Participants	No	Add contacts as participants
   Private	No	Private meeting, only owner sees it

5. Click Save (or Ctrl+S / Cmd+S).

Scheduling from a deal

Scheduling the meeting from a deal? The system automatically suggests the linked contacts as participants, one click and they’re added.

Five statuses for a meeting

Status	When
Pending	Newly created, awaiting confirmation
Confirmed	Confirmed by all parties
Rejected	Declined
Cancelled	Cancelled
Completed	Has taken place

Filter the Meetings list by status using the dropdown at the top.

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Creating tasks

Tasks are action items for yourself or a team member, no time block, just a deadline.

1. Open the record: contact, lead, deal, or property.

2. Click the Tasks tab.

3. Click the create button: a side panel opens.

4. Fill in the details:

   Field	Required	Notes
   Title	Yes	3-100 characters
   Description	Yes	3-8,000 characters
   Due date	Yes	Deadline
   Assigned to	Yes	The team member who will carry out the task
   Priority	No	Urgency
   Status	No	Progress

5. Click Save (or Ctrl+S).

Three task statuses

Status	Meaning
To do	Not yet started
In progress	Being worked on
Done	Completed

Completion time is automatically recorded

When you set a task to Done, the system automatically records the time (completed_at). Not manually adjustable, that keeps the audit trail reliable.

Filter the Tasks list by Status and Priority using the dropdowns. Click a task to edit it, changes are saved immediately and appear in the timeline.

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Mentioning team members

In both meeting and task descriptions, you can mention colleagues. Type @ + name → colleague receives a notification. No extra email needed.

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Where do meetings and tasks appear?

Location	What
Meetings/Tasks tab on the record	List for this single record
Activity timeline	Card with ‘Meeting Created’ / ‘Task Created’
Activities overview	List + kanban across all records
Calendar	Only meetings (tasks have no time block)

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Related

Activities and timelineHow meetings and tasks together tell the story of a record.

NotesAdd free text to a record, for what doesn't fit in a field.