CRM(Personal Tasks)
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1. Introduction
Definition
«Personal tasks» is a Leeloo.AI platform tool for creating reminders and assignments for working with clients. Each task is linked to a specific client and has a start/end date and time, an assignee, and an optional connected deal. It is part of the Manage stage of the customer lifecycle — at this stage the manager organises work with active subscribers and keeps focus on commitments to the client.
The Tasks module operates in conjunction with the Chats section (which displays chats with active tasks in the Important tab), the Sales Plan (tasks inside a deal are visible to all managers in the plan), and the Client's Card (every task physically lives in a specific client's card).
The B2B operator (business owner, head of sales, manager) creates tasks for themselves or for colleagues directly in the client's card or in the Individual Tasks section. Every task where the manager is the assignee is gathered into the Important tab of the Chats section — this is the manager's working "inbox" of commitments for the day.
The B2C client does not interact with the module directly — they do not see tasks and do not know about them. However, every task makes the client the object of the manager's action: it reminds the manager to follow up, call, send a contract, or confirm payment. In this sense tasks indirectly affect the quality and timeliness of the communication the client receives in the messenger.
All tasks are written to the Client's Card — it remains the single source of truth. Tasks are read from the client's card, from the Important tab in Chats, and from the Individual Tasks section. They are written when a task is created via the client's card or from the common task list.
After reading you will understand:
which two task types exist in the platform ("within the sales plan" and "personal"), and how they differ in visibility;
how to add a task within a sales plan and how — a personal task outside any plan;
how to create a task for another user via the client's card;
how the 5-minute task start notification works and where it appears;
how to use the Individual Tasks section: switching between table and list views, filters, sorting by assignee and time period;
how to add multiple tasks for a single client.
Purpose
The module's key role is to turn the manager's scattered commitments to clients into a managed flow with reminders, assignees, and deadlines. It keeps the sales team's work under control and prevents clients from "falling through the cracks" between touchpoints.
At the Manage stage the module gives the head of sales and the managers a single list of commitments, broken down by day and assignee. Sorting by manager lets you see the team's workload and control who has to do what today, this week, next month. JTBD — guarantee that no client is forgotten and every manager's promise is fulfilled on time.
At the Engage stage a task is used as a follow-up touchpoint: "call back in 3 days", "send materials after the demo", "clarify the status of the decision". The manager records the commitment right after the conversation, and the platform reminds them with a pop-up 5 minutes before the deadline. JTBD — maintain a constant, timely dialogue with the client without losing context after the first contact.
2. Types of Tasks
The platform has two types of tasks, differing in visibility for the team:
2.1. Within the Sales Plan
A task created in a client's card within a sales plan deal will be visible to all managers assigned to that plan. However, in the Important tab of the Chats section the chat with the client for whom the task was added is displayed only for the manager responsible for that client.
2.2. Personal Tasks
Personal tasks are tasks visible only to you (other managers cannot see them). A personal task is created for a client who is not part of any sales plan, or when a manager wants to record a private commitment.
3. Adding Tasks Within the Sales Plan
To add a new task within a sales plan, you need to be assigned as a manager in that sales plan and have the new deal allocated to you. After that, find the relevant deal, open the client's mini card, and add a task as shown in the screenshot below.
4. Adding Personal Tasks
You can also add tasks for a client who is not part of any sales plan. In this case, a personal task will be created, visible only to you and not to other users.
For more convenient task management, quick filters are available above the task list. Choose one of the following filters to quickly display the corresponding tasks:
All — displays all tasks;
Overdue — displays tasks that are past their due date;
Today — displays tasks that need to be completed today;
Tomorrow — displays tasks scheduled for tomorrow;
Current Week — displays tasks that need to be completed during the current week;
Next Week — displays tasks scheduled for the next week.
5. Assigning a Task to Another User
You can create a task for another user and assign a task to another user. Follow these simple steps:
Open the client's card to which you want to attach a task (click on the client's name).
Select the «Tasks» section.
Click the «Add Task» button — a task creation form will appear.
In the «Name» field, set the name of the task.
Enter the «Description» of the task.
Select the start and end date and time for the task.
«Client» — the field indicating the platform subscriber for whom the task is being created.
«Connected Deal» — the sales plan deal the subscriber is already linked to. If there is no linked deal, this field will remain empty.
«Assignee» — assign the manager responsible for completing the task. The task will appear in their «Important» tab within the Chats section.
Click the «Save» button.
6. Task Start Notification
As a reminder about a task, 5 minutes before the task's start time a notification appears in the bottom right corner of the page informing the assignee about the task, and the task is also shown in the Notifications section (top left of the page):
7. Individual Tasks Section
In the left-hand menu you will find the Tasks section, where all tasks are displayed. Here you can view, manage, and edit tasks. The section offers two display formats: Table view (Screenshot 1) and List view (Screenshot 2).
To add a new task, click the «Add Task» button or click on a specific date in the calendar where you want to add the task — a task creation menu opens, identical to the form in the client's card, where you can fill in all the necessary fields and select the responsible person.
The «Assignee» field lets you assign tasks to your managers. If you notice that a manager was supposed to contact a client but didn't or forgot to complete an action, you can set a task directly in the client's card and assign it to that manager. Once assigned, the task automatically appears in the manager's calendar as a new entry, indicating that they need to complete the task.
In the Tasks section you can sort tasks by assignee — this lets you track the tasks assigned to your team members and monitor their activity. Tasks can also be sorted by days, weeks, or months, giving you control over your team's workload and helping you manage their performance effectively.
8. Multiple Tasks for One Client
You can add multiple tasks for a single client by clicking the «Add Task» button. After adding a new task, you will see an additional task displayed in the client's card:
Related instructions
Instruction | Purpose |
|---|---|
CRM — managing the deal pipeline and the distribution of clients between managers; the context for tasks within a sales plan. | |
Chats — the section where tasks are displayed to the manager in the Important tab. | |
Audience — the general list of platform subscribers, for each of whom a task can be created. | |
Client's Card | The central subscriber card in which every task is created and stored. |
Sales Plan | A funnel with deal stages; tasks inside the plan are visible to all managers of the plan. |
Managers | The list of employees among whom tasks and deals are distributed. |
Key terms
Term | Explanation |
|---|---|
Personal tasks (Персональные задачи) | A Leeloo.AI platform module for creating reminders and assignments for clients. A task is linked to a client, has a date/time, an assignee, and is optionally connected to a sales plan deal. |
Task within a sales plan | A task created in the card of a client linked to a sales plan deal. Visible to all managers of the plan. |
Personal task | A task visible only to its creator; not displayed to other managers. |
Assignee | The manager designated as responsible for completing the task. Sees it in the Important tab in Chats and in their own calendar. |
Important tab | A tab in the Chats section that gathers chats with clients who have active tasks. |
Individual Tasks | A section in the left-hand menu of the platform with a common task list, available in table or list format, with filters and sorting. |
Connected Deal | The sales plan deal to which the task's subscriber-client is linked. |
5-minute notification | A pop-up in the bottom right corner and an entry in the notifications panel at the top left, both appearing 5 minutes before the task's start time. |
Client's Card | The central subscriber card; the source of truth for all tasks, where they are created and read. |
Manage stage | The customer lifecycle stage at which the manager organises commitments and touchpoints with active clients; the key context for Personal Tasks. |