Tasks — StudioM Platform Guide¶
Who this guide is for: Anyone managing follow-ups, to-dos, and team action items on the StudioM platform. Time to read: Approximately 7 minutes
What Are Tasks?¶
Tasks are to-do items attached to contacts or deals in the platform. Instead of maintaining a separate to-do list or sticky note system, tasks live right next to the contact they relate to — so when you open a contact record, you can see exactly what needs to happen next and when.
Tasks can be assigned to any team member, given a due date and priority, and linked to both contacts and pipeline opportunities. They can be created manually or automatically by workflows.
How to Get There¶
Your personal task list: Navigate to the Tasks section (left sidebar) — shows all tasks assigned to you across all contacts.
Tasks for a specific contact: Open the contact record → click the Tasks tab.
Tasks linked to a deal: Open an opportunity → look for the Tasks section in the detail panel.
What's on a Task?¶
Each task has:
| Field | Description |
|---|---|
| Title | What needs to be done (e.g., "Call to follow up on quote") |
| Description / Notes | Additional context or instructions |
| Due Date | When the task should be completed |
| Priority | High (red), Medium (yellow), or Low (grey) |
| Assigned To | Which team member owns this task |
| Linked Contact | The contact this task is about |
| Linked Opportunity | Optional — link to a specific deal |
Creating a Task¶
From a Contact Record¶
- Open the contact in Contacts
- Click the Tasks tab
- Click + Add Task
- Fill in the title, due date, priority, and assigned team member
- Click Save
From the Tasks View¶
- Navigate to Tasks (left sidebar)
- Click + New Task
- Search for and link the relevant contact
- Fill in the details
- Click Save
From an Opportunity¶
- Open the opportunity card
- Find the Tasks section in the detail panel
- Click + Add Task
- Fill in the details and save
Via Workflow (Automated)¶
Workflows can create tasks automatically — for example, creating a "Call this lead" task every time a new contact submits your enquiry form, or creating a "Check in with new customer" task three days after a payment is received. See the Workflows guide for details.
Task Priority Levels¶
| Priority | Colour | When to Use |
|---|---|---|
| High | Red | Urgent — needs attention today |
| Medium | Yellow | Important but not critical |
| Low | Grey | When time allows |
Use priority levels consistently across your team so everyone understands the urgency.
Viewing Your Tasks¶
My Tasks View¶
Navigate to Tasks in the left sidebar to see all tasks assigned to you, sorted by due date. Tasks that are overdue appear at the top.
All Tasks View¶
If you have access to see other team members' tasks, use the All Tasks tab to see tasks assigned to everyone. Filter by assigned user to see a specific person's workload.
Filtering Tasks¶
Use the filter options to narrow down what you see: - By status — Pending, Completed - By priority — High, Medium, Low - By assigned user — specific team member - By due date — today, this week, overdue, custom range - By contact — tasks related to a specific contact
Completing a Task¶
Marking a Single Task Done¶
- From the Tasks view: click the circle/checkbox next to the task → it moves to Completed
- From the contact record: tick the checkbox next to the task
Completing Multiple Tasks at Once¶
- In the Tasks view, check the boxes next to multiple tasks
- Click Mark Complete from the bulk action bar
Viewing Completed Tasks¶
Completed tasks are hidden from the default view but remain on the contact record. Toggle Show Completed to see them.
Editing and Deleting Tasks¶
Editing a Task¶
Click on any task to open it, make your changes, and save.
Deleting a Task¶
Open the task → click the trash/delete icon → confirm. Deleted tasks are permanently removed.
Recurring Tasks¶
The platform doesn't have a built-in recurring task setting, but you can create recurring tasks using workflows. Set up a workflow that creates a task on a schedule — for example, a weekly "Post to social media" task or a monthly "Review active pipeline" task.
Task Notifications¶
When a task is assigned to you: - You'll receive an in-app notification (bell icon) - Optionally an email notification (depending on your notification settings) - Optionally a mobile push notification (if using the mobile app)
To adjust your notification preferences: 1. Click your name/avatar (top right or bottom left) 2. Go to Profile Settings → Notifications 3. Enable or disable task assignment notifications
Tasks and Workflows Together¶
Tasks and workflow automations work hand-in-hand. Common patterns:
| Workflow Trigger | Task Created |
|---|---|
| New lead from contact form | "Call this lead" — due in 1 hour |
| Appointment booked | "Prepare for appointment" — due the morning before |
| Payment received | "Welcome call — check in with new customer" — due in 3 days |
| Deal marked as Won | "Send onboarding documents" — due today |
| Appointment = No-Show | "Follow up on missed appointment" — due today |
Tasks created by workflows are automatically linked to the relevant contact and can be assigned to a specific team member.
Best Practices¶
- Create tasks at the moment of the conversation — when you promise to call someone back, create the task immediately before you forget
- Use the title as an action — "Call Sarah re: proposal" is clearer than "Follow up"
- Assign realistically — only assign High priority to tasks that genuinely can't wait
- Review your task list daily — use the Tasks view as your morning checklist
- Don't let tasks pile up — if a task is no longer relevant, delete it rather than letting it sit overdue
- Link tasks to opportunities — when a task is deal-related, linking it to the opportunity keeps everything in context
Common Questions¶
Q: Can a task be assigned to more than one person? No — each task has one assigned owner. If multiple team members need to act, create separate tasks.
Q: Will I get notified when a task becomes overdue? Overdue tasks appear highlighted in your task list, but you won't automatically get a new notification when a due date passes. Make it a habit to check your task list regularly.
Q: Can I see all overdue tasks across my whole team? Yes — go to the All Tasks view, filter by Due Date = Overdue, and you'll see all overdue tasks for all team members (if you have the access permissions to view them).
Q: Can I create tasks for contacts in bulk? You can create tasks via workflow bulk enrolment — enrol a group of contacts in a workflow that includes a Create Task action. You cannot add tasks to multiple contacts manually in one action.
Q: What happens to tasks if a contact is deleted? If a contact is deleted, their associated tasks are also removed. Consider archiving contacts rather than deleting them if you want to preserve the task history.
Need Help?¶
Contact StudioM Support any time.
- Email: support@makoa.us
- Live Chat: Available inside the platform
Related guides: Contacts and CRM · Opportunities and Pipeline · Workflows (Automations)