Tasks
1. Overview
Tasks is where you organise and manage work in GatherCRM.
It lets you create boards, add tasks, assign work to team members, set priorities, due dates and follow-up dates, and track progress from start to finish.
You can:
- View a summary of all your boards.
- See active work across every board.
- Focus on tasks assigned specifically to you.
- Work visually using a board.
- Review tasks in a detailed list.
- View completed tasks and reopen them when necessary.
Tasks and boards can also be linked to contacts or projects, making it easy to see what needs doing and who or what the work relates to.
The Tasks module also supports notes, @mentions, collaborator access, reusable board templates, notifications and automation triggers when tasks are created or completed.
2. Understanding the Tasks views
Open Tasks from the GatherCRM menu.
The navigation at the top of the Tasks screen provides several different views.
Overview
Overview displays a summary card for every active board you can access.
Each card shows useful information such as:
- Open tasks
- Total tasks
- Overdue tasks
Use Overview when you regularly move between different boards and want a quick summary of your workload.
All Tasks
All Tasks displays tasks from every board you can access in one combined table.
You can:
- Filter tasks by assigned team member.
- Show unassigned tasks.
- Switch between Active tasks and Completed tasks.
- Sort by newest creation or completion date.
- Sort alphabetically from A–Z.
- Sort by earliest due date.
Use All Tasks when you need a wider management view across the whole business.
My Tasks
My Tasks shows active tasks assigned to you across all boards.
This is useful as a personal daily checklist because it brings your work together without requiring you to open each board individually.
Board
Board opens the selected board as a visual workflow.
Tasks appear as cards under stages such as:
- To Do
- In Progress
- Done
Drag a task card between stages as the work progresses.
List
List displays the selected board as a detailed table.
Use List view when you want to scan task information such as:
- Priority
- Assignee
- Due date
- Follow-up date and time
- Status
Click a task title or Edit to open it.
List view also lets you select several tasks and permanently delete them using Delete selected.
Switching between views and boards
Use the Board selector to move between:
- Overview
- All Tasks
- My Tasks
- Individual boards
When you select an individual board, use Board or List to choose how it is displayed.
3. Choosing your standard Tasks view
You can decide which view opens when someone selects Tasks from the main GatherCRM menu.
If you have permission to manage Tasks, open:
Manage Board → Display Settings
Under Default Tasks view, choose one of the following:
- Overview — opens the summary cards for all accessible boards.
- All tasks — opens the combined list of tasks across every board.
- My tasks — opens the tasks assigned to the current user.
- Specific board — opens one selected board.
If you select Specific board, choose the required board from the additional dropdown.
Click Save Display Settings when finished.
This is a shared setting that controls the main Tasks navigation link. It does not change direct links to a particular board or view.
If the selected default board is later archived or becomes unavailable, GatherCRM safely returns users to Overview.
4. Creating and managing boards
To create a board, click Manage Board and choose Add Board.
Enter:
- A board name
- An optional description
- A board colour
- An optional linked contact
- An optional linked project
Boards use stages such as To Do, In Progress and Done.
You can:
- Rename stages.
- Change stage colours.
- Add more stages.
- Drag stages into a different order.
Board Sections
You can also add Board Sections.
Sections are useful when one board needs smaller areas, such as:
- Social Media
- Lead Magnet
- Brand Awareness
- Admin
- Client Work
Use Sections when a board becomes busy but the work still belongs within the same overall workflow.
Additional board options
Use Manage Board for options including:
- Editing the board
- Cloning the board
- Saving it as a template
- Inviting collaborators
- Managing notifications
- Opening Display Settings
- Archiving the board
Archive old boards rather than deleting their tasks. The board disappears from the main Tasks screen, but its task history is retained.
5. Creating and updating tasks
To create a task, click Add Task.
Add the relevant information:
- Task title
- Description
- Status
- Priority
- Assignee
- Due date
- Optional follow-up date and time
- Board section
- Linked contact
- Linked project
Click Save Task when finished.
Editing a task
To update an existing task, click its title in a list or click Edit.
You can then:
- Change its details.
- Move it to another permitted board or section.
- Update its contact or project links.
- Add notes.
- Delete the task.
- Mark it as complete.
- Reopen it if it has already been completed.
Board, section, contact and project settings can be found under Links & organisation.
Adding notes and mentioning people
Open an existing task and enter your update in the Notes area.
Type @ followed by a team member’s name to mention them.
Click Save Note to add the note to the task.
Use task notes for ongoing updates so the conversation stays connected to the work instead of being scattered across email or chat.
6. Due dates and follow-up dates
Use a Due date when the task has a deadline.
Use a Follow-up date and time when someone needs to return to the task or take another action at a particular time.
Follow-up information appears in the Board List, All Tasks, My Tasks and Completed Tasks views.
Overdue active tasks are highlighted so they are easier to identify.
7. Completing and reopening tasks
When work is finished, use one of the following:
- The green completion control on a task card.
- Complete in a list.
- Mark Complete inside the task editor.
Completed tasks leave active boards and lists but are not permanently deleted.
To find them:
- Open All Tasks.
- Change Active tasks to Completed tasks.
From there, completed tasks can be edited or reopened. Reopening returns the task to its original board and stage.
Moving a task into a stage named Done does not, by itself, archive the task as completed. Use the completion control when the work is genuinely finished.
Completing a task can also trigger any task-completion automations you have configured.
8. Deleting tasks
Task deletion is permanent.
To delete one task, open it and use Delete Task.
To delete several tasks:
- Open List, All Tasks, My Tasks or Completed Tasks.
- Select the checkboxes beside the required tasks, or use Select all.
- Check that the number shown on Delete selected matches your selection.
- Click Delete selected.
- Confirm the deletion.
Use Mark Complete instead of deleting work that you may need to refer to later.
9. Using board templates
If you regularly use the same workflow, open Manage Board and choose Save as Template.
You can then create future boards from that template without rebuilding the stages and tasks from scratch.
Templates work particularly well for:
- Client onboarding
- Website builds
- Client handovers
- Monthly administration
- Sales follow-ups
- Project checklists
- Repeatable internal processes
10. Top tips
- Choose a sensible default Tasks view. Overview suits teams moving between boards, All Tasks suits managers, My Tasks suits individual users, and Specific board suits teams focused on one workflow.
- Keep boards simple. Most teams only need a few clear stages.
- Use Sections when a board becomes busy instead of creating unnecessary separate boards.
- Assign every important task to someone. Work without an owner is more likely to be missed.
- Use due dates for deadlines and follow-up dates for work that needs attention later.
- Use priority carefully. If everything is marked High, nothing feels genuinely urgent.
- Link tasks to contacts or projects whenever possible.
- Use My Tasks as your daily checklist.
- Use All Tasks when you need a wider management view across boards.
- Keep updates in task notes and use @mentions when another team member needs to see them.
- Save repeatable processes as templates.
- Mark finished tasks as complete instead of deleting them.
- Archive old boards so their task history is retained.