Create and track tasks

Create tasks, link them to your customers and deals, and see what’s due on the Tasks page, the calendar and your Dashboard.

A record is one entry in Mesy, such as one customer, one company or one deal.

Create a task

1. In the sidebar, click Tasks.
2. Click New Task. A panel opens.
3. Type a Title.
4. Add a Description if you want one.
5. Click the Due Date box and pick a day.
6. To add a time, click Add time, pick the time and click Done.
7. Change Priority or Status if you need to. A new task starts as Medium and Open.
8. To give the task to someone else, pick them under Assignee. Otherwise it’s assigned to you.
9. If the task is about a customer or deal, click Link record under Linked records.
10. Pick the kind of record, such as contacts or deals.
11. Search for the record and click it. The task will also show on that record’s Tasks tab.
12. Click Create Task. The panel closes and the task shows in your list.

If you gave the task to someone else, turn off My Tasks to see it.

Other ways to create a task

• At the bottom of the Tasks page, click Add New. Type a title and press Enter. The task is assigned to you. Press Escape to close the row without adding a task.
• On a record’s Tasks tab, type in the “Quick add task…” box and press Enter. The task is linked to that record and assigned to you. Work a record explains the record page.
• In the search box at the top of the sidebar, type “task” and pick Create new task. To link the task to a record from the start, search for the record instead, select it, then click Actions and New task.
• If you’ve connected a calendar, open the Calendar page and pick the Day or Week view. Click an empty slot, or drag across one. In the window that opens, click Task. Fill in the fields and click Create Task. The due date is the time you clicked.

A workflow (a rule that does routine work for you) can also create tasks for you. See Build a workflow.

Find a task

The Tasks page starts on the Open filter. It shows tasks that are Open or In Progress. Done shows finished tasks. All shows every task, cancelled ones included.

My Tasks shows only tasks assigned to you. Click it to turn it off and see everyone’s tasks. Mesy remembers your choice in this browser.

If your admin has turned on Record sharing (a setting that limits whose records you can see), you see only tasks assigned to you, tasks you created and tasks linked to records you can see. Admins still see every task.

To change the order, click the sort button. It reads Date Added at first. Pick Due Date to put the soonest first, with undated tasks last. Pick Priority to group the list under Urgent, High, Medium and Low.

Update a task

A member can change a task they created or one assigned to them. Managers and admins can change any task they can see.

In a row on the Tasks page:

• Click the circle at the start of the row to mark the task done. Click it again to reopen the task.
• Click the due date, priority, status or assignee to change it in place.
• Hover over the row and click the dashed plus button in the Linked column to link a record.
• Hover over a linked record’s name and click the cross to remove the link. Click the name to open the record.

On a phone, the Tasks page shows cards. Tap the circle to mark a task done, or tap the card to open the task panel and make changes there.

For anything else, click the row to open the task panel. Make your changes and click Save Changes.

Delete a task

Only the person who created a task, a manager or an admin can delete it.

1. Click the task to open its panel.
2. Click Delete.
3. Click Delete again in the “Delete this task?” box. The task is gone from every list.

On a record’s Tasks tab, you can also hover over a task and click the bin.

Spot overdue tasks

A task with a due time becomes overdue as soon as that time passes. A task with only a due day becomes overdue at midnight at the end of that day, Singapore time. Done and cancelled tasks are never overdue.

The Tasks item in the sidebar shows how many of your tasks are overdue. On the Tasks page, an overdue task’s due date turns red with a warning icon. On the calendar, the task turns red.

See tasks on the calendar

Tasks show on the calendar once you’ve connected Google Calendar or Outlook Calendar. Until then, the Calendar page shows “Connect a Calendar” instead. To connect one, see Connect a calendar and manage events.

The calendar shows everyone’s tasks that have a due date and are Open or In Progress. If Record sharing is on, it shows only the tasks you can see.

On a computer, tick or clear Tasks under My Calendars to show or hide tasks. On a phone, tap Tasks at the top of the calendar.

A task with a time shows as a one-hour block. A task with only a day sits in the all-day row at the top.

On the calendar, you can:

• Hover over a task and click the circle on it to mark it done.
• Drag a task to another day or time to change its due date.
• Click a task to open a preview with its due date, priority, status, description, assignee and linked records.

You can’t make changes in the preview. To change the task, click the pencil (Edit task) to open the task panel. Click the bin (Delete task) to delete the task.

To jump to a task’s day from the Tasks page, click the small arrow beside its due date.

On a computer, the Upcoming list beside the calendar shows the first five events and tasks from today through the next 14 days.

Tasks stay in Mesy. Moving or finishing a task never changes your Google Calendar or Outlook Calendar.

See your tasks on the Dashboard

Your Dashboard has two tiles for tasks assigned to you. Overdue counts tasks past their due date. Due Today counts tasks due today that aren’t overdue yet.

The Tasks & Follow-ups card lists up to six of your Open tasks, soonest due first. Click a task to open it, or click View all to go to the Tasks page.

Click the Overdue or Due Today tile to show only those tasks in the card. Click the same tile to show all your tasks.

If your Dashboard doesn’t have these cards, see Customise your dashboard.

Get notified

Mesy sends you two task notifications:

• Task assigned arrives when a task is assigned to you. Tasks you create for yourself don’t send one.
• Task overdue arrives once when a task assigned to you becomes overdue. It can arrive up to 15 minutes after the due time. A task with no assignee sends no overdue notice.

If you move the due date and the task becomes overdue again, Mesy sends a new notice.

Both are on at first. To turn one off, click your name at the bottom of the sidebar to open Settings. On the Notifications tab, clear its box in the In-app column. If you’ve linked Telegram, they also arrive there. To keep one in Mesy only, clear its box in the Telegram column. See Profile, appearance and notifications.

If something doesn’t work

• If you can’t find a task on the Tasks page, check My Tasks and the Open, Done and All buttons. The list holds the 100 newest tasks that match, so narrow the filters if your team has many.
• If there’s no Add New row, the list is empty or you’re on a phone. Click New Task instead.
• If New Event is greyed out, your connected calendar has an error and needs reconnecting. You can still click or drag on the Day or Week view to create a task.
• If a task isn’t on the calendar, check that a calendar is connected and Tasks is turned on. Then check the task has a due date and is Open or In Progress.
• If a Dashboard tile shows more tasks than the card, open the Tasks page to see them all. The card lists six tasks at most and leaves out In Progress tasks.
• If you can’t change a task, you didn’t create it and it isn’t assigned to you. Ask the person who created it, a manager or an admin.