# Manage contact follow-up tasks

Add a dated next action, choose reminder channels, request Google Calendar placement and edit, complete or reopen contact tasks.

Canonical: https://docs.lead-knight.com/en/contacts/follow-up-tasks/

## What this does

Use **Tasks** to give a contact a concrete next action and a due date/time. Tasks appear above the contact panel's tabs, so you can review the next step without opening **Notes** or **Details**.

The earliest-due open task is marked **Upcoming task**. Overdue open tasks have a highlighted due time. Completed tasks are kept under **Completed**, rather than staying in the active list.

## Before you start

- Open **Contacts** in the correct workspace and find the existing contact.
- You need write access to the tasks category to add, edit, complete, reopen or delete tasks. Reading the contact alone does not grant this.
- Viewers cannot change tasks, and frozen contacts cannot be edited.
- Prepare task text of up to 200 characters and a valid date and time. Both are required.
- For calendar placement, remember that the target is the contact owner's Google Calendar, not necessarily your own. A teammate's request needs that owner's approval.

## Add a follow-up task

1. Click the contact's name or card. The contact panel opens; find **Tasks** above the tabs.
2. Click **Add task**. An inline editor opens with task text, **Due**, reminder choices and **Add to Google Calendar**.
3. Enter a specific next action, such as calling to confirm a decision. Text cannot be empty or whitespace-only and is limited to 200 characters.
4. Set **Due** to the intended date and time. An incomplete or invalid date/time will not save.
5. Under **Reminder:**, choose the available **In-app**, **Email** and/or **WhatsApp** chips. A selected chip shows a checkmark. The last active reminder chip cannot be switched off.
6. Optionally select **Add to Google Calendar**. If you are not the contact owner, this option is unavailable when the owner has no connected calendar.
7. Click **Add**. During saving, the controls are disabled. After success, the new task appears in the list and the text/date inputs clear. If it is the earliest open task, it is marked **Upcoming task**.
8. If you requested a teammate's calendar, check for **Waiting for {owner}'s approval** with the owner's name. A saved CRM task is not proof that its calendar request has been approved.

**Cancel** discards the new-task draft and closes its editor. Enter submits the new task when focus is in a non-button control; Escape cancels the draft when no save is pending.

## Choose reminders

| Option or message | What it means |
| --- | --- |
| **In-app** | Use the in-app reminder channel. |
| **Email** | Use email reminders when available for this workspace. |
| **WhatsApp** | Selectable when WhatsApp reminders are available and your WhatsApp is connected. |
| **Email reminders are not available right now.** | The email chip is unavailable; do not rely on email delivery while this message is shown. |
| **WhatsApp isn't connected, so these reminders go by email for now.** | A remembered WhatsApp choice is retained, but email is used while WhatsApp is disconnected and email is available. |
| **Reminds you as set in your notification settings.** | This task has no explicit channel selection and follows notification settings. |

Your changed reminder-chip selection is remembered for the next new task. Editing another task can also update that remembered choice. Older tasks with no explicit channels can follow notification settings instead of showing a fixed selection.

When WhatsApp is selected in the saved choice but disconnected, its chip appears off. The saved choice can become active again after connecting. **Connect WhatsApp** takes you to the connections page when that connection can be made. If WhatsApp reminders are unavailable for the workspace, do not assume connecting alone will enable them.

## Google Calendar and owner approval

Selecting **Add to Google Calendar** requests a 30-minute event at the task's due time on the contact owner's calendar.

- For your own contact, calendar synchronization uses your connected Google Calendar.
- For another person's contact, adding a task to their calendar requires approval. If their calendar is not connected, the checkbox is disabled and the panel names the owner whose calendar is missing.
- Moving an existing calendar-linked task as a teammate also requests approval. The original due time stays in place until the move is approved; the pending request displays the proposed time.
- The contact owner sees the request in their contact panel and chooses **Approve** or **Decline**. An owner must be able to edit the nonfrozen contact to use those decision controls.
- Only the contact owner can turn off calendar placement for an already calendar-enabled task. The editor explains this with **Only the contact owner can remove an item from their calendar**.
- The calendar checkbox is disabled on a completed task.

Calendar status is separate from saving the task:

| Status | How to read it |
| --- | --- |
| **Syncing with Google Calendar** | Calendar synchronization is in progress. |
| **On Google Calendar** | The task is on the calendar. |
| **Not on Google Calendar** | The task is not currently on the calendar; check the owner's connection. |
| **Google sync failed** | The calendar operation failed; the CRM task and calendar placement are not the same result. |
| **Waiting for {owner}'s approval** | The owner has not yet decided the requested add or move. |

## Edit, complete, reopen or delete

### Edit a task

1. Click the task text. Its editor opens below the row.
2. Change its text, **Due**, reminder chips or permitted calendar option.
3. Click **Save**. Changed values are submitted and the editor closes after success. Unlike inline contact details, task edits are not saved simply by leaving a field.

Enter saves when focus is in a non-button control; Escape closes the editor without saving the draft when no request is pending.

### Mark complete and reopen

1. Click the circle beside an open task. Its accessible action is **Mark completed**, followed by the task text.
2. After success, the task leaves the active list and appears under **Completed**. Its pending due reminder is cancelled.
3. Click **Completed** to expand the saved completed tasks.
4. Click the checked circle beside the task, whose action is **Reopen**. It returns to the active list and its due reminder is armed again using its due time.

Reopening does not choose a new date for you. If the old due time is no longer appropriate, open the task editor, change **Due** and click **Save**.

### Delete a task

Click the task text, then **Delete** in its editor. The action removes the task from the list and cancels its reminder. Use completion rather than deletion when you want to retain the completed work in **Completed**.

## If something goes wrong

| Symptom | Likely cause | What to do |
| --- | --- | --- |
| **Add task** or completion/edit controls are missing | Tasks are read-only, your role is viewer, or the contact is frozen | Ask the contact owner/admin to review task access and contact status. |
| **Missing: Tasks** | Task text is blank or whitespace-only | Enter the action you want to take. |
| **Missing: Due** | Date/time is missing, incomplete or invalid | Choose a complete, valid **Due** value and submit again. |
| Text cannot grow past 200 characters | The task text limit is reached | Shorten the action; put longer background in **Notes**. |
| Saving fails but the editor still contains your text | The request failed and the draft was retained | Read the panel error, resolve it and retry **Add** or **Save**. |
| A reminder chip cannot be clicked | The channel is unavailable, or it is the only selected chip | Check the accompanying message; select another available channel before disabling the last one. |
| The calendar checkbox is disabled | Owner calendar is disconnected, removal is owner-only, or the task is completed | Follow the explanation in the editor; ask the owner to connect/manage their calendar, or reopen the task when appropriate. |
| A teammate's date change is not reflected in the row | A calendar move is awaiting owner approval | Check the proposed time and ask the contact owner to review the request. |
| **This request has expired** or **This request was already handled or changed** | The displayed approval request is no longer current | Reopen the contact to review the current task and request before trying again. |
| Completed work seems missing | **Completed** is collapsed | Expand **Completed** to find it or reopen it. |

## Related pages

- [Contacts overview](https://docs.lead-knight.com/en/contacts/overview/)
- [Add a contact with an upcoming task](https://docs.lead-knight.com/en/contacts/add-contact/)
- [Keep notes](https://docs.lead-knight.com/en/contacts/notes/)
- [Edit details and tags](https://docs.lead-knight.com/en/contacts/details-and-tags/)
- [Calendar overview](https://docs.lead-knight.com/en/calendar/overview/)
- [Connections and destinations](https://docs.lead-knight.com/en/channels/overview/)


## Add a follow-up task

[Add a follow-up task](https://kwqpaiaguxkmadaipfrf.supabase.co/storage/v1/object/public/guide-videos/guides/videos/J7/nadlanite-en-32f733edcd39.mp4)

1. To plan a follow-up, click Add task.
2. Describe what needs to happen.
3. Set a due date, for example tomorrow morning.
4. Choose how to be reminded: in the app, by email, or on WhatsApp.
5. Click Add.
6. The task appears on the record and in the attention bar when it is due.