How to use Tasks in SparrowCRM

Tasks help teams stay on top of follow-ups, action items, and to-do lists across the CRM.

Every task is linked directly to a record, ensuring follow-ups are tracked within the context of deals, contacts, and companies.

Tasks can be created manually, generated by AI from meeting transcripts and calls, triggered by sequences and workflows, or created through Ask Zulie.

Creating a Task

Tasks can be created from the Tasks page in the sidebar or from any record page.

To create a task:

1. Click + New Task.
2. Enter a Task Title — a concise description of the action (e.g., "Follow up on proposal").
3. Add Assignees — search for and select one or multiple team members.
4. Set a Due Date & Time — the system automatically categorizes tasks into time blocks like "Today," "This Week," or "Upcoming" based on the deadline.
5. Link Records — connect the task to a specific record (e.g., linking a task to the "Google" record ensures it appears on Google's record page).
6. Set a Priority:
7. • No priority
   • Low
   • Medium
   • High — flagged with a red badge for immediate visibility
7. Click Save.

How Tasks Are Created

You can create a Task in SparrowCRM in several ways

• Manually - created by a team member from the Tasks page or a record page
• AI from meeting transcripts - if a meeting transcript mentions an action item (e.g., "send a contract by Friday"), SparrowCRM suggests it as a task
• AI from calls - similar to meetings, action items detected in call transcripts are suggested as tasks
• Sequences - tasks can be triggered as a step in an email sequence when a specific event occurs
• Workflows - automated workflows can include task creation as an action
• Ask Zulie - type a task description in natural language and Zulie creates it

The Tasks Page

Tasks is accessible from the sidebar and provides a centralized view of all tasks across the CRM, organized into three tabs.

My Tasks

The default view showing everything assigned to you, organized by urgency:

• Overdue
• Today
• This Week
• Upcoming

My Team Tasks

A management view that shows tasks assigned to other members of the team. This tab helps managers understand workload distribution, identify tasks that are falling behind, and take action across the team.

AI Tasks

A dedicated view that consolidates AI-suggested tasks based on recent interactions. For example, if a meeting transcript mentions sending a contract by Friday, the AI suggests it as a task here.

Managing Tasks

Each task has three actions available from the menu:

• Edit Task — update the title, assignee, due date, linked records, or priority
• Mark as complete — marks the task as done
• Delete Task — permanently removes the task

Organizing Tasks

For high-volume pipelines, the Tasks page provides grouping, filtering, and sorting options to help find specific items quickly.

Grouping

Change the layout of the task list by grouping tasks by:

• Due Date (default)
• Assigned To
• Created date
• Priority
• AI Tasks

Filtering

Narrow down the task list using specific criteria. Click + Add filter to filter by:

• Due Date
• Assigned To
• Priority
• Linked Records
• Created date

Sorting

Sorting changes the order within sections. Select a field to sort by and choose Ascending or Descending order. Click Apply to update the view.

Available sort fields:

• Priority
• Due Date
• Created date
• Assigned To

Multiple layers of sorting logic can be applied — for example, sorting by Due Date (Descending) and then by Priority. Click Clear all to reset sorting.

Managing Team Tasks

The My Team Tasks tab provides tools for managing tasks across the team.

View by Assignee

Group tasks by assignee to see exactly what each team member is working on.

Quick Actions

Hover over any team task to:

• Edit the task
• Delete the task
• Mark as Complete
• Notify — send a direct reminder to the assignee if a task is falling behind

Bulk Actions

Handle multiple tasks at once:

1. Select the checkboxes on the left of the tasks to manage.
2. Use the action bar at the bottom to Notify assignees or update the status for all selected items.

Task Settings

Click the Settings icon in the header to toggle preferences:

• Enable AI Auto-prioritization — let AI automatically assign priority levels based on context
• Highlight High Priority Due This Week — visually emphasize urgent tasks
• Show Completed Tasks — include or hide completed tasks from the view

Tasks keep follow-ups organized and visible across every record in SparrowCRM. Whether created manually or suggested by AI, every task is tracked within the context of the relationship it belongs to.