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How to create and complete scheduled activities

Schedule, tag, and assign tasks to multiple team members to keep your workflows moving.

Note: Scheduled activities are part of the new Job View BETA and replace the legacy Office Tasks feature. If you toggle the Job View BETA off, this functionality will revert to Office Tasks.

Scheduled activities allow you to meticulously plan and organize tasks, calls, meetings, and emails. By assigning activities to one or multiple team members and tracking them with custom tags, you can ensure timely assistance and support for your customers.

Create a scheduled activity

You can create a scheduled activity from multiple places in Commusoft, including a customer property page, a job record, the job dashboard, or the opportunity dashboard.

  1. Navigate to the relevant customer, job, or opportunity record, or open your job dashboard.

  2. Click Action on the timeline, then select Scheduled activity.

    1. [Screenshot: Communications tab showing the Action menu and Scheduled activity option]

  3. Fill in the activity details. You can add a Description and detailed Notes to give your team full context.

  4. Select the activity Type (Call, Email, Meeting, or Task).

  5. Choose a Due date and time.

  6. Select who to Assign to. You can assign the activity to a single user, multiple users, or leave it unassigned for anyone to pick up.

    1. [Screenshot: Scheduled activity side panel showing multiple users in the Assign to field]

  7. Add Tags to help filter and categorize the task.

  8. Click Save.

Complete a scheduled activity

Once you or your team finish a task, you can mark it as complete from several places. After marking an activity as complete, Commusoft will prompt you to log the outcome (such as logging a call or sending an email) and gives you the option to immediately schedule a follow-up activity.

Complete from the activities list

  1. Click the Scheduled activities icon in the top right corner of your screen.

  2. Locate the activity in your list.

  3. Click the checkbox on the far left of the row, next to the activity type icon, to mark it as complete.

    1. [Screenshot: Scheduled activities list showing the completion checkbox next to an activity]

Complete from a record

  1. Open the relevant customer or job record, or locate the record on the dashboard.

  2. The scheduled activity will be pinned to the top of the record and visible in the timeline.

  3. Click the circle next to the activity name to mark it as complete.

    1. [Screenshot: Customer record showing the scheduled activity pinned to the top and in the timeline]

Complete using the run-through tool

  1. Click the Scheduled activities icon in the top right corner of your screen.

  2. Click Run through all scheduled activities in the top right corner of the dashboard.

    1. [Screenshot: Scheduled activities dashboard showing the Run through all scheduled activities button]

  3. This tool will present your activities one by one, allowing you to complete, skip, or reschedule them in quick succession.

What happens next

Now that you know how to create and complete individual activities, you can begin managing them at scale across your team.

To learn how to use the dashboard to filter tasks, view unassigned activities, and manage your team's workload, check out our guide on managing the activities dashboard.

Common questions

Can I assign one activity to my whole team?

Yes, you can assign one activity to your whole team. Unlike the legacy Office Tasks feature, you can select multiple users in the Assign to field. Please note that if you assign an activity to multiple people, marking it as complete will complete it for all assigned users.

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