How to Manage Tasks
Create tasks on any opportunity, assign them, see who completed them, get a warning before moving a card past open tasks, and let automations add and close tasks for you.
Tasks keep your team accountable. Create them on any opportunity, assign to specific team members, set priorities and due dates, and track completion. Nothing falls through the cracks when every action item is recorded and visible.
Creating Tasks
From any opportunity's sidebar (https://app.trustpager.com/crm/opportunities), click Add Task. Give it a title that describes the action ("Send updated proposal", "Book follow-up call", "Chase payment"). Set the priority (high, medium, low) and optionally add a due date.
Assigning Tasks
Assign a task to any team member in your workspace. The assigned person sees the task on the opportunity and in any task-focused views. This makes delegation clear: everyone knows who is responsible for what.
When you create a task by hand (from https://app.trustpager.com/tasks/tasklist with New Task, or from an opportunity or contact card), Assigned To is pre-filled with you. Leave it as is to keep the task, pick a teammate to hand it over, or choose Unassigned before you save. Tasks created by automations, the API or MCP are not auto-assigned: they keep whatever assignee was set, or none. Editing a task later never changes who created it.
Tracking Completion
Tasks show their status: To Do, In Progress, Completed, or Cancelled. Click the checkbox to mark a task as done. Your full tasklist across every opportunity lives at https://app.trustpager.com/tasks/tasklist. The opportunity detail page shows all tasks at a glance in the sidebar, so you always know what is outstanding before a call or meeting.
Every completed task remembers who ticked it and when. On the opportunity's Tasks card you will see something like Done 01 Oct by Sam. Reopening a task clears that record, and saving a task that is already completed keeps the original person and time. Tasks completed through the API or MCP are credited to the owner of the API key (or the person who connected the connector). Tasks closed by an automation have no person recorded, so the completer is left blank.
In reports, the Tasks source has a Completed By column you can filter and group on, including in scheduled reports. For exact field names see https://docs.trustpager.com/reference#tasks.
Cancelled is different from Completed. Use it when a task stopped being relevant rather than actually being done: the customer went with someone else, a step got skipped, or the opportunity closed before the task was due. A cancelled task shows a struck-through title with a muted "Cancelled" pill and an X-circle icon. Like Completed, it is left out of your overdue counts and completion-rate reporting, but it never counts as work actually done.
Reordering Tasks
Drag tasks to reorder them by priority or sequence. Put the most urgent task at the top so it is the first thing your team sees when they open the opportunity.
Tasks in Automations
Automations can create tasks automatically, and now close them automatically too, so a chase cadence cleans up after itself instead of leaving reminders sitting open forever.
Add Tasks
The Add Tasks action creates one or more tasks on the triggering opportunity. For example, when an opportunity moves to "Proposal Sent", add a task "Follow up in 3 days" and assign it to the opportunity owner. Give the task a category when you set it up (e.g. "proposal-chase"). The Close Tasks action below uses that category to find and resolve the right tasks later.
React when a task is ticked
The Task Completed trigger fires when a person completes a task, so you can move a card to Done once its last task is ticked. Tasks closed by the Close Tasks action do not fire it. Full setup, conditions and variables are in https://trustpager.com/help-center/build-trigger-automations.
Close Tasks
The Close Tasks action is the counterpart to Add Tasks. Put it on your "Closed Won" and "Closed Lost" stage automations, alongside Remove From Queue, so that once an opportunity closes, the reminder tasks a chase cadence created do not sit open forever.
Close Tasks only touches tasks that are currently To Do or In Progress. You tell it which ones to resolve using one of three matchers:
- Categories: closes every open task whose category matches one you list (case-insensitive). This is the normal choice: it closes exactly the tasks a matching Add Tasks action created, and leaves everything else on the opportunity alone.
- Match titles: closes open tasks with an exact title match (case-insensitive) against a list you provide. Use this when your tasks were not given a category, or when you want to close one specific task by name.
- All open: closes every open task on the opportunity, including ones a person added manually. Because this is broad, you have to turn it on explicitly ("all_open: true"). It will not run by default just because you left the other matchers empty.
Set Status to "Cancelled" (the default, because the reminder was never actioned and is just no longer needed) or "Completed" (if closing the opportunity effectively finished the task too). If a matcher does not find anything to close, that is not an error: the run just reports it as unmatched in the run history and moves on.
Warn Before Moving Past Open Tasks
If you use a recurring checklist (for example a monthly "Bookkeeping checklist" created by an Auto Schedule or an Add Tasks action) you may want a nudge before a card is handed over with jobs still open. You can set that up per stage.
- Open your pipeline settings at https://app.trustpager.com/crm/workflows, choose the pipeline, and open its settings page.
- Click the pencil icon on the stage you want to protect, such as "With Accountant".
- Set Warn when moving in with open tasks in category to the task category you use for the checklist, then save.
From then on, when someone moves a card into that stage in the Portal (by dragging it on the board, or with the stage picker on the opportunity page) and the card still has open tasks in that category, a Move to <stage>? box lists those tasks. Choose Keep it here to stay put and finish the tasks, or Move anyway to carry on.
It is a warning, never a block. Moves made by the API, MCP or automations are never checked, so your automations keep running as normal. Choose No warning to switch it off for a stage.
Tip: Use task priorities consistently across your team. If "high" means "do today" and "medium" means "do this week", everyone knows what to focus on without asking.