Logging Activities and Managing Tasks

Activities and tasks are how StretchCRM captures what happened and what's next. Activities are your permanent history; tasks are your live to‑do list. Together they make sure nothing about a relationship is forgotten and nothing you promised falls through.

Activities vs. tasks

• An activity records something that already happened — a call, an email, a meeting, a note, or an automatic stage change. Activities are timestamped and permanent.
• A task is something that still needs doing — with a due date, a priority, and a status you can complete.

Activity fields

When you log an activity you can set:

• Title (required) — a short summary, e.g. "Intro call completed."
• Activity type — note, call, email, meeting, and more. Defaults to note.
• Body — the detail of what happened.
• Outcome — a short result label, e.g. qualified or proposal_sent.
• Occurred at — when it happened. Defaults to now, but you can backdate it.
• Related records — attach a contact, company, deal, and/or ticket.
• Owner — who logged it.

When you log an activity against a contact, StretchCRM updates that contact's last activity timestamp automatically — so a contact's freshness always reflects your latest touch.

Logging an activity

1. Open the record you want to log against — a contact, deal, or ticket.
2. Choose Log activity.
3. Pick the type (call, email, meeting, note).
4. Enter a title and the body with details.
5. Optionally set an outcome and adjust the occurred at time.
6. Save. The activity appears immediately on the record's timeline.

Note: Activities are meant as a permanent log, so they can be created and deleted but not edited after the fact. To correct a logged activity, delete it and log a new one with the right details.

Task fields

When you create a task you can set:

• Title (required).
• Task type — e.g. todo, call, email.
• Priority — normal, high, etc.
• Status — open, in progress, complete.
• Due date.
• Related records — a contact, company, deal, or ticket.
• Owner.

Creating and completing a task

1. From a record or the Tasks view, choose New task.
2. Enter a title — e.g. "Send proposal."
3. Set the due date, priority, and owner.
4. Link it to the relevant deal, contact, or ticket.
5. Save. Your task list is ordered by due date, so the most urgent work rises to the top.
6. When you finish, update the task's status to complete (or delete it if it's no longer needed).

The record timeline

Every contact, deal, and company has a timeline — a single chronological feed that merges its activities, its tasks, and any sequence events into one view, newest first. The timeline is where you catch up on an account in seconds before a call: what was said, what's outstanding, and what's coming next. It's assembled automatically from the records you've linked, which is exactly why attaching activities and tasks to the right records matters.

A worked example

You're working the Prairie managed growth retainer deal:

1. After your discovery call, log a Call activity: title "Discovery call completed," body "Captured campaign goals, commerce constraints, and retainer timeline," outcome qualified.
2. Create a Task: "Send recap and next steps," due tomorrow, high priority, linked to the deal.
3. Two days later, log an Email activity: "Sent recap and next steps."

The deal's timeline now reads as a clean narrative — call, follow‑up task, email — that anyone can pick up.

Tips

• Log immediately. The best time to record a call is right after it, while details are fresh.
• Always link. An activity or task with no related record won't appear on any timeline.
• Use outcomes consistently. A small, shared set of outcome labels makes activity history skimmable and reportable.
• Backdate when catching up. If you're logging a call from yesterday, set occurred at accordingly so the timeline stays truthful.
• Let stage changes log themselves. Moving a deal between stages creates a stage‑change activity automatically — you don't need to log it by hand.

Troubleshooting

"Activity title is required" / "Task title is required." Both need a title. Add one and save.

I can't edit an activity. By design, activities are immutable once logged. Delete the incorrect one and log a corrected activity.

A task isn't showing at the top of my list. Tasks are ordered by due date. A task with no due date sorts after dated ones — add a due date to prioritize it.

My contact's "last activity" looks stale. The last‑activity timestamp updates when you log an activity that's linked to the contact. Make sure your activity has the contact attached.