So, you want your sales team to actually follow through on tasks—without chasing them down every morning? This guide is for sales managers, founders, or anyone wrangling a team in Closershq. If you’re tired of sticky notes, Slack reminders, or emails that vanish into the void, here’s how to use Closershq to get your sales process out of everyone’s heads and into a system that (mostly) works.
Let’s keep it practical. No “transformational workflows.” Just a real, step-by-step guide to creating and assigning tasks, plus a few honest pointers on what works—and what isn’t worth your time.
1. Why Use Tasks in Closershq?
Before you start clicking around, it helps to know what you’re actually getting. Tasks in Closershq aren’t magic—they’re just to-dos tied to your deals, contacts, or accounts. If you want reps to remember follow-ups, set reminders, or keep things moving, tasks are the tool. If you already have a system that everyone uses (and you’re happy), maybe you don’t need another. But if you’re here, odds are your current setup is dropping balls.
What works: - Assigning follow-ups so nothing falls through the cracks. - Setting reminders for calls, emails, and proposals. - Tracking who’s responsible for what, so you don’t have to chase people.
What doesn’t: - Trying to use tasks for everything (like documentation or random ideas). - Overcomplicating task types or fields—keep it simple.
2. Where Tasks Live in Closershq
Tasks in Closershq can be attached to: - Deals/Opportunities: Most common—good for specific follow-ups. - Contacts: Great for one-off reminders about a person. - Accounts/Companies: Use this if you’re working with large clients or teams.
You can also view all your tasks in a central dashboard—helpful for seeing what’s overdue, or for your Monday morning panic scroll.
3. Step-by-Step: Creating a Task
Let’s get to the point. Here’s how to make a new task in Closershq, whether it’s for yourself or your team.
Step 1: Go to the Right Record
- Find the deal, contact, or account you want the task tied to.
- You can use global search or browse from the main dashboard.
Pro tip: Don’t just dump everything under a generic “tasks” tab. Attaching tasks to the right record means better context later.
Step 2: Click “Add Task” or the + Button
- Look for an “Add Task,” “New Task,” or just a plus (+) icon.
- In most layouts, it’s near the top or under a “Tasks” section for that record.
Step 3: Fill in the Basics
You’ll usually see fields like: - Task Name/Subject: Keep it specific (“Call John re: pricing,” not “Follow up”). - Due Date & Time: Set a real deadline. Don’t default everything to “today” unless you want chaos. - Description/Notes: Optional, but use it for anything non-obvious. - Priority: Don’t overthink this—most teams ignore it after a week. - Task Type: Some setups let you pick (call, email, meeting). Use if helpful, ignore if not.
What’s optional? If you don’t know what a field is for, skip it—better to create the task and move on.
Step 4: Assign the Task
- There’ll be an “Assignee” field—usually defaulting to yourself.
- Click and choose another team member if needed.
- Some setups let you assign to multiple people. Honestly, this gets confusing—stick to one owner per task when possible.
Honest advice: Assigning tasks to “the team” or “multiple people” often results in nobody doing it. Pick a name.
Step 5: Save It
- Hit “Save,” “Create,” or whatever the button says.
- You should see the new task appear in the record’s timeline, as well as in the assignee’s task list.
4. Assigning Tasks in Bulk (When You Actually Need To)
Sometimes you want to assign the same task to several deals or people—like reminding every rep to update their pipeline by Friday.
Here’s how most Closershq setups handle it: - Go to the list view for deals, contacts, or accounts. - Select the records you want. - Look for a “Bulk Actions” or “Mass Update” button. - Choose “Create Task” (or similar). - Fill in the task details as above. You’ll usually be able to assign to a specific person or let each record’s owner get the task.
What to watch for: - Bulk tasks can annoy people if overused. Don’t spam your team with generic reminders. - Double-check who’s getting assigned—you don’t want to flood the wrong inbox.
If your version doesn’t support bulk tasks, you’ll have to do it one by one. If you’re doing this a lot, it’s a sign you may need to rethink your process (or ask Closershq support for help).
5. Managing and Tracking Tasks
Creating tasks is easy. Getting people to actually do them? That’s the hard part.
Where to Find Tasks
- My Tasks: Every user has a personal task list/dashboard. Encourage your team to check this daily (or at least pretend to).
- Task Views: Filter by overdue, upcoming, completed, by assignee, or by deal.
- Notifications: Depending on your setup, Closershq can send email or in-app reminders—useful, but easy to ignore if overused.
Changing/Updating Tasks
- Mark as complete when done.
- Edit details if something changes (date, owner, description).
- Delete if the task is pointless—better to clear clutter than have a graveyard of old tasks.
Pro Tips
- Keep tasks actionable: “Call Sarah” works. “Think about next steps” doesn’t.
- Don’t assign tasks nobody owns: If you want something done, put a name on it.
- Limit overdue tasks: Too many, and people stop paying attention. Clean them up weekly.
6. What to Ignore (and What to Watch Out For)
Ignore: - Fancy custom task types unless you actually use them. - Overly detailed fields (like “estimated time” or “related campaign”) unless required. - Assigning tasks to “everyone”—it’s a recipe for inaction.
Watch out for: - Task overload: If your team has 50+ open tasks each, something’s broken. - Using tasks for big projects: For complex work, use a real project tool or break it into smaller, actionable tasks. - Relying only on tasks for accountability: Some things need a real conversation or standup, not just another checkbox.
7. A Few Real-World Scenarios
Here’s how tasks actually get used by sales teams that aren’t pretending for a demo:
- Follow-up after a demo: Create a task right after the call, assign to the rep, and set due for two days later. Add quick notes on what to follow up about.
- Pipeline review: Bulk-create a “Review pipeline for accuracy” task for all reps on the last day of the month.
- Hand-off to customer success: When a deal closes, assign a task to CS with the hand-off details.
Don’t use tasks for meeting notes, brainstorming, or things that don’t have a clear action. That just creates clutter.
8. Wrapping Up: Keep It Simple, Keep Going
Tasks in Closershq aren’t going to magically make your team productive. But if you create clear, actionable tasks, assign them to real people, and keep the list tidy, you’ll drop fewer balls. Start simple—don’t worry about every feature. Tweak your process as you go, and ignore anything that adds noise instead of clarity.
Most important: If something isn’t working, change it. The tool’s there to help you, not the other way around.