Activities
Overview
Activities are the trail of sales work: what was discussed, called, agreed and reported back. Five types are available — note, task, call, meeting and email.
Every activity has a reference: it hangs off a customer, a lead or a deal. That reference is the real purpose of this surface. A note without a reference is a scrap of paper; with one it becomes part of the story somebody reads when they take over the case.
Core tasks
Create an activity. New activity requires type, subject and reference; owner, due date, reminder, meeting link and description are optional.
Complete. Activities with a due date can be marked as done and reopened. The list carries subject, type, reference, owner, due date and completion state.
Be reminded. The reminder is a separate point in time, independent of the due date — so you can be alerted beforehand instead of discovering on the due date that it is too late.
Meetings with a connection. For meetings a video link can be stored, so that it sits where the appointment sits.
Fields in detail
The What it does column answers what changes in the system — not what the field is called. The grey name behind the label is the API field: the same thing runs under that name through automation, import and AI tools.
Creating and editing an activity
| Field | Required | Values / format | What it does |
|---|---|---|---|
Type type | yes | note, task, call, meeting, email | Decides which further fields appear at all: only a call asks for the person and the phone number, only meeting and call take up calendar time. |
Subject subject | yes | text, max. 500 characters | The line the activity appears under in list, history and reminder. On a call the field is labelled Concern — the same entry, asked in the language of the task. |
Reference targetType | yes | customer, contact, deal | What kind of record the activity hangs on. Determines which file it later shows up in. |
Reference ID targetId | yes | a record of the chosen kind | The concrete record. Without it the activity would hang in mid-air and be findable from no file at all. |
Owner ownerId | no | an employee | Who does it. For call and meeting their calendar is blocked, and the reminder goes to them. |
Due at dueAt | no | point in time | When it should happen. Meetings and calls block the owner's time from here; open activities past their due time are shown as overdue. |
Done at doneAt | no | point in time | Set means done. The row action Mark as done enters the current time; clearing it makes the activity open again. |
Remind at remindAt | no | point in time | When the notification arrives. Left empty the system reminds on its own with the lead time from Settings → CRM; to switch it off, clear the field after saving. |
Duration durationMinutes | no | 1 to 1440 minutes | How long the appointment blocks the owner's time. Empty means 30 minutes. |
Video/meeting link locationUrl | no | address, max. 500 characters | Where the meeting takes place. Appears as an Open meeting button in list and preview. |
Person called contactName | on calls only | text, max. 200 characters | Who you are calling. Proposed from the reference. |
Phone contactPhone | on calls only | text, max. 60 characters | On which number. Proposed from the reference but overridable, and it turns the row into a dial button. |
Guests guests | no | list of contact, user or e-mail address | Who takes part besides you. Exactly one origin per entry — contact, user or a plain address — plus an optional name, the response (open, accepted, declined, tentative) and who is the organiser. Saving replaces the whole list; whoever is no longer in it is uninvited. |
Description body | no | multi-line text | The content: call note, task description, meeting agenda. |
Interface and automation only
| Field | Values / format | What it does |
|---|---|---|
calendarEventId | text, max. 255 characters | Link to the appointment in the connected calendar. The calendar connection sets it itself; changed by hand, the activity points at a foreign appointment or none. |
externalRefs | label-to-value mapping | Origin in a foreign system — the identifier under which the same activity is kept there. A second import recognises it by that. |
List: columns and filters
| Column | From | What it shows |
|---|---|---|
| Subject | subject | The heading of the activity. |
| Type | type | Note, task, call, meeting or email. |
| Reference | targetType + targetId | The record it hangs on, as a jump to it. |
| Owner | ownerId | Who does it. |
| Due | dueAt | Due time; overdue and open is highlighted. |
| Done | doneAt | Empty means open. |
| Contact | contactName + contactPhone | On a call, the dial button. |
Settings & permissions
- Module
module.crm. crm.activity.manageto create and change,crm.activity.view_allfor everybody's
activities — without it you see your own.
- Activities are not the task list. They belong to the CRM trail; project and ticket work lives
in Tasks.
- Sequences create activities. Automatic follow-up sequences create tasks and mails, see
FAQ & troubleshooting
I only see my own activities. Then crm.activity.view_all is missing.
The reminder did not arrive. Check whether a reminder time is set — it is not the same as the due date — and whether you have enabled the relevant channel under Notifications.
An activity has the wrong reference. The reference can be changed while editing. Without the right one it is missing from the case's trail, even though it appears in this list.
Does a to-do list belong here or in tasks? Sales follow-up work belongs here, because it hangs off the customer. Everything worked through in projects belongs in Tasks.