Tasks in Recruiterflow help you manage your daily to-dos, follow-ups, and team workflows all in one place. Whether you're tracking candidate check-ins, client meetings, or internal deadlines, Tasks keeps you organized without switching tools.
What You Can Do with Tasks?
✅ Create tasks for yourself or assign them to team members
🔁 Set up recurring tasks (weekly check-ins, monthly reviews)
📊 See all your tasks in one dashboard widget
🔔 Get reminders via email, Slack, or in-app notifications
🔗 Link tasks to candidates, jobs, companies, or deals
Creating Your First Task
From the Tasks Page
Click Tasks in the left sidebar
Click the + Create Task button in the top-right corner
Fill in the task details (see below)
Click Create Task
From Entity Pages
You can also create tasks directly from candidate, contact, company, job, or deal pages:
Open any candidate/contact/company/job/deal profile
Click the Tasks tab
Click + Add Task
Fill in the details and save
Understanding Task Fields
When creating a task, here's what each field means:
Task Title (Required)
What needs to be done. Keep it clear and action-oriented.
Examples:
"Follow up with Sarah about offer decision"
"Send contract to TechCorp"
"Prep interview feedback for team meeting"
Task Type (Required)
Choose what kind of task this is. This helps you filter and organize later.
Default options:
To-do (general tasks)
Call
Email
SMS
LinkedIn Message
Custom types (your admin can create these from Settings)
💡 Pro Tip: Email, Call, and SMS tasks automatically open the right tool when you click them.
Priority (Required)
How urgent is this task?
High 🔴 - Do this today
Medium 🟡 - Important but not urgent
Low 🟢 - Nice to have
None ⚪ - No rush
Associated With (Optional)
Link this task to a candidate, contact, job, company, or deal.
Why this matters: When you click the task later, it'll open the associated profile automatically without any searching required.
Assigned To (Required)
Who's responsible for completing this task?
Select yourself (default)
Select a team member
Select multiple people (creates separate tasks for each person)
Due Date & Time (Required)
When should this task be completed?
Quick options:
Today
Next business day
In 2 business days
In 3 business days
In 1 week, 2 weeks, 1 month, etc.
Custom date (pick any date)
Default: 3 business days from now
Time: Choose any time in 15-minute intervals. Default is 10:00 AM.
Reminder (Optional)
Get notified before the task is due.
Options:
No reminder (default)
At task due time
30 minutes before
1 hour before
1 day before
1 week before
Custom date & time
💡 Pro Tip: Set reminders to match your workflow. If you check Slack more than email, enable Slack notifications in Settings.
Notes (Optional)
Add context, links, or instructions.
You can format text with:
Bold, italic, underline
Bullet lists and numbered lists
Links
Text colors
Recurring Tasks (Optional)
Need this task to repeat regularly? Set up a recurrence schedule.
Options:
Does not repeat (default)
Weekly on [day]
Monthly on [date]
Custom (daily, weekly, monthly with advanced options)
Example use cases:
Weekly pipeline review every Monday
Monthly client check-in on the 1st
Daily morning standup at 9 AM
Viewing Your Tasks
Tasks Table
Your main task hub. Here you'll see:
My Due Tasks - What's due today
My Overdue Tasks - What you missed (no judgment!)
All Tasks - Everything across your account
You can:
✅ Mark tasks complete by clicking the checkmark
✏️ Edit tasks by clicking the pencil icon
🔍 Filter by task type, priority, assigned to, due date
🔢 Sort by any column (due date, priority, etc.)
📋 Bulk update multiple tasks at once
Dashboard Widget
Add a Tasks widget to your main dashboard for quick access:
Go to your Dashboard
Click Add Widget
Select Tasks
Choose which tasks to display (Due Today, Upcoming, Overdue, Completed)
Save
Now you'll see your priorities every time you log in.
Completing Tasks
Mark a Single Task Complete
From the Tasks table:
Hover over the task row
Click the ✅ checkmark that appears on the right
The task slides away
From an entity page:
Open the candidate/contact/job/deal profile
Go to the Tasks tab
Click the ✅ checkmark next to the task
Bulk Complete Tasks
Need to mark multiple tasks done at once?
Select the checkboxes next to the tasks
Click Mark as Complete at the top
Confirm
Re-opening Completed Tasks
Changed your mind? You can re-open a completed task:
Go to My Completed Tasks segment
Find the task
Click Re-open
The task moves back to your active list with the same due date
Editing and Deleting Tasks
Edit a Task
Click the pencil icon next to the task (or click the task title to open details)
Update any field
Click Update Task
⚠️ Note: If you edit a recurring task, you'll be asked:
Update just this task
Update all future tasks in the series
Delete a Task
Click the pencil icon to open the task
Click Delete Task at the bottom
Confirm deletion
For recurring tasks: You'll be asked if you want to delete just this occurrence or all future occurrences.
Filtering and Searching Tasks
Quick Filters
At the top of the Tasks table, you'll see quick filters like:
Assigned to - See tasks for specific team members
Task type - Filter by To-do, Call, Email, etc.
Priority - Show only High, Medium, or Low priority tasks
Source - Filter by manually created tasks, AIRA Notetaker tasks, or Sequence tasks
Advanced Filters
Need more control? Click Filter to build custom filters:
Task status (Completed, Overdue, Upcoming)
Due date ranges
Associated entities
Multiple criteria combined
Save your custom filters as segments to reuse them later.
Search
Use the search bar to find tasks by title:
Type keywords from the task title
Results filter instantly
Search works within your current filter/segment
Task Notifications
You can get notified about tasks in three places:
In-App Notifications (Bell Icon)
New task assigned to you
Task reminders
Mentions in task notes
Email Notifications
Daily digest (tasks due today + upcoming)
Weekly digest (summary of completed vs. overdue)
Individual task reminders
Slack/Teams Notifications
Real-time task assignments
Task reminders
Task completions (for tasks you assigned)
Tips for Getting the Most Out of Tasks
🎯 Start Small
Create 3 tasks today. Get comfortable with the basics before diving into recurring tasks and advanced features.
🔁 Use Recurring Tasks for Routines
Weekly check-ins, monthly reviews, quarterly planning - set them up once and forget about them.
📊 Add the Dashboard Widget
Out of sight = out of mind. Keep tasks visible on your dashboard.
🔗 Link Tasks to Entities
Always associate tasks with candidates, jobs, or companies. When you click the task later, you'll have instant context.
🔔 Turn On Slack Notifications
Work where you already spend your day. Get reminded in Slack instead of checking Recruiterflow constantly.
👥 Assign Tasks to Your Team
Stop asking "What are you working on?" Just look at the Tasks table filtered by team member.
Common Questions
Q: What happens if I assign a task to multiple people?
A: We create separate individual tasks for each person. Everyone gets their own copy to complete.
Q: Can I see tasks assigned by me to others?
A: Yes! In the Dashboard widget, add the "Tasks assigned by me to others" Segment from All Segments . Or use the Tasks table filter: Assigned by = You.
Q: Do deleted tasks show up anywhere?
A: No, deleted tasks are permanently removed. If you're unsure, mark the task complete instead, you can re-open it later.
Need More Help?
💬 Chat: Click the chat icon in the bottom-right to reach our support team
📧 Email: help@recruiterflow.com
Ready to get organized? Create your first task now →