Outcome
You can maintain a trustworthy task list and subscribe safely to its calendar feed without confusing calendar refresh lag with CRM state.
Navigation path
CRM > Tasks > To do
Access
Active CREBuilder subscription with CRM entitlement
On this page
Before you start
Data, sources, and access to prepare
- CRM access
- A known owner and due time for task work
Read task groups in the workspace time zone
| Group | Definition |
|---|---|
| Overdue | Incomplete and due before the current instant |
| Today | Incomplete, not overdue, and due before the next local midnight |
| Upcoming | Incomplete and due after the Today boundary |
| No due date | Incomplete with no due instant |
| Completed | Shown only when the completed option is enabled |
Time-zone precedence
Task groups and reminders resolve time zone in a fixed order.
User override
Company default
Configured fallback
UTC
- User overrideCompany defaultif absent
- Company defaultConfigured fallbackif absent
- Configured fallbackUTCif absent
Create, assign, and complete tasks
- 1
Choose task scope
CRM > Tasks > To do > scope
Select Mine or Whole team when authorized.
Expected result: The groups reflect the permitted ownership scope.
If this does not happen: Own-scoped roles remain limited to their work even if a team scope is placed in the URL.
- 2
Choose task completion visibility
CRM > Tasks > To do > Show completed
Set Show completed to the state needed for the review.
Expected result: The groups include or exclude completed work as requested.
If this does not happen: Turn the control off before returning to an active-work review.
- 3
Create a top-level task
To do > Add task
Enter a clear title, optional due date/time, and an assignee when your role offers that control.
Expected result: The task appears in Overdue, Today, Upcoming, or No due date.
If this does not happen: If you need a visible contact relationship, create the task from that contact workspace instead.
- 4
Create a contact-linked task
Contact workspace > Tasks
Add the action and due time from the person record.
Expected result: The task appears both in contact context and the To do groups.
If this does not happen: If save fails, copy the task title and time, reload, and retry once.
- 5
Complete the real action
To do > task checkbox
Select complete only after the work is done.
Expected result: The task leaves active groups and appears when completed tasks are shown.
If this does not happen: If checked by mistake, use any available restore control promptly or create a corrective task with an explanatory title.
Reminder delivery does not control visibility
A due task remains visible in CRM even if its one reminder email fails. Use To do as the source of truth for work.
Subscribe to the private task calendar
- 1
Open subscription options
CRM > Tasks > To do > Calendar subscription
Open the calendar subscription control.
Expected result: The available calendar-client instructions appear.
If this does not happen: If the control does not load, retry the Tasks page and confirm CRM entitlement before copying a stale URL.
- 2
Choose a calendar client
Calendar subscription > client options
Select the instruction for your calendar client.
Expected result: The page displays a private subscription route or launches the supported subscription flow.
If this does not happen: If your client is not listed, use the copy-link instruction for an internet calendar.
- 3
Subscribe instead of importing once
Calendar subscription > Outlook, Apple, or copy link
Add the URL as a subscribed internet calendar using the selected client instructions.
Expected result: The client periodically refreshes CRM tasks from the ICS feed.
If this does not happen: If the client offers only file import, locate its subscribe-from-URL option so updates are not frozen at one moment.
- 4
Protect the feed URL
Calendar client and CRM calendar settings
Keep the private URL out of notes, tickets, screenshots, and shared documents.
Expected result: Only intended calendar clients can read the task feed.
If this does not happen: If the URL is exposed, replace or revoke it through the supported CRM control and update trusted clients.
- 5
Verify against CRM
Calendar client and CRM > Tasks > To do
Compare a dated task after the client has refreshed.
Expected result: Title and due timing match the authoritative CRM task.
If this does not happen: If the client is delayed, keep working from CRM To do and wait for the provider refresh rather than recreating tasks.
Calendar lag does not change CRM state
Calendar providers choose when to refresh subscribed feeds. CRM To do remains the source of truth for current completion and due state.
Resolve missing tasks and calendar issues
A task is in the wrong group
Likely cause: The stored due instant is being viewed through a different resolved time zone.
- Check the task due time.
- Check the user override and company default.
- Reload after correcting time-zone settings.
- Document shared deadlines with an explicit zone.
A subscribed task is not immediately visible in the calendar app
Likely cause: Calendar clients refresh subscribed ICS feeds on their own schedule.
- Confirm the subscription, not a one-time file import.
- Wait for the calendar provider refresh.
- Use CRM To do for the current authoritative state.
A task is missing from your list
Likely cause: It may be complete, outside your ownership scope, or saved without the expected relationship.
- Enable completed tasks.
- Confirm Mine versus Whole team where offered.
- Open the related contact when one was used.
- Use Retry if the page shows an error instead of an empty state.
Final verification
- Calendar subscription > client options: The page displays a private subscription route or launches the supported subscription flow.
- Calendar subscription > Outlook, Apple, or copy link: The client periodically refreshes CRM tasks from the ICS feed.
- Calendar client and CRM calendar settings: Only intended calendar clients can read the task feed.
- Calendar client and CRM > Tasks > To do: Title and due timing match the authoritative CRM task.
- No blocking warning, failed status, or unresolved validation message remains in the completed workflow.