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Tasks & Activities: FAQ
Short answers about tasks, reminders, activity sets, and the calendar. The full guide is Tasks.
Tasks and reminders
Why aren’t my tasks appearing in my Opportunity’s or Project’s Activities tab?
If you didn’t create the task directly from an Opportunity or Project, it is added as a linked, related item, so you’ll find it in the Related tab.
Why can’t I create a task reminder for myself?
A task reminder will only appear after you’ve entered a Due Date.
Why can’t I create a task reminder for someone else?
Only the person responsible for the task can set and receive the reminder. If you create a task but assign it to someone else, they’ll need to edit the task and select the date and time.
How does a reminder reach me?
By email at the set date and time, plus a push notification on the mobile app if you have notifications enabled for it. See Reminders.
How do I make a task repeat?
Give it a due date and set a repeat interval; completing one occurrence creates the next. A repeat completed late skips the missed occurrence. See Repeating tasks.
Can I assign a task to a whole team?
Yes, once an administrator has set teams up. Choose a copy per member or a single task everyone sees. See Assigning to a team.
How do I create several tasks at once?
With an Activity Set, a template that generates a group of tasks and events, applied from a record’s Actions menu or triggered by a pipeline stage. See Activity Sets.
How do I log a call or a meeting?
As a note on the record if you want what was said, or as a completed task if you want a record that it happened. See Logging calls and meetings.
Can I track time against tasks?
Yes, on Professional and Enterprise, through the Time object and daily or weekly timesheets. See Time tracking.
Where do Next Activity and Last Activity dates come from?
From the linked tasks and emails on the record. See Next Activity and Last Activity dates.
Calendar and events
Can I see my Insightly tasks in Google Calendar or Outlook?
Yes. Paid plans can sync with Google Calendar or a Microsoft Exchange calendar; any plan can subscribe to the Insightly calendar as a read-only feed. See Calendar, Subscribing and sharing.
Can I invite someone to an event or schedule one for a colleague?
No. You cannot schedule an event for another user or invite others to an event in Insightly; keep using your calendar application for that. See Events.
Why isn’t a task on the calendar?
The calendar places tasks by due date, or start date if there is no due date. A task with neither does not appear.
Pipelines
Why can’t I delete a pipeline or pipeline stage?
Because it’s still in use. Check the Recycle Bin. A deleted record sent there may still have a Pipeline, Stage, or Activity Set attached, and it can’t be removed until it’s no longer associated with any records. Restore the record and remove the Pipeline/Stage/Activity Set, or delete the record completely from the Recycle Bin. See Pipelines, Deleting a pipeline or stage.
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