To-Do
Source-CRM equivalent: Hotlist. Renamed To-Do; the tasks live in the source database.
Note: web portal. Creating, opening, editing, completing and deleting a To-Do all work in the web portal today. The icon-type selector, the Alarm/reminder toggle, Recurring (↻) patterns, and the right-click menu described below are desktop-only; they are not yet available on the web.
In this chapter - The To-Do list: filters and columns - The number on the To-Do List icon - Creating, opening, completing, deleting - The To-Do dialog - Where else To-Dos appear - The To-Do list on the phone - Repeating To-Dos - Not yet available
The list
Icon bar ▸ To-Do. Toolbar: period (Today, Tomorrow, Yesterday, This Week, Next Week, Last Week, This Month, Next Month, Last Month, Custom; Custom opens Build To-Do List: start/end dates + a text filter), Column Setup, Build To-Do List, Search, the user dropdown (My To-Do / All To-Do / then each other user by display name), and three toggles: Completed (show completed, on), Meetings (include meetings, formerly appointments, in the range), OverDue (add unfinished items from before today). Right: Refresh, Settings (the gear; it opens Settings on the Agenda & To-Dos tab, which is where the To-Do options live; the old separate To-Dos tab was empty and was merged in September 2026), Close. Columns: (icon), Completed, Date, Time, Pr. (H/L), Task, Name, Company, Phone 1. The first-column icon carries the state by its shape; the row text stays a neutral colour: a grey tick (done), a red cross (overdue / missed), and a blue question mark (pending) for tasks; a blue calendar for a meeting; and an amber flag for high priority. The shape tells missed from pending on its own (you don't have to read the colour), and the colour rides the icon, not the row. Sorted by date (newest first) by default; click headers to sort.
While the list loads (15 Oct 2026). The To-Do List is read from the database in the background, so the window stays usable while it loads: opening the To-Do List, changing the period or the user dropdown, switching Completed, Meetings or OverDue, pressing Refresh, or completing, saving or deleting a To-Do shows a single Loading the To-Do List... row (when the list is opened, the window title says the same until the count arrives). That row is a message, not a To-Do: it cannot be selected, opened, completed or deleted. The choices you had made when the load started (period, toggles, user) are the ones that load uses; change any of them again and the list always ends up showing the last choice, never an earlier one that happened to answer later.
- "To-Do List could not be loaded:
" (in red) means a read failed, for example the database did not answer. The list is not empty; press Refresh or reconnect. Hover over the row for the full reason. With Meetings on, a failure to read the meetings counts too: you see this row rather than a list that quietly leaves the meetings out. - "To-Do List could not be loaded: Loading was stopped before it finished" appears if the program was closing while the list loaded; Refresh loads it again.
- "To-Do List could not be loaded: No data provider available" means the calendar connection the list reads through was not set up (for example, no database was connected at sign-in).
- An empty list (no rows, no red row) means the reads worked and nothing matches the period, user and toggles you chose.
The number on the To-Do List icon
The To-Do List button on the icon bar shows how many of your own To-Dos are not done yet and are due today or earlier (overdue), as a bold red number at the icon's top-right, the same style as the unread count on the Email icon ("99+" above 99). Hover over it to read, for example, "5 To-Do items due today or overdue". It counts the To-Dos this list shows under My To-Do with OverDue on and Completed off, up to today; tomorrow's To-Dos, meetings and other people's To-Dos are not counted. It is refreshed when you sign in, every 5 minutes, just after midnight, and as soon as you add, complete or delete a To-Do here or in the Interactions panel, or save one from the Call List (anything else shows at the next 5-minute check). No number means nothing is due, or that TechieCRM could not read your To-Dos at the last check (it never shows a guessed number); it tries again at the next check. See also Getting started, the icon bar.
The To-Do list on the web portal
The web list is the same records with a smaller toolbar. Three drop-downs: period (All Dates, Today, Tomorrow, Yesterday, This Week, Next Week, This Month), show (Open, the default; All, Completed, Overdue) and priority (All Priorities, Urgent, High, Medium, Low). A search box matches the task and its description. Under the toolbar, five counts for the whole workspace: All, Not started, In progress, Completed, Deferred. These are totals, not filters, and they do not change when you search, so you can see "31 matches out of 412" at a glance.
Columns: (icon), ✓, Date, Pr., Task, Name, Assigned. The Date column shows the due date, or the scheduled date when a to-do has no due date. ✓ and Assigned sort; Date, Pr., Task and Name cannot, and the footer says why in plain words when you click them (Chapter 20).
The ribbon's Today's Tasks and This Week's Tasks buttons open this list with the matching period already chosen. Personal Activities is deliberately marked not connected; this list has no personal-versus-client filter for it to ask for.
Right-click
Open Task · Mark Complete (tasks that aren't complete) · Delete (confirmed) · Schedule a To-do… / Schedule a Call… / View in Clients / Export to Sheet / Print (present, not yet connected).
The To-Do dialog ("Todo: ")
Compact, label-free. Row 1: Date (double-click → calendar), Time (blank = Timeless; double-click → Find Free Time), Alarm toggle + lead time. Row 2: Priority (High/Normal/Low), Assigned to (any user in the shared user list, you included; the To-Do's current owner is always kept in the list so saving never reassigns it by accident), task icon (Phone Call, Email, Meeting, Letter, Fax, Document, To-Do, General, Support, Message), Recurring (native database only; see below), Print. Row 3: the related entry button (Personal, or the linked client; menu Add Entry… / Clear (Personal)) and the status button Pending / Completed / OVERDUE. Then the Activity text. Buttons: Delete (existing) · OK · Cancel. Alarms behave as in Chapter 14.
Where else To-Dos appear
The Calendar Call List view and the Control Bar Call List (double-click opens the same dialog); a client's Interactions (Add ▸ Task, and each task row); the Agenda page (Chapter 23); a case's, sale's or project's Activities tab (scoped to that record).
The To-Do list on the phone
(TechieCRM for iPhone and iPad; see Chapter 25.)
The phone list uses the same three marks as the desktop, with two deliberate differences noted below. Each row begins with a clipboard, and the mark on the clipboard is the state: a grey tick for a completed to-do, a red cross for one that is overdue, and a blue question mark for one that is neither: still to do, and not late. The clipboard itself never changes, so a mixed list still reads as one kind of thing, and the three marks are told apart by their shape rather than only by their colour. As on the desktop, the row text stays a neutral colour; the colour rides the mark.
Priority is text, on the right of the row: HI in red, MED and LOW in grey. It is deliberately not an icon: high, medium and low have an order, and words carry an order in a way that shapes do not. Only HI is coloured, because colour cannot show an order and amber on a white row was too faint to read on a phone. A to-do with no priority, or with a priority code the phone does not recognise, shows nothing there rather than guessing a middle value.
Two things the desktop shows and the phone does not: the desktop's blue calendar for a meeting and its amber flag for a high-priority task. On the phone a meeting in the list keeps the clipboard, and high priority is carried by the word HI instead. Everything else about the state marks matches.
Rows are grouped OVERDUE · TODAY · UPCOMING, with completed to-dos gathered under COMPLETED at the end. Tap a row to open its editor sheet; slide a row to the left for Complete and Move.
Repeating To-Dos
In a new To-Do, click the Recurring button (↻) to choose a pattern (Daily / Weekly / Day of month / Monthly / Yearly, first and last date; the tooltip confirms it). OK then creates one To-Do per date. They are independent To-Dos (the source CRM keeps no To-Do series), so complete, move or delete each on its own; an existing To-Do cannot be turned into a repeating one.
Changing several To-Dos at once
Select the rows first (click, or Ctrl/Shift-click for several), then use the ribbon:
- Edit ▸ Manage Activity ▸ Set Priority asks for High, Normal or Low and applies it to every selected to-do.
- Edit ▸ Manage Activity ▸ Reassign asks who to move them to, from the list of users in your database, and changes the owner of every selected to-do.
- Edit ▸ Manage Activity ▸ Mark as Completed completes the selected entry.
Both bulk commands need permission to change records, and both report how many entries were changed. Meetings are skipped and the count says so; a meeting lives in the calendar, not the to-do list, so it has to be changed by opening it (or with Calendar ▸ Edit ▸ Mark as Completed).
Whose To-Do list you see
The panel's own dropdown switches between My To-Do, All To-Do and each other user's list,
shown by display name (October 2026: it used to read "
Searching the list
The toolbar Search (magnifier, October 2026) opens Search To-Do List: type the text to look for and choose where to look (All fields, or one of Date, Time, Task, Name, Company, Phone 1). The match is "contains", ignores upper and lower case, and reads each column as you see it, so a date is found as October 13. Rows that do not match are hidden and the count shows only the rows left. Show all in the same window brings every row back. Refresh keeps the search; changing the period, the user dropdown or one of the Completed / Meetings / OverDue toggles clears it. This is the same Search window as the Sales list. (The Build To-Do List text filter is separate: it narrows the Task text when the list is read.) Before October 2026 the button said Search is not yet implemented.
Not yet available
Column Setup saves your choice but the list columns don't reshape yet. (The toolbar Search works from October 2026; see Searching the list.) Time a To-Do and phone-call logging are not built. Everything else on the ribbon's To-Do tabs works: Task (Home ▸ Create), Reassign / Mark as Completed / Set Priority (Edit), Other User's To-Do and every View filter: Today's Tasks, Tomorrow's Tasks, Yesterday's Tasks, This Week's Tasks, Next Week's Tasks, Build To-Do List, Show Meetings and Carry Forward Unfinished Tasks.