Understanding the Tasks page

Tasks is your daily action queue. Every time a lead replies, reaches a manual sequence step, or lands in your inbox waiting for approval, Topo creates a task automatically. You work through them one by one — send, call, approve, or skip — and the next one loads. You can also create your own to-dos manually, outside any sequence.

What types of tasks exist

Creating your own to-do

As well as the tasks Topo creates automatically, you can add your own standalone to-dos from the + button on the Tasks page, or from the Tasks tab on a lead. See Creating a standalone to-do for the full walkthrough.

To-dos are the first group at the top of the list, above reply tasks, calls, and lead reviews, with a count chip. Like the other groups, it can be collapsed. Each row shows the to-do title, the linked contact and company underneath, the assignee, and a due-date label of Overdue (red), Today, Tomorrow, or the date itself. Open to-dos are ordered by when they were created, newest first, not by due date.

Choosing whose tasks you see

The view selector at the top of the Tasks page switches between My tasks (assigned to you), All tasks, or a specific teammate. Worth knowing: a to-do you created for someone else appears under their tasks, not under My tasks.

Open tasks assigned to you, to-dos included, count towards the Tasks badge in the sidebar.

Filtering and searching tasks

Use the filter icon at the top of the Tasks view to narrow the queue:

• Sequence — select one or more sequences; supports multi-select

• Type — show only a specific task type, including To-dos

• List — for to-dos, this matches on the linked contact's list membership

Click Apply to update the queue. The search box matches the to-do title and the contact name.

There is no due-date filter, so a to-do due next month appears in Open straight away. Due dates are calendar dates read in your own timezone, so Today, Tomorrow, and Overdue are worked out locally and two teammates in different timezones may briefly disagree around midnight.

How tasks are assigned

This applies to the tasks Topo creates automatically. A to-do's assignee is set when you create it and defaults to you, and it can be changed later with Reassign.

Task assignment is controlled by two settings.

Owner assignment (Settings → Engage → Assignment) sets the global logic:

• Per sequence: assignment follows the configuration on each sequence

• Per contact: tasks for a contact always go to the team member who owns them

• Per company: tasks for all contacts at a company go to the team member who owns that company

If your organisation uses CRM owner sync with the CRM as the source of truth, an imported lead that already has an owner in your CRM keeps that owner, and round robin skips it. Round robin only fills leads with no CRM owner.

Sequence-level assignment (Sequence Settings → Assignment) sets who can receive tasks from that sequence:

• Any team member: round robin across the whole team

• Selected team members: round robin among chosen members

• Based on sending identity: assigned to the team member linked to the identity that sent the message

After you close a task

Closed means closed — a task only reopens if a reminder rule triggers, or if the lead replies again (which creates a new task).

To-dos are the exception: you can reopen one yourself at any time from the Done tab.

Reopened tasks show a reminder icon so you can tell them apart from fresh ones.

Done tab

Completed and skipped tasks are stored in the Done tab at the top of the Tasks view. From there you can:

• View the full conversation history

• Reopen a task to bring it back into your active queue

• Continue the conversation directly without reopening