How to Manually Create a Task

In Aptly, most tasks are created automatically through automations. However, there may be times when you need to manually create a task — whether that’s on a card, an email, or as a personal task for yourself.

This article covers how to manually create tasks and explains the different task types available in Aptly.

Task Types

Aptly supports four types of tasks, each suited for different workflows:

To-Do: A general task for any type of action or reminder.

Email: A task to send or schedule an email.

SMS: A task to send a text message.

Phone: A task to make or log a phone call.

The process for creating each type is similar, with a few differences in the task details.

Ways to Create a Task

You can create a task from multiple locations in Aptly.

1. From a Card

Open a card.

Locate the Tasks field group.

Click Add Task.

Select your task type and complete the required fields.

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This is the most common way to create a task, especially if it’s tied to a specific contact or property.

2. From the Dashboard

From your Dashboard, click New Task on the right-hand side.

Complete the task details.

Optionally, link the task to a related card or contact.

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When you create a task from the Dashboard, a detailed task window will open so you can immediately add a description or attachments.

3. From an Email

Open the email you want to create a task from.

In the Details Pane on the right, click the arrow to expand if it’s hidden.

Locate the Tasks section and click the plus (+) icon to add a task.

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If you have a Premium Subscription, you have access to AI features like AI Summary. You can take the AI summary and generate a task with it.

Task Fields and Options

All task types share a similar setup. When creating a task, you’ll complete the following:

Title: The name of the task.

Assignee: The team member responsible.

Priority: Low, Medium, or High.

Due At: The date and time the task should be completed.

You can also:

Add a description (rich text supported).

Leave internal comments for yourself or your team.

Upload or drag and drop files.

Link a related card or contact.

Task Type Details

To-Do Tasks

A simple action item or reminder.

You can include form fields and merge fields within the description — these will populate dynamically if a related card or contact is linked.

Email Tasks

Designed to schedule or prepare an email.

Add your subject and recipient contact.

The description field works as the email composer, including templates, attachments, and merge fields.

You can send the email directly from the task once created.

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Email tasks are helpful if you want to plan communication ahead of time instead of setting a generic reminder.

SMS Tasks

Used to compose and send a text message.

Select a contact and choose your SMS template (optional).

The description field acts as your text composer.

You can send the SMS directly from this task.

Phone Tasks

Used for scheduling or logging calls.

Select the contact to call.

Add discussion topics or a call script in the description field (rich text supported).

After the call, update the call outcome (e.g., Completed, Left Voicemail).

It’s best practice to also link the related card or contact for tracking and reporting purposes.

Editing and Managing Tasks

Once a task is created, you can:

Update its status or priority.

Reassign it to another user.

Modify start and due dates.

Add or update related cards and contacts.

These options are found in the Details Pane on the right side of the task.

Pro Tip

Use manual tasks for follow-ups, reminders, or personal to-dos that aren’t part of an automated workflow — especially for exceptions or one-off communications.

Intro to Automations

How to Create and Use a Task Template

How to Create Recurring Tasks