The Tasks section of the ALIS CRM allows you to create, assign, and track sales-related activities for both prospects and referral sources to manage your team's workflow. You can easily view, filter, and complete pending items from the main dashboard or efficiently document outreach by completing tasks in bulk.
Access Tasks
From the dashboard, open the CRM dropdown and click Tasks to go straight to the Tasks tab. Tasks data is typically bulk-imported during onboarding.
For any questions on importing Tasks data, contact your Account Manager or our ALIS Customer Success Team.
Navigate the Tasks tab
Top Filters & Quick Actions
Filter pending tasks by Task Type, Sales Agent, and Person (prospect or referral source). Click +New Task to create a task. Click Print option generates an agenda document for you or your team.
Task Type and Task Outcome options are managed in CRM Settings and require specific security-role permissions. Contact your Account Manager or the ALIS Customer Success Team for assistance.
Manage Tasks
Use the main table to view overdue and upcoming tasks, and click Mark Complete or Edit to document your actions. Completed details save to the prospect or referral source's profile. Use the >Show More link below Mark Complete to see task notes and contact details.
Community Snapshot
This section shows leasing availability and other occupancy statistics. Click the blue arrows to expand each category. These metrics are a helpful reference when creating and managing tasks.
Create and Assign Tasks
CRM Tasks track and report on sales activity. Tasks are created for specific prospects or referral sources and assigned to your sales staff to complete. The main table shows upcoming tasks and past-due tasks without documented completion.
- Click +New Task to create a task for a prospect or referral source.
- In the pane that opens, enter the task details. Choose who the task is for and assign it to yourself or another sales team member.
- Contact defaults to the prospect's main contact.
- Due Date and Time pre-fill from the task type's configured due date. Minute and hour settings fill both the date and time; a day setting fills the date only. If the task type has no due date configured, Due Date defaults to tomorrow.
- If an assignee is missing from the dropdown, they may need the correct security role or additional permissions. Contact your Account Manager or the ALIS Customer Success Team for help.
- (Optional): You can Mark Complete at the point of creation. If you do, you are prompted to add the task outcome.
- Click Create Task to add it to the main Tasks page and the corresponding profile.
You can also create new tasks from the Prospects tab (+Create New Task under the Assignee & Tasks column), a Prospect profile, and the Referral Sources tab (+Create Task on each record).
Reassign Tasks
To reassign tasks in bulk from one staff member to another, use the staff member's profile page. See the CRM FAQs article for steps.
Bulk Record Tasks
If a completed task applies to a group of prospects or referral sources, record it in bulk from the Prospects or Referral Sources tab.
- Update the filters to narrow to the group you want.
- Use the top-left checkbox to select all shown contacts, then deselect or select individuals as needed.
- Click Record Mass Task above the table to open the Create Task pane. Fill in the task details and outcome. You can Mark Complete at this stage.
- Click Create Task to record it for all selected contacts. The task is logged on each profile and in your Tasks reports.
Voice Dictation
You can use speech-to-text to dictate into the task Notes and Completion Notes fields instead of typing, including when recording tasks in bulk. Select the microphone option, speak clearly at a steady pace, and ALIS converts your speech into text within the field.
⚠️ Important: Requires a working microphone and a supported browser. Transcription may not capture punctuation accurately (e.g., commas, periods), so review and edit the text before saving.
Auto-Create Tasks for New Prospects
CRM Tasks can also be configured to automatically generate follow-up tasks when a new prospect is created. This helps ensure sales teams respond quickly to new inquiries and maintain consistent outreach workflows.
When the Auto-Create setting is enabled for a CRM Task Type, the system automatically creates a task and assigns it to the sales agent listed on the Prospect Profile whenever a new prospect record is added. The task due date is automatically set 24 hours from creation.
Enable Auto-Create Tasks
- Navigate to Settings.
- Select CRM.
- Scroll to CRM Task Types.
- Click + Add Task to create a new task type, or click Edit on an existing task.
- In the panel that opens, toggle Automatically create for new prospects? to Yes.
- Click Submit to save.
Once enabled, a task with that Task Type will automatically be created each time a new prospect is added to the CRM. For more detailed information, refer to this Automatically Create Tasks for New Prospects guide.