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How to Create a Task

Create a Task in Daylite from a button, a record, or an email — then set due dates, reminders, and everything else that keeps it on track.

You can create a new Task in Daylite from the New Record button, the Quick Action Bar on any record, or directly from an email in Mail in Daylite. Tasks can be standalone (unlinked) or connected to an existing record (linked) for context.

Key facts:

  • Create a standalone Task from the New Record button or the File menu on Mac

  • Create a linked Task from the Quick Action Bar (… button) on any record — the Task is automatically connected to that record

  • Create a Task from an email in Mail in Daylite using the New Task button in the Action bar

  • On iPhone and iPad, tap the + New Object button from the Tasks tab or from a linked record

  • A Quick Task Entry keyboard shortcut can be configured at Settings > General > Quick Task Entry Shortcut

  • You can attach files to a Task on Mac copy, local reference, or URL and on iPhone and iPad photos or files from device or cloud storage

Before you start: For an introduction to what Tasks are and how they fit into Daylite, see Tasks Overview.

Creating A Task

Tasks help you turn plans into action. This should be a next specific, concrete step you can take to move something forward. Instead of creating a vague Task like “Work on proposal,” write “Draft the pricing section of the proposal.” This makes it easier to get started because you’ve already decided what to do.

In Daylite, you can link that Task to the relevant Project, Person, and supporting information, keeping both the action and its context together.

From the New Object Button

This creates an unlinked Task — a standalone Task not connected to any other record.

  1. Click the New Object button in the toolbar when viewing the Tasks section.

  1. Alternatively, go to File > New > New Task from the menu bar.

  1. Tap the + New Object button. This button is accessible from the Tasks tab and from the Today Screen.

  2. Select New Task.

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Quick Task Entry: You can configure a custom keyboard shortcut for creating Tasks at Settings > General > Quick Task Entry Shortcut. This lets you create a Task from anywhere in Daylite without navigating to the Tasks section first.

From the Quick Action Bar

This creates a linked Task — a Task automatically connected to the record you are viewing. Linking a Task gives it context: the Task appears on the record's timeline, so you and your team can see what needs to happen for that Person, Company, Opportunity, or Project.

  1. Open the record you want to link the Task to (a Person, Company, Opportunity, Project, Appointment, or another Task).

  2. Click the … button in the top right corner of the record.

  1. Select New Task.

  2. The new Task is automatically linked to the record.

Command + L will allow you to quickly make a contextual link with any Object in your Daylite.

  1. Open the record you want to link the Task to.

  2. Scroll to the Activity section.

  3. Tap New Task.

  1. The new Task is automatically linked to the record and visible under All Tasks or My Tasks in the Activity section.

From a Parent Task (Subtask)

Tasks can also be used as checklists within other records. A Subtask is a Task created inside another Task's Activity section, linked to the parent Task in a parent-child relationship. Use Subtasks to break a larger action item into smaller steps — for example, a Task called "Prepare Q3 client report" might contain Subtasks for "Pull revenue numbers," "Draft executive summary," and "Send to client for review."

On iPhone and iPad, Subtasks are highlighted in orange next to the parent Task in My Tasks.

A single Task is often enough. Use Subtasks when you need to track individual due dates, details, or delegates for each step.

To create a Subtask on Mac, hold Option and drag an existing Task onto the Task you want as its parent.

As a Follow-up Task

A Follow-up Task is a new Task created from an existing one, carrying the original Task's links across so you do not have to rebuild them. Use it for the next step in a sequence.

To create a Follow-up Task

  • Right-click the Task and select New Follow-up Task.

  • The new Task is automatically linked to the parent. Rewrite the title or keep it as "Follow-up of [parent Task name]," which Daylite fills in by default.

From an Email

You can create a Task directly from an email in Mail in Daylite. The Task is automatically linked to the email, so you have full context without switching between apps.

  1. Open the email in Mail in Daylite.

  2. Click Add to Daylite in the Action bar.

  3. Click the New Task icon .

  1. Fill in the Task details and save.

The Task is now linked to the email. You can then delegate the Task, set a due date, or link it to additional records such as a Person or Opportunity.

For more on working with email in Daylite, see Adding Emails to Daylite.

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Tasks from Pipelines and Activity Sets: Tasks can also be created automatically. When you advance an Opportunity or Project to a new Pipeline stage, Daylite prompts you to create the Tasks defined for that stage. Similarly, when you apply an Activity Set to a record, Daylite creates all the Tasks and Appointments in the template and links them to the record. See Pipelines and Activity Sets for setup details.

Viewing and Editing a Task

Once a Task exists, it is displayed on a detail card. The detail card shows the information you have collected on that Task — the fields that hold a value, plus any fields you have chosen to display by default. Fields you have not set and have not made default stay hidden, so the card stays readable.

When you open a Task in edit mode, every field you display becomes visible and editable, including empty ones. This is where you fill in details you skipped at creation, change a due date, update the Status, or delegate the Task.

There are three ways to enter edit mode on a Task:

  1. Click the Edit button on the detail card.

  2. Double-click the Task name in the list.

  3. Double-click an empty area of the detail card.

To change which fields appear on every Task by default, go to Settings > Edit Cards > Tasks. The fields available on a Task are described in the next section.

Task Fields and Options

When you create a Task, Daylite presents a set of fields you can fill in. Not all fields are visible by default — you can customize which fields appear on Task cards at Settings > Edit Cards > Tasks. The fields below are grouped by purpose to help you understand what each one does.

Describe the Task

  1. Name

The Task name is the title that appears in the Tasks View, the Worklist, the Calendar, and on linked records. Use a descriptive name that captures the specific action — for example, "Send revised proposal to Sarah" rather than "Proposal." A clear name makes it easier to review and prioritize your Tasks later.

  1. Description

The Description field (labeled Details on the Task card) is for any supporting information that does not fit in the name — additional instructions, reference numbers, context, or notes. This field is optional but useful for Tasks that require explanation.

  1. Location

An optional text field that records where the Task should be carried out. You can select from a list of predefined Locations or enter a custom one. This field is also available on Appointments.

Extra Fields and Dates

Daylite records metadata on every Task automatically:

  • Created — the date the Task was created and which user created it. This cannot be changed after creation.

  • Modified — the date and time of the most recent changes to the Task. Daylite does not record which user made the change.

You can add more fields to a Task by clicking Add Field on the Task card. This lets you select fields that are not displayed by default, such as Estimated Time, Location, or Start Date. To make additional fields appear on all new Tasks by default, go to Settings > Edit Cards > Tasks and check the boxes for the fields you want.

  1. Add Files

You can attach files to a Task to keep supporting documents, photos, and links organized alongside the work they relate to. You can attach multiple files to a single Task.

  1. Open the Task.

  2. Click the … button on the Task.

  1. Select Add File.

  2. Choose one of three attachment types:

    • A Copy of a File — copies the file into Daylite. The file is available to all users. Best for documents that do not need further editing, such as PDFs.

    • A Reference to a File — links to a local file path on your Mac in Finder. This file is not available to other Daylite users on other computers.

    • A Reference to a File on the Internet — a URL link to a web page or shared file on services like Dropbox or SharePoint. Use this for files that need contributions from multiple people.

  1. Open the Task.

  2. Tap New File.

  1. Choose from: Choose Photo, Take Photo, or Choose File.

  1. If choosing a file, select the storage location — iCloud, Adobe, Google Drive, or your device.

Make It Findable

  1. Category

A Category is the primary classification label for a Task. Each Task can have one Category. Categories help you sort and filter Tasks — for example, you might categorize Tasks by activity type such as Phone Call, Email, or In-Office. You can create your own Categories or use those that come with Daylite.

On Mac, this field is labeled Category. On iPhone and iPad, you can set both Categories and Keywords for a Task from the same screen.

  1. Keyword

A Keyword in Daylite is a descriptive tag you can apply to a Task to classify it beyond its primary Category. Unlike Categories, you can apply multiple Keywords to a single Task. Keywords are useful for cross-cutting labels — for example, tagging a Task with both "Urgent" and "Client-Facing."

On iPhone and iPad, Daylite automatically filters your Tasks by assigned Categories and Keywords, displaying grouped views in the Sidebar.

Say Who's Involved

  1. Linked

Linking connects a Task to one or more records in Daylite — People, Companies, Opportunities, Projects, Appointments, Notes, or other Tasks. When you link a Task to a record, the Task appears on that record's timeline in the Activity View, giving you and your team a complete history of what has been done and what still needs to happen.

You can link a Task to multiple records. For example, a Task to "Send contract to Sarah at Acme Corp" could be linked to Sarah's Person record, the Acme Corp Company record, and the related Opportunity.

You can also set Permissions on a Task to control who can view or edit it. By default, Tasks are set to Public, which means they are visible to all users in Daylite.

  1. Delegation

Delegation assigns a Task to another team member while you retain ownership.

To delegate a Task, open it and:

  1. Click Delegate.

  2. Select a user from the Delegate to list.

  3. Optionally, add a note with instructions or context.

  4. Optionally, check Notify me of changes to receive a notification when the delegate updates the Task.

  5. Click Delegate.

Delegated Tasks appear in the Delegated section of the Sidebar, grouped into Tasks delegated by you and Tasks delegated to you. When an assigned Task is updated, you receive a notification in Daylite on your Mac, iPhone, and iPad. For more on the Delegated list, see The Tasks View.

Set It Up to Move

  1. Worklist

When creating a Task, you can add it to the Worklist immediately. The Worklist is a priority list of Tasks you intend to complete today or as soon as possible — it appears on the Home Screen and in the Sidebar. For details on how the Worklist works, see The Tasks View.

  1. Due

The Due date is the date the Task is scheduled to be completed by. Setting a due date ensures the Task appears on the Daylite Calendar and in the Home Screen's Due Today and Overdue sections. Always set a due date as a best practice — Tasks without a due date are harder to review and may be missed.

You can configure Daylite to automatically assign a due date to new Tasks at Settings > Default Values > Tasks > Automatically set due date.

You can set one or more Reminders on a Task to trigger before, on, or after the due date. Reminders generate notifications on your Mac, iPhone, and iPad, helping you stay on top of upcoming and overdue Tasks.

  1. Repeat

A Repeating Task is a Task that automatically creates a new instance of itself after you complete the current one. This is useful for recurring work — for example, a monthly client check-in or a quarterly office access code change. The next instance is created only when you mark the current Task as done, so you do not end up with a backlog of future Tasks in your list.

  1. Type

A Task's Type defines the kind of work involved — for example, a phone call, email, or print media. The default Type is "To Do." The Type list cannot be modified by the user, but you can change the Type on individual Tasks. Categories are often more practical for classifying Task types, since you can customize the Category list.

  1. Status

A Task's Status tracks where it is in its lifecycle. The available statuses are:

Status
Meaning

Open

the default status when a Task is created

In Progress

you are currently working on the Task

Pending

the Task is waiting on something (for example, client approval)

Deferred

the Task has been pushed to a later date

Done

the Task is complete

Cancelled

the Task has been cancelled

The Status list cannot be modified by the user.

  1. Priority

Priority helps you rank Tasks by importance. The scale is:

Priority
Importance

0

None

1

High

2

Medium

3

Low

You can sort and filter Tasks by Priority in the Tasks View and on iPhone and iPad.

  1. Start Date

The Start date records when work on the Task began. By default, this field is not populated automatically, but you can configure Daylite to set it when a Task is created at Settings > Default Values > Tasks > Automatically set start date.

  1. Estimated Time

This field estimates how long the Task will take to complete. It is useful for planning your day — if you have 20 minutes between meetings, you can choose Tasks estimated to take 5–10 minutes rather than ones estimated at an hour or more.

  1. End Date

The End Date is automatically populated when you check a Task as done. Daylite records the duration of the Task in days, hours, and minutes based on the difference between the Start Date and End Date.

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You can manually edit the End Date. If you set an End Date manually without checking the Task's done checkbox, the Task remains open — it does not move to the Done list. To complete a Task, check its checkbox.

Frequently Asked Questions

What is the difference between a linked and an unlinked Task in Daylite?

An unlinked Task is standalone — it is not connected to any other record. A linked Task is connected to one or more records (People, Companies, Projects, etc.) and appears on those records' timelines. Linked Tasks provide context and make it easier to track work related to a specific contact or deal.

Can you link a Task to more than one record in Daylite?

Yes. A single Task can be linked to multiple records — for example, a Person, a Company, and an Opportunity.

What is the keyboard shortcut to create a Task in Daylite?

You can configure a custom Quick Task Entry shortcut at Settings > General > Quick Task Entry Shortcut. You can also press Command + L from any record to create a contextual link, which includes the option to create a linked Task.

Can you create a Subtask in Daylite?

Yes. Open an existing Task, scroll to its Activity section, and create a new Task from there. The new Task becomes a Subtask linked to the parent Task.

Can you set a default due date for new Tasks in Daylite?

Yes. Go to Settings > Default Values > Tasks > Automatically set due date to have Daylite assign a due date whenever you create a new Task.

Can you attach multiple files to a single Task in Daylite?

Yes. You can attach multiple files to a Task — for example, a PDF proposal, a spreadsheet, and a URL to a shared document.

If you attach a local file reference on Mac, can other Daylite users see it?

No. A reference to a local file links to a path on your Mac. Other users on different computers cannot access it. Use A Copy of a File to share the file with your team, or A Reference to a File on the Internet to link to a shared URL on Dropbox, SharePoint, or another service.

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