Tasks Overview
Learn what a Task is in Daylite, when to use one instead of an Appointment or Project, and how Tasks connect to the Worklist, Delegation, Pipelines, and Activity Sets.
A Task in Daylite is a record that tracks something you need to do — a follow-up call, an email to send, a reminder, a deliverable. Tasks can stand on their own or be linked to other records such as People, Companies, Opportunities, Projects, Notes, and emails, giving them context and making them visible on those records' timelines.
Key facts:
Tasks can have due dates, start dates, reminders, repeating schedules, Categories, Keywords, and file attachments
Each Task has an Owner and can be delegated to another team member with optional change notifications
A linked Task is connected to another record and appears on that record's timeline; an unlinked Task is standalone
The Worklist is a priority list of Tasks pinned for immediate focus — recommended limit of three to five
Tasks sync across Mac, iPhone, and iPad
You can create a Task from Mail in Daylite using the New Task button in the Action bar
What Is a Task in Daylite?
A Task is a single action item you need to complete. You create a Task, give it a title, optionally set a due date and reminder, and mark it as done when you finish it. Tasks are one of the core record types in Daylite, alongside Contacts, Appointments, Opportunities, Projects, and Notes.
A Task can be linked or unlinked. A linked Task is connected to one or more records in Daylite — for example, a Task linked to a Person and an Opportunity. Linking a Task gives it context: the Task appears on the timeline of every record it is connected to, so you and your team can see what needs to happen and what has already been done. An unlinked Task is standalone, with no connection to another record — for example, Buy MagSafe adapter at the Apple store.
You can set the following on a Task: Title, Due Date, Start Date, Reminder, Category, Keywords, Type, Priority, Estimated Time, Details, Owner, Delegate, Status, Repeat, Permissions, and Linked Items. You can also attach files to a Task. For a full breakdown of these fields, see How to Create a Task.
When to Use a Task
Use a Task when you have a specific action to complete — something with a clear outcome you can mark as done. Tasks are the right record type for follow-up calls, emails to send, documents to prepare, items to review, and any other discrete piece of work.
If the work involves a scheduled meeting with a start time, end time, and duration, create an Appointment instead. If the work is a larger initiative with multiple stages, milestones, and linked Tasks, create a Project. Tasks and Appointments can both be linked to a Project, so you can track individual action items and scheduled meetings within the same broader effort.
Task
You need to do something with a clear outcome
"Send proposal to Sarah," "Review contract," "Call supplier for quote"
Appointment
You have a scheduled meeting with a start and end time
"Client meeting, Tuesday 2:00–3:00 PM"
Project
You are managing a larger initiative with multiple Tasks and stages
"Website redesign," "Q3 product launch"
The Worklist
The Worklist is a priority list that groups your most important Tasks in one place. It appears on the Home Screen on the Mac or Today Screen on your iPhone and iPad, and in the Sidebar under Tasks, giving you a focused view of what you need to work on today. Keep it small — three to five Tasks is recommended.
For how to add, remove, and manage Tasks on the Worklist, see The Tasks View.
Delegation
Delegation in Daylite is the process of assigning a Task to another team member while retaining ownership. When you delegate a Task, the Task remains yours and you stay listed as the Owner — but another user is responsible for completing it. Delegated Tasks appear in the Delegated section of the Sidebar, grouped into Tasks delegated by you and Tasks delegated to you.
For how to delegate a Task, see How to Create a Task. For the Delegated list view, see The Tasks View.
Pipelines and Tasks
For repeatable processes, Daylite offers Pipelines and Activity Sets — reusable templates that automatically create Tasks when applied to a record or triggered by a Pipeline stage.
A Pipeline in Daylite is a sequence of stages that defines a repeatable process for Opportunities or Projects. Each stage can have Tasks with due dates set relative to when the stage starts or when the record is expected to close. When you advance a record to a new stage, Daylite prompts you to create those Tasks. Pipelines are configured at Settings > Pipelines. For details, see Pipelines.
Activity Sets
An Activity Set in Daylite is a reusable template of Tasks and Appointments that you create once and apply to records as needed — for example, a new-client onboarding checklist or a project kickoff process. Apply one from the … button on any record. Activity Sets can also be attached to Pipeline stages so they trigger automatically. They are configured at Settings > Activity Sets. For details, see Activity Sets.
Viewing Your Tasks in Daylite
Tasks are accessible from the Sidebar, the Home Screen, and from the Activity View on any linked record.
On Mac, the Sidebar groups Tasks into five sections:
Worklist — Tasks you have pinned as your top priorities
My Tasks — all Tasks owned by or delegated to you that are not yet done
Delegated — Tasks you have delegated to other users, and Tasks other users have delegated to you
Done — Tasks you have completed, sorted by Start date
All Tasks — every Task in Daylite across all users and statuses, sorted by Due date. Supports filtering by User, Category, and Keywords.
On iPhone and iPad, the Sidebar groups Tasks into:
Inbox - Tasks not yet assigned to a Project.
Worklist - Tasks you have pinned as your top priorities
My Tasks - all Tasks owned by or delegated to you that are not yet done
Someday - Tasks with the due date set to Someday
Categories and Keywords - display Tasks grouped by their assigned Category or Keywor
Delegated - Tasks you have delegated to other users, and Tasks other users have delegated to you
Done - Tasks you have completed, sorted by Start date
Tasks linked to a record — a Person, Company, Opportunity, or Project — appear in that record's Activity View, listed chronologically alongside Appointments, Notes, and emails. This means you can see every Task associated with a contact or deal without leaving that record.
Tasks with due dates can also be displayed in the Daylite Calendar on Mac. For details, see The Tasks View.
For a detailed breakdown of each Sidebar section, see The Tasks View.
Frequently Asked Questions
Can a Task in Daylite be linked to more than one record?
Yes. You can link a single Task to multiple records — for example, a Person, a Company, and an Opportunity. The Task appears on the timeline of every linked record.
What is a Subtask in Daylite?
A Subtask is a Task created within another Task's Activity section. It is linked to the parent Task, creating a checklist structure where you can break a larger action item into smaller steps.
What happens when you mark a Task as done in Daylite?
Daylite checks the Task's checkbox, automatically sets an End Date, and records the duration of the Task in days, hours, and minutes. The Task moves to the Done section in the Sidebar.
Can you create a Task from an email in Daylite?
Yes. In Mail in Daylite, select the email, click Add to Daylite, then click New Task. The Task is automatically linked to the email. For more on working with email, see Adding Emails to Daylite.
Do Tasks sync across Mac, iPhone, and iPad?
Yes. Tasks sync across all Apple devices connected to the same Daylite account. You can create, edit, delegate, and complete Tasks on any device.
What is the difference between the Owner and the Delegate on a Task in Daylite?
he Owner is the user who created (or currently owns) the Task. The Delegate is the team member assigned to work on it. The Owner retains the Task on their Delegated list and can opt into change notifications. If you change the Owner instead of delegating, the Task transfers fully to the new user and no longer appears on your Task list.
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