To-do's
Use To-do's when a next step needs an owner, a due date, and customer context before someone marks it done.
To-do's is the review queue for work that needs a human decision. Start with pending items, then check owner, due date, related record, and completed history.
What to check before completing work.
Start with pending items. Confirm owner, due date, related record, description, and whether the work is actually done before marking it complete.
Create a To-do when the next step needs an owner. Fill title, due date, assignee, related object or record, and a description that defines done.
What To-do's is for
To-do's is the place for work that needs a human decision. It is not a general notes list; every item should have a clear action, owner, due date, and related customer context.
Use it for follow-ups, reviews, reminders, handoffs, or tasks created from Max context. Pending shows what still needs action. Completed shows what already moved.
How to read the queue
Read each row from left to right: status, task title, related record, assignee, and due date. The title tells you what to do; the related record tells you where to continue the work.
A pending proposal task should stay pending until the proposal is actually sent. A completed follow-up stays visible so the next teammate can see that the work already happened.
Create a to-do
Use the New To-do modal when the next step should be explicit and owned. Start with a short action title, then set the due date and assignee.
Choose the related object and record before creating the task. If the work is about a company, deal, ticket, or person, that link keeps the task connected to the right context.
Use the description to define done. Example: "Prepare investor report before the renewal review. Confirm owner, related company, due date, and next step."
When To-do's is not enough
Use a Max Task when the same work should run repeatedly on a schedule, such as a daily pre-meeting brief.
Use a Max Playbook when the team needs reusable instructions for how Max should handle a repeated request.
Use a Studio workflow when the process should run from a trigger, route through conditions, call tools, or update systems automatically.
Queue hygiene
Keep pending work short and specific. If a task title is vague, edit it before assigning or completing it.
Do not complete a task just because someone looked at it. Complete it only when the promised action happened or the task is no longer needed and has been replaced by a clearer one.
FAQs
When should I create a To-do?
Create a To-do when the next action is specific, has one owner, and should be tied to a person, company, deal, ticket, or another record.
What makes a good To-do title?
Use an action title someone can complete, such as "Send renewal proposal" or "Confirm billing owner". Avoid vague titles like "Follow up" without context.
Why link a related record?
The related record gives the teammate the customer context: which company, deal, ticket, or person the work belongs to. Without that link, the task becomes detached from the operation.
When should I use a Max Task instead?
Use a Max Task when the same work should run on a schedule, such as a daily pre-meeting brief. Use To-do's for one specific action that needs review.