CRM tasks and segments
Tasks help your team remember calls, emails and follow ups. Segments are saved sets of rules that filter your People and Companies lists and select records for bulk actions. Both are part of the QrX CRM and open in the portal at https://portal.qr-x.app/crm/tasks and https://portal.qr-x.app/crm/segments.
Who can use them and on which plan
Tasks are included on every CRM plan, including Free. You need access to the CRM (role setting View CRM).
Segments and bulk actions are included from the Starter plan up. On the Free plan you see an upgrade prompt instead.
The CRM tasks and activities API needs the Business or Enterprise plan (Public API).
Creating Spaces needs the role setting Create task Spaces and Lists. Users with Manage all task Spaces see and manage every Space.
Tasks
What the Tasks page shows
Open CRM > Work. Tasks live in Spaces. A Space is a shared place for one team or topic. It holds lists (and, if you want, folders and subfolders), and every list shows its tasks grouped by status.
The menu item is called Work when your plan and role include Spaces. Otherwise it is called Tasks and opens the plain task list.
On the left is the Spaces bar. Click My tasks to see every open task assigned to you across all Spaces, or click a Space or list to open it.
Spaces, folders and lists
Click New Space, give it a name and a colour, and choose who can see it: Private (only members), Team or Company (everyone).
Use Space options (the three dots) to add a New list or a New folder, to Edit Space or to Delete Space.
Folders can hold lists and other folders, up to four levels. Use Folder options to add a New subfolder, Rename folder, Move to folder or Delete folder. Deleting a folder never deletes tasks: its lists and subfolders move up one level.
Use List options to Rename list, Move to folder or Delete list.
To keep something at hand, open the three dots of a Space, folder, list or channel and choose Add to favourites. It then appears under Favorites at the top of the bar, below My tasks. Click the star behind it, or choose Remove from favourites, to take it out again. Favourites are personal: only you see yours.
Click the arrow button next to Spaces to collapse the bar to icons. Hover an icon to see the name. QrX remembers your choice.
Creating Spaces needs the role setting Create task Spaces and Lists. Users with Manage all task Spaces see and manage every Space.
Work in the list
Tasks are grouped by status. Click the arrow on a group to collapse it. The three dots next to a group open Group options: Edit statuses, Collapse group, Select all in group, Collapse all groups and Expand all groups. QrX remembers which groups you collapsed.
Add task: click it at the bottom of a group, type the name and press Enter. The task is created in that status.
Change the status, assignee, due date or priority right in the row: click the cell, choose a value and it saves at once. The due date offers quick choices (Today, Tomorrow, This weekend, Next week, 2 weeks, 4 weeks) next to a calendar.
A task with subtasks shows an arrow. Click it to show or hide the subtasks under the task. The Subtasks button shows or hides all of them. QrX remembers what you opened.
Use the search box and the Assignee filter to narrow the list. Your filters are remembered.
Drag a task by its handle to change its order, or onto another group to change its status.
Click the pencil next to the title to rename a task in place. Click the plus to add a subtask right under it, and press Enter to add the next one.
The three dots at the end of a row open more actions: Copy link, Copy ID, New tab, Rename, Watch this task, Move to..., Duplicate, Start timer and Delete.
A task with a running timer shows a ticking clock in its row. Click it to stop the timer.
Change many tasks at once
Tick the boxes of several tasks. A bar appears with Status, Assignees, Dates, Move, Copy and Delete. Pick an action and it applies to all selected tasks. If some tasks cannot be changed, QrX tells you how many. Click Clear selection to stop.
Move a task to another list or Space
Click the folder icon on a row, the same icon in the task panel, or Move in the bulk bar. Search for a Space or list and choose it. The task keeps its details and takes the matching status in the new Space.
Statuses
Every Space has its own statuses in four groups: Not started, Active, Done and Closed. Space admins open Edit statuses to add a status, rename it, change its icon and colour, or delete it. When you delete a status you choose the status its tasks move to.
Board view
Switch from List to Board at the top right. Each status is a column. Drag a card to another column to change its status, or up and down to change the order.
The task panel
Click a task to open its panel on the right. Drag its left edge to make it wider or narrower, and double-click the edge to reset it. The panel shows:
Status, assignees, dates, priority, Estimate and the linked person or company.
Fields: your own custom fields (see below).
Subtasks with a checkbox each, and Add subtask.
Checklists: add as many named checklists as you need with Add checklist. Each has its own items, progress and Add checklist item.
Dependencies: choose tasks this one waits for. Waiting tasks show Blocked by.
Time tracking: Start timer, Stop timer or Add time such as 2h 30m.
Comments: Talk about the task. Everyone who can see the task can read and write comments, and the people on the task are notified.
Activity: who changed what and when.
Custom fields
In the panel click Add field, choose a type (Text, Number, Date, Dropdown, Labels, Checkbox or Link), type a name and, for dropdowns and labels, the options separated by commas. The field then appears on every task in that Space and its first columns show in the list. Space admins can delete a field with the trash icon.
Tags, priority, filters and columns
Give a task colour tags in the Tags column or in the task panel. They are the same tags you use for people, companies and transactions. Priority has four flags: Urgent, High, Normal and Low.
Filter the list with the search box and the Assignee, Priority and Tags filters. Your choices are remembered.
Choose the visible columns with Columns. Custom fields can be columns too.
Pick an icon and a colour for each Space with Edit Space.
When a colleague assigns a task to you, a message with an Open button appears at once in the portal.
An assignment also stays in the bell, even if the portal was closed. Under Settings > Notifications you can switch on CRM task emails for an assignment, a comment on a task you follow and a task that is due. They are off by default.
Save your filters as a view with Saved view, and share it with the team if you have permission. Click a saved view to apply it again.
Choose Save as template in a task's menu to keep its title, description, tags and checklists as a template. Create a new task from a template in Saved view.
Choose how the list is grouped with Group above it: by status, priority, assignee or due date. Your choice is remembered per list.
The task panel has an icon bar on its right with Details, Comments, Activity and Links and relations. Drag the panel edge to make it wider (up to 1400 px) or use the expand button.
On the Links and relations tab you add web addresses, relate other tasks (visible from both tasks) and manage dependencies.
The description is a full rich text editor like notes: bold, lists, quotes, code, links, tables and images. Paste or drop a picture and it becomes a task attachment shown inline. Your text is saved when you click outside the editor.
Add files with Attach file or by dropping them on the task: up to 25 files of 10 MB each (images, PDF, text, CSV, Word, Excel, PowerPoint). Every file is scanned for malware before anyone can open it. The Attachments tab shows thumbnails, sizes and who added each file, and a paperclip with the count appears in the list and on the board card.
Space admins use the share button next to the Space name to choose members, their roles (Viewer, Member, Admin) and who can access the Space.
Plan and access
The Tasks page needs access to the CRM and a plan that includes Task Spaces. Without it you see an upgrade prompt. Tasks in a private Space are only visible to its members. If a colleague changed a task at the same moment, QrX asks you to reload instead of overwriting their change.
Segments
Create a segment
Go to CRM > Segments and choose People or Companies.
Click New segment and enter a Name (at most 120 characters).
Click Add rule, choose a Field, how to match and the value. Use up to 12 rules. A record must match all rules, and each field can be used once.
Check the Preview, which shows how many records match, then click Save.
A segment without rules contains everyone. An organization can have up to 100 segments.
Use a segment
Pick the segment in the segment filter above the People or Companies list. The filter also has Manage segments. With a segment applied you can select its records and run bulk actions: Add tag, Assign owner, Create task and others.
Private or shared
A segment is Only me by default. Turn on Share with my team to share it with everyone who can see the CRM. Only the owner and users with Manage CRM settings can change a shared segment. Use the copy icon to make your own copy; it opens as a new segment named with (copy).
Rules
People and companies: Lifecycle stage, Owner (including Unowned), Tags (has any of, has all of), Country, Created within days, No activity for days, Custom field.
People only: Source, Language, Company, Has an email address, Has a phone number, Is a shopper, Number of orders, Last order within days, Order currency, Order value, Contact within days, No contact for days, Last call within, No call for, Call outcome, Has open deal, Lead score (0 to 100).
Open work: Has an overdue task, Meeting within, Has a next step.
Order values are compared inside the chosen currency only; QrX never converts or adds across currencies. Contact rules use the latest inbound or outbound contact; when there has never been contact, No contact for days counts from the day the record was created. Custom field rules offer equals, does not equal, has a value and has no value; equality matches the value and type exactly, and multiselect custom fields are not offered.
Call rules need the role setting View CRM calls and a plan with Telephony. Has open deal needs View deals and a plan with Deals. Lead score and Custom field need those features on your plan.
CRM tasks and activity API
This section is for developers. Use an API key with explicit crm.read or crm.write scopes and a plan that includes the CRM public API (Business or Enterprise). A read key cannot create or change tasks.
GET /api/v1/crm/tasks lists tasks. GET /api/v1/crm/tasks/{id} reads one.
POST /api/v1/crm/tasks creates a task with a title and an assigneeUserId of an eligible CRM user in your organization. Send an Idempotency-Key header: reuse the same key when retrying, use a new key for each new task.
PUT /api/v1/crm/tasks/{id} updates and POST /api/v1/crm/tasks/{id}/complete completes. Read the task first and send its version. A stale version returns 409: reload before retrying. Completing a repeating task can return the next task.
GET /api/v1/crm/activities?recordType=person&recordId={id} reads the activity history of a person, company or deal. Calls, conversations, orders and returns expose metadata only; private message content, payment details and recording URLs are never included. POST /api/v1/crm/notes adds a timeline note.
Follow nextCursor until hasMore is false; a page has at most 100 items. For 403, check the explicit scopes and the plan. For an invalid assignee, check organization membership and CRM access. For 404, check the record and organization. Contact support with the request ID, never with your API key.
Common problems and fixes
"You can only change tasks that are assigned to you." You need Manage CRM tasks to change a colleague's task. Ask a user who manages roles to turn it on.
"The selected assignee is not a user of your organization with access to the CRM." Choose a user who has the View CRM role setting.
"The reminder is not valid. It must be set at or before the due time." Move the reminder earlier or the due date later.
"The repeat setting is not valid. Choose a repeat of 1 to 52." Also check that the task has a due date.
"A rule of this segment is not valid" followed by a field: complete or remove that rule.
Contact support if a task or segment disappears without anyone deleting it, reminders never arrive although you are signed in, or an error repeats after reloading. Include the page and the exact message.
Delete from the edit panel
When editing an existing item, use Delete at the bottom of the panel and confirm. Cancel keeps the item. Delete is available only when your role allows it. New items do not show Delete.
Tasks on the phone
In the QrX app (Work mode) the Tasks screen shows how many tasks are overdue, due today and due this week, your next tasks and every Space you can open. It uses the same Spaces, lists and statuses as the portal, so a change on the phone shows in the portal and the other way round.
Open a Space and choose List, Board or Calendar. In the list, swipe a task right to mark it done or left to snooze it. On the Board, swipe sideways between statuses and hold a card to drop it on another status.
Tap the plus to add a task: pick the list, due date, priority and tags, then tap Create. A task you add on the phone is assigned to you.
Open a task to change its status, due date and priority, tick subtasks, read and write comments, start or stop the timer and mark it done.
When a colleague assigns a task to you, your phone shows a notification.
The phone needs the View CRM and View Spaces role settings. To assign a task to a colleague, use the portal.