Loxo uses Task Boards to help you set reminders, manage your schedule, and stay organized throughout your day, week, or month. There are three different views across all of your tasks and projects - List view, Calendar view, or Kanban view.
You can customize the fields that you use to organize tasks, the way that the Task Board displays, and the stages you use to measure progress across your Task Board.
Any team member with a Loxo account can use Loxo Task Boards. You do not need to have admin access to set up a Task Board.
This article summarizes the tools available within Task Boards and gives you guidance on how to set up your Task Boards effectively.
Task Boards: the List View
The List view presents your Task Boards in a dynamic, customizable To-Do List. While our Calendar and Kanban views are designed to help you streamline your workflow and focus on specific tasks, the List view offers a deep dive into your task data by presenting key information in an easy-to-use table format.
Enhanced Data Visibility: See more built-in and custom data fields associated with each task, all in one place.
Powerful Filtering and Sorting: Easily filter and sort tasks by any visible column, so you can prioritize and focus on your tasks based on due date, status, or custom data points.
Direct Access to Related Records: Quickly open contact or company records directly from the List View - just click their name!
In-Line Field Editing: Update task fields directly from the List View. You can simply click certain fields to update them - no need to open individual task records!
Interactive To-Do List Functionality: Check off tasks as you complete them, providing a clear visual representation of your progress. Completed tasks will remain visible, ensuring you can easily access relevant notes and records in the future.
Comprehensive Task Overview: Get a holistic view of all your tasks, allowing you to manage your workload efficiently and stay organized.
The List view empowers you to manage your tasks with precision and efficiency, acting as both a powerful to-do list and a central hub for all your task-related data. The List view also uses intuitive color coding to help you quickly identify high-priority items. These colors are consistent across all tasks based on their due date.
Green: If a task is Green, you know you've got time! Green indicates no warning - the task's due date is more than three days away.
Orange: If a task is Orange, its due date is coming up soon. Orange indicates awareness of upcoming deadlines - the task will be due in less than three days.
Red: If a task is Red, it's late! Red indicates that the task is overdue - the task due date is in the past.
Continue reading below to learn how to access and customize the List view of your Task Boards. Frequently used task fields or filters include contacts, jobs, companies, dates, types, or stages.
Go to the Tasks Page
Click on the Gear icon in the top right to manage the fields that are available on the List view.
Select "Customize fields" to open a new "Customize Grid" window. This will be very similar to the window you'll see when managing fields for your People, Companies, and Deals Pages.
Use the checkboxes to determine which fields you want to display on the List view of the Task Board. Making a field visible adds it as a column to your List view, so you'll be able to filter or search using that field, or in some cases, update it directly from the List view.
Use the AND/OR Behavior dropdown to choose the filter's logic. Choose OR if at least one of the specified criteria must be met for a result to be included when searched. Choose AND if you want the filter to only include records that have all specified criteria.
7. Use the Add button at the bottom to add additional fields or filters to your Task Board.
8. Be sure to click "Save" when you are done customizing your Task Board.
Task Boards: the Calendar View
The Calendar view is designed to give you insight into your upcoming tasks for the week. You can add tasks directly on the calendar, and tasks that have been added elsewhere in Loxo will automatically display on the Calendar view of the Task Board. Read more below to learn how to access the Calendar view of your tasks.
Go to the Tasks page using the navigation bar on the left.
Select the Calendar icon in the upper left corner
Use the arrows at the top to scroll to past or future weeks. Clicking the "Jump to today" button in the middle will reset you to the present week.
Be sure to sync your calendar to ensure the tasks that you add in Loxo are sent to your main calendar. Loxo will not sync tasks added directly to your synced external calendars, such as Google or Outlook. Two-way calendar syncing is only available for meetings or interviews that include a guest/recipient. The calendar sync connection for tasks works one-way to push reminders from Loxo to your main calendar that is associated with your email address.
Build a Kanban or Pipeline for Your Task Boards
The Kanban view of your Task Boards gives you a pipeline overview of the status of your different tasks. Similar to your Jobs or Deals Kanban, the Kanban Task Board also gives you drag-and-drop functionality to capture both a high-level overview of all your tasks and track progress across completion. You can customize the names of your task stages and how many different stages are included in your task board. Get started building out your Kanban Task Board using the instructions below:
Go to the Tasks Page using the navigation bar on the left.
Select the Kanban icon in the upper left corner of the page.
Click on the Gear icon in the upper right corner to customize your Task Board.
Select "Customize stages" to edit your Task Board.
Click the pencil icon to edit the name of the Task Board.
Edit the names of the task stages by clicking directly on the text fields.
Click "+Add Stage" to add new columns to your Kanban workflow for tasks.
Use the arrows on the left to rearrange the order of the stages.
Use the 'x' on the right to remove a task stage.
Be sure to click Save when you are done making changes.
Create a New Task Board
All of your tasks will live on a Task Board regardless of how they're added in Loxo - whether a task is added manually from a Task Board, a person profile or a company record, or if the task is created automatically by an Outreach Campaign stage. You can read about the different views for your Task Boards and how to customize them above.
By default, each user has their own Task Board. New Task Boards can be created to keep track of different task pipelines, or these can be used to share tasks between team members.
Whether you're on the List, Calendar, or Kanban View of your Task Board, you can create a new Board with a few simple clicks. You can build several Task Boards and customize each one to help you track and manage different projects efficiently.
Follow the instructions below to add a new Task Board.
Go to the Tasks Page using the navigation bar on the left.
Click the Task Boards toggle in the upper right corner. This will display the name of the Task Board you are currently viewing.
Select "+Create new board" from the dropdown menu.
This will open up the new Task Board's settings. Follow the instructions above to build and customize your new Kanban Task Board.
Once your new Task Board has been created and saved, you can toggle between the List, Calendar, and Kanban views and add new tasks to the Board.
Share a Task Board
You can create Shared Task Boards with other Loxo users to allow visibility into tasks and activity across your team. Follow the instructions below to update who has access to a Task Board.
Go to the Tasks Page and select the Task Board that you want to share using the toggle in the upper right corner.
Click on the Gear icon in the top right corner of the page.
Select "Customize Stages" to open the Task Board's settings.
Click the "+Add User" button and select the team member that you want to be able to access the Task Board.
Choose the permissions you want this user to have when they access the Task Board. You can designate whether each user has Read-only access, Write access, or full Admin access to each individual Task Board.
Note: Permissions are not universal across all Shared Task Boards. If you give someone full Admin access to a Task Board, you can still set different permissions when sharing other Task Boards.Click "Save."
Change Your Default Task Board
Loxo gives each user their own default Task Board, though you can change which Task Board functions as your default at any time. Follow the instructions below to update which Task Board is your default.
Go to the Tasks Page and select the Task Board that you want to update using the toggle in the upper right corner.
Click on the Gear icon in the top right corner.
Select "Customize Stages" to edit the Task Board.
Check the box for "Make Default Task Board?"
Click "Save."
Delete a Task Board
If you ever need to delete a Task Board, you can follow the instructions below to accomplish this task!
Go to the Tasks Page and select the Task Board that you want to delete using the toggle in the upper right corner.
Click on the Gear icon in the top right corner once you're viewing the Task Board you'd like to delete.
Select "Customize Stages" to edit the Task Board.
Click "Delete" - Note: the original "Default" Task Board cannot be deleted.
