---
title: Activities and “My activities”
description: Create a note, task, call, meeting or email on an account, follow your tasks in My activities and understand reminders, notices and private activities.
url: "https://illizeo.com/en/centre-aide/crm-activities/"
updated: "2026-11-08"
category: CRM
---

# Activities and “My activities”

An activity keeps track of what happens with a customer or a prospect: a note, a task to do, a call, a meeting or an email exchanged. It is always attached to an account and, optionally, to contacts and an opportunity. This article explains how to create an activity, follow your work in “My activities”, complete, follow up or delete an activity, and what private activities are for. It is intended for sales representatives, their managers and CRM administrators.

## Before you start

- The CRM module must be enabled for your workspace and open to you (see [Enabling and administering the CRM module](https://illizeo.com/en/centre-aide/crm-enable-and-administer/)).
- Permissions in the role matrix, CRM menu: “CRM activities — View” to see **My activities**, the **Activities** tab of records and an activity’s record; “CRM activities — Create” for **New activity** and **Follow-up task**; “CRM activities — Edit” to edit other people’s activities; “CRM activities — Delete” to delete. The Access level is enough.
- An activity is within your scope when its author, its assignee or one of its internal participants is. With the **Mine** scope, you see the activities you wrote, those assigned to you and those you take part in. Scopes are set per role in the **CRM scopes** card (see [CRM settings](https://illizeo.com/en/centre-aide/crm-settings/)).

## Activity types

The type is chosen from a list. Five of its standard types decide what you are asked to enter:

| Type | What you enter | Status when created |
| --- | --- | --- |
| Note | A content; the title is optional. | Done |
| Task | A title, a due date, a priority, an assignee and a reminder. | To do |
| Call, Meeting | A title, a date and time, a duration, a place or a video link, an outcome, internal participants and a report. | To do, or Done if the date has already passed |
| Email | A subject, a sending date and the email body: it is an email already exchanged, which you log. | Done |

The list also includes the standard **Decision** type: it works like a note, with a **Decision date** as well.

Your administrator can add other types, such as “Site visit” or “Demo”. Each one follows the behaviour of one of the five standard types, shown under the list when you choose it. Types are set in **Settings › CRM › CRM settings** (see [CRM settings](https://illizeo.com/en/centre-aide/crm-settings/)).

## My activities

Open **CRM › My activities**. The page gathers what you have to do: the tasks assigned to you, and the calls and meetings you wrote or take part in as an internal participant. Notes and emails do not appear there.

The **List** view, open by default, sorts these activities into three groups, each with its count:

- **Overdue**: activities still to do whose day has passed. The group title turns red as soon as it contains one.
- **Today**: today’s activities, including those already done.
- **Upcoming**: activities to do on the following days, fifty at most.

While a colleague who named you as their stand-in is on approved leave, a **Standing in for … — today** group is added: their tasks for the day, except private ones, which you can read but not change. You also receive their reminders.

Each row shows the type, the moment (a task’s due date, a call’s or meeting’s date and time), the assignee, the account and the contacts, plus the **Overdue**, **High priority**, **Private** and **Done** markers. Click the title to open the activity; the **Complete** button marks it as done without opening it.

![My activities page, List view: the Overdue, Today and Upcoming groups, each with its count, and for each activity its type, time, account, markers and the Complete button.](https://i0.wp.com/illizeo.com/wp-content/uploads/2026/11/crm-activities-01.en_.png?resize=800%2C357&quality=80&ssl=1)
My activities: overdue, today and upcoming.

The **Calendar** view shows one week, Monday to Sunday, including activities already done, and highlights the current day. Move from week to week with **Previous week** and **Next week**; **This week** brings you back to the present. The chosen view and week are stored in the page address.

![Calendar view of My activities: the week from Monday to Sunday, the current day highlighted and the Previous week, This week and Next week buttons.](https://i0.wp.com/illizeo.com/wp-content/uploads/2026/11/crm-activities-02.en_.png?resize=800%2C84&quality=80&ssl=1)
The calendar: one week, Monday to Sunday.

## Creating an activity

You can create an activity from **My activities**, or from the **Activities** tab of an account, a contact or an opportunity. From a record, what is already known is filled in: the account; on a contact, that contact and their main account; on an opportunity, that opportunity and its account.

1. Click **New activity**.
2. Choose the **Type**. A task is suggested by default.
3. If the account is not filled in, search for it under **Account** (at least two characters). It cannot change afterwards.
4. If needed, link an **Opportunity** of the account. The list offers those you can read, open or closed; it only appears when the account has some.
5. Enter the **Title**, or the **Subject** for an email. It is optional for a note.
6. Fill in the fields specific to the type (see below).
7. Under **Contacts**, search for the people involved by name, email or phone.
8. Tick **Private** if other people must not see the activity (see below).
9. Click **Create the activity**.

The fields specific to each type:

- **Task**: the **Due date**, required, and its **Time**; the **Priority** (Low, Normal, High); **Assigned to**, which stays yourself if you leave **Me**; the **Reminder**: No reminder, The day before, or At a chosen time, which asks for the **Reminder time**.
- **Call** and **Meeting**: the **Date and time**, required; the **Duration (minutes)**; the **Place**; the **Video link**, an address starting with http:// or https://; the **Outcome** (Reached, Voicemail, Call back, No answer, Wrong number, Postponed, Cancelled); the **Internal participants**, chosen among your colleagues; the **Report**.
- **Note**: the **Content**, required.
- **Email**: the **Sent on** date, which is now if you leave it empty, and the **Email body**.

![New activity window on the Task type: account to search, title, due date and time, priority, assignee and reminder.](https://i0.wp.com/illizeo.com/wp-content/uploads/2026/11/crm-activities-03.en_.png?resize=672%2C800&quality=80&ssl=1)
The New activity window for a task: due date, priority, assignee and reminder.

The **Assigned to** list offers yourself, then the colleagues within your scope for editing activities who have an active account and can read CRM activities: with the **Mine** scope, only you. The chosen colleague is told in their notifications.

## An activity’s record

Click an activity’s title, in a list or a timeline, to open its record. The **Details** block shows its information: a task’s due date, assignee, priority and reminder; a call’s or meeting’s date, duration, place, video link, outcome and participants; the contacts, the **Author** and, for an activity that is done, **Done on** with the person’s name. A follow-up task shows **Follow-up of**, with a link to the original activity. The second block shows the text: content, description, report or email body.

The record’s buttons:

- **Complete** marks an activity to do as done.
- **Reopen** sets a done activity back to do.
- **Follow-up task**, on a call or a meeting, creates in one click a task named “Follow-up:” followed by the original title, due tomorrow, assigned to you, on the same account, with the original contacts you can read and the same opportunity, then opens it. Edit it afterwards if needed.
- **Edit** opens the entry window. The account does not change, and the type can only be replaced by a type of the same kind: a task stays a task.
- **Delete** removes the activity and its attachments, after confirmation. The CRM log keeps a record of the deletion.

On a call or a meeting, the **With AI** block is added when CRM AI is enabled in your workspace.

![Record of a completed call: Reopen, Follow-up task, Edit and Delete buttons, Details block with date, duration, outcome, contact and author, and the report.](https://i0.wp.com/illizeo.com/wp-content/uploads/2026/11/crm-activities-04.en_.png?resize=800%2C321&quality=80&ssl=1)
A call’s record: details, report and buttons, including Follow-up task.

### Who can do what

- An activity’s author can always edit, complete and reopen it.
- A task’s assignee can edit and complete it as long as it is not done, even without the edit permission. Once the task is done, only its author and people with the edit permission can still change it.
- Anyone else needs “CRM activities — Edit”, with a scope that reaches the author or the assignee.
- Deleting requires “CRM activities — Delete”, with a scope that reaches the author or the assignee. The author needs it too.
- The follow-up task requires “CRM activities — Create”.

### Attachments

Notes, calls and meetings have an **Attachments** block. Click **Upload a file**: 20 MB at most, in PDF, Word, Excel, PowerPoint, OpenDocument (text or spreadsheet), CSV, text, PNG or JPEG format. Uploading and removing a file require being able to edit the activity; reading it is enough to download.

## Private activities

A **Private** activity is read only by its author, its internal participants and the assignee. For everyone else, administrators included, it does not exist: it appears neither in lists, nor in Activities tabs, nor in the timelines of accounts, contacts and opportunities. Those who can see it recognise it by the **Private** marker.

A follow-up task created from a private activity is private too.

## Reminders, overdue tasks and notices

- **Task reminder**: “The day before” is sent the day before the due date, at the due time, or at 9 am if there is none; “At a chosen time” is sent at the reminder time. The assignee receives it once in their notifications, titled “CRM: task reminder”. A task that is done never gets one. Changing the due date or the reminder time sets it again.
- **Overdue task**: from the day after the due date, the assignee receives “CRM: task overdue” once.
- **Assigned task**: when a colleague assigns you a task, when creating it or by changing the assignee, you receive “CRM: a task was assigned to you”.
- **Morning summary**: Monday to Friday, an email can list your tasks for today and the overdue ones. It is off by default. An administrator turns it on in **Settings › Manage Illizeo › Email**, template “CRM — morning summary: your tasks for today and overdue ones (off by default)”. Nothing is sent to someone with no task that day.

![Diagram of a task’s life: at the reminder time, CRM: task reminder notice if it is still to do; the day after the due date, Overdue marker and CRM: task overdue notice; Complete sets it to Done; Reopen sets it back to do without resending notices already sent.](https://i0.wp.com/illizeo.com/wp-content/uploads/2026/11/crm-activities-flux-05.en_.png?resize=800%2C1188&quality=80&ssl=1)
Each notice is sent once, to the assignee; changing the due date or the reminder time sets it again.

These notices give the task’s title and, only if you can read it, the account’s name; never its content. Everyone can turn them off in **Personal Settings › Notifications**, row “CRM — activities: assigned tasks, reminders, overdue tasks”.

## Contacts who refuse a channel

When a contact has ticked “Do not call”, a call still to do with them is refused, both when it is created and when it is reopened. The window says so: “This contact does not want to be called.”. A call that has already taken place, which you log afterwards, is always accepted. Notes, tasks, meetings and logged emails are never refused for this reason. A contact’s preferences are set on their record (see [Managing contacts](https://illizeo.com/en/centre-aide/crm-managing-contacts/) and [Protecting contact data (GDPR)](https://illizeo.com/en/centre-aide/crm-contact-data-protection/)).

## Good to know

- An activity’s opportunity must belong to the activity’s account.
- A contact you cannot read appears as “Contact not visible”. You can neither see nor remove them, and they stay linked when you change the list of contacts.
- An activity outside your scope, or private, is shown as if it did not exist: “This activity does not exist, or it is outside your scope.”
- The CRM log keeps the creation, changes and deletion of an activity. For the text, only the fact that it changed is recorded.

## FAQ

### A task I created does not appear in My activities.

My activities only shows the tasks assigned to you. A task you wrote for a colleague appears in their activities, and in the account’s **Activities** tab.

### My call went straight to Done.

A call or meeting whose date and time have already passed when it is created is recorded as done: it logs an exchange that took place. To plan a call, choose a future date.

### *Similaire*