How to Create and Assign Tasks in Zoho CRM

Learn how to create tasks, set due dates, and assign them to team members in Zoho CRM using the client's profile or the Kanban pipeline.

June 3, 2026 By Carmel Coman

This guide shows you how to create and assign tasks in Zoho CRM to effectively communicate actions, such as billable cancellations or account closures, to other teams like Finance.

This applies to team members managing client referrals who need to delegate actions or provide status updates to other departments within Zoho CRM.

Method 1: Creating a Task from the Client Record

Step #1: Click Referrals in the left navigation menu. — Click **Referrals** in the left navigation menu.

Step #2: Click the Search records bar at the top right. — Click the **Search records** bar at the top right.

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Type the client's name and press Enter.

Step #4: Select the client record from the search results. — Select the client record from the search results.

Step #5: Scroll down to the Open Activities section, click Add New, and select Task. — Scroll down to the **Open Activities** section, click **Add New**, and select **Task**.

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Enter the task details in the subject field.

Step #7: Click the Due Date field and select the appropriate date from the calendar. — Click the **Due Date** field and select the appropriate date from the calendar.

Step #8: Click the Owner dropdown and select the team member you want to assign the task to. — Click the **Owner** dropdown and select the team member you want to assign the task to.

When assigning a task to another department regarding an urgent update—like a billable cancellation or a change to "Closed/Lost" status—always notify the owner so they are immediately alerted.

Step #9: Check the Notify Owner box to send an email alert to the assignee. — Check the **Notify Owner** box to send an email alert to the assignee.

Step #10: Click Save to create the task. — Click **Save** to create the task.

Method 2: Creating a Task from the Kanban Pipeline

Step #11: Navigate to the Referrals pipeline view. — Navigate to the **Referrals** pipeline view.

Step #12: Locate the client's card and click the Create Activity icon directly on the card. — Locate the client's card and click the **Create Activity** icon directly on the card.

Step #13: Select Task from the dropdown menu to open the task creation form. — Select **Task** from the dropdown menu to open the task creation form.

Q: Why should I use the "Notify Owner" checkbox when assigning a task?

A: Checking this box sends an immediate email alert to the assigned team member. This is crucial for communicating urgent updates, such as when a cancellation is billable or when a client's status changes to closed/lost.

Q: Can I create a task without opening the client's full profile?

A: Yes. You can create a task directly from the pipeline view by clicking the "Create Activity" icon on the client's referral card.

Term	Definition
Closed/Lost	A pipeline stage indicating that a client or deal will not be moving forward and requires no further appointments.
Billable Cancellation	A scheduled appointment that was canceled without sufficient notice (e.g., under 48 hours), requiring the client to still be charged.
Open Activities	A section within a CRM record that tracks pending tasks, events, and calls associated with that specific client.