Tasks and notes
Follow up the tasks the assistant creates, add your own tasks and keep what you learn about a customer in notes.
3 min read
No customer should be lost because someone forgot. Tasks set out who does what, by when. Notes are where budget, preferred dates, decision-makers and other details from conversations are kept for good.
In Squaremeters the assistant writes much of this. After every call it saves the summary to the contact's notes; for hot leads and appointments it creates a task for the right agent ("Call Ahmet before the viewing"). If an agent doesn't pick up a live transfer, it leaves a call-back task.
Seeing all tasks
- Open Contacts → Tasks. Every task on the account is in one list; those the assistant created are marked with a robot icon.
- Filter by assignee, status (open/completed) and due date.
- Click the task's contact to open their record, read the assistant's note and do the job.
A good habit is for every agent to start the day with "Assigned to me, due today and overdue". Tasks the assistant created overnight are waiting there in the morning.
Tip
A task the assistant created is a promise made to the customer ("an agent will call you tomorrow"). Don't let it slip; tick it off when it's done.
Creating a task
- On the contact detail page, open the Tasks tab and click Add Task.
- Write the Title as a clear action: "Call Ahmet after the viewing". Add detail in Description.
- Choose the Assignee and Due Date (date and time). The task lands in the assignee's list and they're notified when it's due.
- Click Save.
A good task title starts with a verb and covers one job: "Call", "Ask for the title deed copy", "Send the draft tenancy agreement". A title like "Ahmet" can't be followed up.
Adding a note
- On the contact detail page, open the Notes tab and write your note.
- Click Save. The note appears at the top with the author and date.
The assistant's notes are signed Elif (AI). Don't delete them; add your own after the viewing. Customers never see notes.
What to note
| Type | Example |
|---|---|
| Viewing feedback | "Felt the living room was small; his wife wants a second viewing." |
| Budget and finance | "Mortgage pre-approved at 13.9M, deposit ready." |
| Decision-makers | "Deciding with his wife by month end." |
| Seller expectations | "Won't go below 15M, no rush." |
| Competition | "Also talking to another agency, hasn't signed an instruction." |
Important
Only note what the job needs. Don't record sensitive personal details such as debts, health or divorce. See Data privacy and KVKK.
Note or internal comment?
- Note: lasting information about the customer; it stays on the contact record and is easy to find months later.
- Internal comment (in a conversation): collaboration in the moment, a question or a handover. See Assigning and collaborating.
Rule of thumb: if it will still matter in six months, make it a note.
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