Activities and Timeline

What are activities?

Activities document every step of your sales process. You can log them directly against a deal, company, or contact, allowing you to track the entire history seamlessly.

Activity Types

There are five types of activities:

Create an activity

1. Open a deal, a company, or a contact.

2. Click "Add Activity" and select the desired type from the tabs.

3. Depending on the type, different fields are required:

   • Note: Enter a description (required field). A subject is not required.

   • Call, Meeting, Follow-up: Enter a subject (required field). Optional: Description, Due Date (Start/End), Assignee, Location, and Public Description.

   • Email: The email form opens for composing and sending (requires a connected Google integration).

Location Field

The Location field intelligently displays entries: URLs appear as clickable links, and phone numbers offer options to call or contact via WhatsApp.

Public Description

In addition to the internal description, you can enter a public description that is also visible in external views.

Manage Activities

Mark as Complete

Click the checkmark next to an activity to mark it as completed. The completion date is set automatically. You can also unmark it.

Pin

You can pin important activities—they’ll then always appear at the top of the timeline, regardless of the date.

The Timeline

In the detail view of a deal, contact, or company, you’ll see all activities displayed as a chronological timeline. The timeline also shows the change history—for example, when a deal was moved to a different stage, who was assigned as the responsible person, or what value was changed.

Pinned activities always appear at the top; completed activities are displayed with a strike-through.

Filter the Timeline

You can narrow down the view using the tabs above the timeline:

• All — Shows everything: activities, notes, and changes

• Notes — Only internal notes

• Activities — Only calls, emails, meetings, and follow-up activities

• Change Log — Only automatic entries such as stage changes, field changes, file actions, and link changes

Each tab displays the number of entries, so you can immediately see how many items are in each category.

File Actions in the Timeline

When you upload or delete files associated with a deal, contact, or company, this is automatically logged in the timeline. This lets you see at a glance when specific documents were added or removed.

Activities of Linked Entities

So you don’t have to search through multiple detail pages to track the history of a customer relationship, each detail page also displays activities from linked entries. For example, a note you create for a company automatically appears in the timeline for the linked deal and contact as well.

What additional information you’ll see on each page:

• Lead: additional activities for the linked company, contact, and—after conversion—the resulting deal.

• Deal: Additionally, activities from the linked company, contact, and the original lead.

• Company: Additionally, activities from all associated deals and leads.

• Contact: Additionally, activities from all associated deals and leads.

You can recognize aggregated entries by a small “via …” note above the card. Clicking on it takes you directly to the source detail page. Editing, pinning, and marking as complete are still only possible where the activity was originally created—this ensures clarity about where information is actually maintained.

A note you create on the company page therefore remains associated only with that company—it is simply displayed on the other pages as well, not duplicated.

Frequently Asked Questions

Can an activity be linked to multiple deals?

No, an activity always belongs to exactly one entity—either a lead, deal, company, or contact. However, it is automatically displayed in the timeline of the linked entries as well (see the section “Activities of Linked Entities”), so you can see it in context everywhere without having to maintain it multiple times.

Are activities deleted when I delete a deal?

No, activities remain even if the associated deal is deleted.

Why can’t I use the “Email” type?

The “Email” type requires an active Google integration. Connect your Google account in the CRM integration settings to send emails directly from the CRM.

Permissions

To create, edit, mark as complete, and delete activities, you need the "Manage CRM" permission.