1. Before You Start
You will need:
Access to the Calendar module from your CRM's main menu.
A user account that can edit the tasks and events you want to complete (the same permissions you already use today to mark something Complete or Held).
At least one task or event you want to close out — ideally one that is linked to a record under Related To (Account, Lead, Opportunity, Referral Source, or Contact). If a task has no Related To, the comment step is automatically skipped.
Access requirements: No new permissions or settings are needed. Any user who can already mark a calendar item Complete or Held has access to the new comment box. The new Type label appears for everyone.
If you don't see the changes after navigating to the Calendar, refresh the page once with to load the latest version.
2. Opening a Task or Event from the Calendar
1. From the CRM, open the Calendar from the left navigation.
2. Find the task or event you want to act on and click it once.
3. The event details popup opens in the middle of the screen.
What you'll see on the popup:
Item | What it shows |
Title | The task or event name and current status, e.g. task 123 task - (Not Started). |
Notes line under the title | Whatever was typed in the task's Description / Notes field. If the task has no notes, this line is hidden — you will no longer see the misleading "No details" placeholder. |
Responsible user | The user the task is assigned to (e.g. ITX Admin). |
Date range | Start and due dates. |
Related To | One or more badges linking to the records the task is attached to (Account, Lead, Opportunity, Contact, etc.). A task with multiple Related To records shows them all. |
Type | The Type label from the Activity Type Filter panel — for example, Calendar- Start Date & Time, Due Date for tasks, Events- Start Date & Time, End Date for events, Accounts- Date of Birth for Account DOB markers, Intake Opportunities - Admission Date , etc. This matches the wording in the Activity Type Filter sidebar exactly, so it stays in sync with any custom feed labels you've configured. |
3. Marking a Task or Event Complete
1. Click the blue ✔ Mark as Completed button (or Mark as Held for events) at the bottom of the popup.
2. If the task is linked to at least one parent record (the Related To row is filled in), a comment box slides into view below the action buttons — see Section 4.
3. If the task has no parent record, no comment box appears. You go straight to the standard "Are you sure you want to mark Task as Completed" confirmation. Click Yes to finish.
4. Adding a Comment That Reaches Every Linked Record
When the comment box appears, you can either type a quick note or leave it empty.
Control | Purpose |
Add a comment (optional) header | Click to collapse or re-open the textarea. Open by default. |
Textarea | Type the comment you want posted to every linked record's Comments section. Plain text only. |
Cancel | Closes the comment box, restores the original Mark as Completed button, and clears anything you typed. Nothing is saved. |
Confirm & Mark Complete | Closes the popup, asks for the standard "Are you sure?" confirmation, and on Yes marks the task complete and posts your comment to every linked record AND to the activity itself. |
Steps:
1. Type your update in the textarea (for example: "Confirmed admission details over the phone — sending intake packet today.").
2. Click Confirm & Mark Complete.
3. On the "Are you sure you want to mark Task as Completed" popup, click Yes.
4. The calendar refreshes; the task or event now reflects its new status.
5. Open any one of the linked records listed in Related To (e.g. an Account, a Contact, an Opportunity). Go to its Comments tab — your comment is there with your name and the time you posted it.
6. Open another linked record — the same comment is there too. The comment lands on every linked record automatically, plus on the activity's own Comments tab when you open the Calendar Detail View.
5. Collapsing the Comment Box
If you don't want to add a comment, or you just want a cleaner view, click the Add a comment (optional) header to collapse the textarea.
The chevron icon flips from down (open) to right (closed).
The textarea hides but what you typed is preserved — clicking the header again restores it.
Whatever you typed will still be posted on Confirm & Mark Complete, even if the textarea is currently collapsed. Collapsing is a display choice, not an opt-out.
To truly discard a draft, use Cancel instead — that clears the textarea and closes the comment box.
6. When the Comment Box Does Not Appear
The comment box only appears when the task or event is linked to at least one parent record. If the Related To row is empty on the popup, the workflow falls back to the standard behavior:
Click ✔ Mark as Completed.
The "Are you sure?" confirmation appears immediately — no comment step.
Click Yes.
The comment box also does NOT appear on calendar entries that are not Tasks or Events — for example, Account Date of Birth markers, Intake Opportunity Admission Dates, Project deadlines, Referral Sources – Last Followed, Bedboards – Booked from, Leads – Date of Initial Call, etc. Those entries are read-only on the Calendar popup — only the View Detail button is shown so you can open the underlying record.