How to Configure Task Settings, Categories and Labels in CrmLeaf
All editions. Core feature — no add-on required.
Availability: All editions. Core feature — no add-on required.
Overview
Task settings control how much structure your team is asked to fill in on every task. You decide whether the status and priority fields are used at all, and you maintain the categories and labels that classify tasks for filtering and reporting.
Getting this right early keeps the task form short for small teams and detailed enough for teams that report on task data.
What's New NEW
R26.08 · Aug 2026A new Task Type field is being introduced on the task record (see How to Create and Assign Tasks in CrmLeaf). Based on how Category and Label are managed today, Task Type is expected to be maintained from this same settings area, but this is not yet confirmed.
How It Works
The settings apply to the whole company, so every task form and every task list reflects them.
Decide the fields → Switch them on or off → Create categories → Create labels → Verify on a task
- Switching the status or priority field off removes it from the task form, so users are not asked for data you will not use.
- Categories are the primary grouping for tasks and are useful when reporting on types of work.
- Labels are lightweight tags; a task can carry labels alongside its category.
- Categories and labels are company-wide, so they are available across projects rather than being re-created per project.
- A Task Status tab on this same screen lists every task status in board order with its colour, lets you add, edit or delete one, and shows which Organization it belongs to. This is the same underlying status record the Taskboard's Add Status Column button creates, so the two stay in step.
- A status can be shared by the whole company or scoped to one Organization on a multi-Organization account. An Organization-scoped status is only visible to that Organization; it does not appear for the others.
- A Task Form tab on this screen lets you make individual task fields, such as Client, required or optional for your Organization. See How to Choose Which Fields Appear on the Task, Project and Employee Forms in CrmLeaf.
- The inline Quick Task row on the task list can be switched off here for accounts that want tasks created only through the full Add Task form. It is on by default.
Who Can Use This Feature?
This functionality is available only to Administrators.
Administrator
- Switch the task status and priority fields on or off for the company.
- Create, edit and delete task categories.
- Create, edit and delete task labels.
- Create, edit and delete task statuses, shared or scoped to one Organization, from the Task Status tab.
- Set which task fields are required or optional for the Organization, from the Task Form tab.
- Turn the Quick Task inline row on or off.
Prerequisites
- An Administrator account with access to the account settings area.
- An agreed list of the categories and labels your team needs, so you are not creating them one at a time.
For Administrators
Step 1: Open task settings
What to do: Open the task settings area for the account. This is where the task field toggles, categories and labels are maintained.
What to verify: Confirm you can see the existing categories and labels before making changes.
Step 2: Decide whether status and priority are used
What to do: Switch the status field and the priority field on or off according to how your team works. Leave priority on if you want users to triage work; switch it off if every task is treated equally.
What to verify: Open a task and confirm the fields you kept are present and the ones you switched off are gone.
Step 3: Create the task categories
What to do: Select Add and create one category per type of work your team reports on. Use short, distinct names, because the category is what appears in filters.
What to verify: Create a test task and confirm each category can be selected.
Step 4: Create the task labels
What to do: Select Add and create the labels your team will tag tasks with. Keep the list short; a long label list is rarely used consistently.
What to verify: Confirm the labels can be applied to a task and used to Filter the task list.
Step 5: Configure task statuses, if the default board columns are not enough
What to do: Open the Task Status tab and add, edit or delete statuses. Decide for each new one whether it should be shared across the company or scoped to your Organization only.
What to verify: The status appears in the task status filter, on the create and edit task forms, and as a Taskboard column, and, if it was Organization-scoped, does not appear for a different Organization.
Step 6: Communicate the convention
What to do: Tell your team which category to use for which work and what each label means. Settings alone do not create consistent data.
What to verify: Review a week of new tasks and confirm categories and labels are being applied as intended.
Field and Option Reference
| Field / Option | Description | Required |
|---|---|---|
| Status field in use | Controls whether the task status field (incomplete or completed) is presented on tasks. | Yes |
| Priority field in use | Controls whether the task priority field (low, medium, high) is presented on tasks. | Yes |
| Task category | A company-wide grouping applied to tasks and available for filtering and reporting. | No |
| Task label | A company-wide tag applied to tasks alongside the category. | No |
| Task status | A board-order status with its own colour, shared company-wide or scoped to one Organization. The status used to mark a task complete cannot be deleted from this screen. | No |
| Quick Task | Whether the inline add-a-task row on the task list is available. On by default. | No |
Expected Result
The task form across the company reflects your field choices, and the categories and labels you created are selectable on tasks and usable in Filter on the task list.
Service Organisation Context
Categories are where a service organisation encodes its own service lines or work types — advisory, implementation, support, rework — so that task reporting can later compare volumes across engagements rather than counting undifferentiated tasks. Labels suit lighter distinctions a firm wants to filter on without adding another category. Keeping the list short matters more here than anywhere else, because inconsistent classification by consultants across several clients makes the reporting unusable. The same settings let non-service accounts strip the task form back to a title and an assignee where no reporting depends on it.
Important Notes
- Menu names and their position can differ between product editions and can be customised for your account, so your sidebar may not match these paths exactly. Use Search or your Quick Access items if you cannot find a screen.
- These settings are company-wide. Switching a field off affects every team and every project in the account.
- Taskboard columns and task statuses are the same record, maintained from either the Task Status tab here or the Taskboard's Add Status Column button. They cannot drift apart.
- An Organization-scoped status only becomes relevant once multi-Organization is in use. On a single-Organization account, every status is effectively shared.
- Confirm the effect on existing tasks before deleting a category, label or status that is already in use. Deleting a status reassigns its tasks to the company's default status rather than leaving them without one.
- Task settings do not control who sees which tasks. Record visibility comes from the ownership-based permission scopes.
Common Scenarios
Example: a small team that wants less form-filling. The Administrator switches the priority field off and keeps three categories only, so creating a task takes seconds.
Example: reporting on types of work. A services company creates categories for the work types it bills, then uses the task reports to compare volumes by category each month.
Troubleshooting
| Issue | Possible Cause | Resolution |
|---|---|---|
| Users report the priority field has disappeared | The priority field has been switched off in task settings. | Switch it back on if your team needs it. |
| No category can be chosen on a task | No task category exists for the company. | Create the categories in task settings. |
| The settings screen cannot be opened | The signed-in user is not an Administrator, or lacks access to the settings area. | Sign in with an Administrator account. |
| Reports group tasks inconsistently | Categories and labels are being applied differently by different users. | Reduce the list and publish a short convention for your team. |
| A status is missing for one Organization but present for another. | The status is scoped to a different Organization rather than shared company-wide. | Expected behaviour on a multi-Organization account. Recreate it as shared, or add it separately for the other Organization. |
| The completed status has no Delete option. | The status used to mark tasks complete is read across the product and is deliberately not deletable from this screen. | Expected behaviour. |
| Quick Task no longer appears on the task list. | It has been switched off in Task Settings. | Turn it back on if your team wants the inline row, or use the full Add Task form. |
Frequently Asked Questions
What is the difference between a category and a label?
A category is the primary grouping for a task. Labels are additional tags that can be applied alongside it.
Can different projects have different task categories?
Categories and labels are maintained for the company and are available across projects.
Does switching the status field off stop tasks being completed?
The documented behaviour is that the setting controls whether the field is used on the task. Confirm your team's completion process on the taskboard before switching it off.
Can two Organizations have a task status with the same name?
Yes. Status names only need to be unique within the same Organization, so two Organizations can each have their own status called, for example, "Review."
Where do I now configure task statuses?
From the Task Status tab on this screen, or from the Add Status Column button on the Taskboard. Both write to the same status record.
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