Activities

Activities are a powerful tool for managing tasks. Activities can either be logged as they happen, or scheduled with a due date sometime in the future.

Scheduling Activities

Activities can be scheduled with a due date at a specific point in time. Activities are assigned either to an individual team member, or a role. When an activity is assigned to a role, it will be loggable by any team member who has that role.

 

Scheduling Via Automation

When building an automation, one of the available actions is “Schedule Activity.” When leveraging this action, activities can be scheduled based on a variety of rules:

Assignee Designation

Assignee Designation	Behavior
Specific Team Member	Choose a team member to have the activity assigned to every time the automation step runs.
Round Robin (Team Member of Any Role)	The activity is assigned to a team member in the business in a round-robin fashion, where all team members are eligible to be selected
Round Robin (Team Member of Specific Role)	The activity is assigned to a team member in a round-robin fashion, where only team members from the chosen role are eligible to be selected.
Round Robin (Select Team Members)	The activity is assigned to a team member in a round-robin fashion, where only team members from a pre-defined list are eligible to be selected.
Custom Team Selector Field	The activity is assigned to a specific team member based on the value of a chosen custom field on the object the automation is running against.
Last Active Team Member (Any Role)	The activity is assigned to whichever team member was last active in the business.
Last Active Team Member (Specific Role)	The activity is assigned to whichever team member was last active in the business, where only team members from the chosen role are eligible to be selected.
Specific Role	Activities can also be assigned to a role rather than an individual.

The automation step will be in error if any selected team member is not available for assignment.

Due Date

Assignee Designation	Behavior
Immediately	The activity is scheduled to the assignee, due as soon as the automation step runs.
With Delay	The activity is scheduled with a due date of a specified number of either minutes, days, or hours.
On or Around Date	The activity is scheduled with a due date derived from a date or datetime field on the object the automation is running against. The activity can be configured to be due either on the date defined by the field value, or a number of days before or after the date, as well as at a specific time.

 

Scheduling Via API

In addition to scheduling an activity manually or via an automation, activities can be scheduled using the API endpoint /api/activities/scheduled-activity. Here is a simple example payload to schedule a basic activity:

{
    "activity_object_id": "{activityId}",
    "note": "<p>This is a note</p>",
    "due_datetime": "2025-01-22T00:00:00-06:00",
    "employee_id": "{assigneeId}",
    "role_id": null,
    "associated_entities": [
        {
            "custom_object_id": "{objectId}",
            "entity_id": "{entityId}"
        }
    ],
    "notifications": [],
    "mentions": []
}

The note field is a string of HTML. This means the notes value can include rich formatting, such as lists and text decoration.

This example shows how to schedule an activity via the API. While the API can be used to also log activities, logging an activity via the API is discouraged, as it is easy to accidentally overwrite existing values when data is passed incorrectly or partially.

 

Activity Permissions

Scheduled activities support granular permissions for restricting access to other users’ activities.

The minimum permission for scheduled activities restricts a user to only be able to see their own activities, and only able to log them, not edit or delete them:

By setting “All Scheduled Activities” to “None,” and “My Scheduled Activities” to “View/Log,” any user with that permission will be able to log their own activities, and not see anybody else’s. The minimum allowed permission for “My Scheduled Activities” is the permission set for “All Scheduled Activities.” For example, if a user should be able to View/Log all activities regardless of assignee, they cannot be restricted from viewing or logging their own activities:

Permissions will be bypassed for any activity assigned to a user. This means that even if a user has the none permission for all scheduled activities, any activity assigned to that user will still be loggable.