Activities

The Activities page of the mobile app lists your activities: dated tasks, calls and meetings, each with a type, an owner and, if needed, a team, a reminder and a recurrence. It is the phone version of the Activities page of TrakIT on a computer, and shows the same activities.

To open it, select Activities in the menu or on the home page. Select an activity to open it: see Activity.

Upcoming and past activities

Two tabs at the top, Upcoming and Past, split the activities by their date and time, not by their status. The number next to Activities at the top counts the activities of the tab that match your filters.

The list shows 20 activities at a time; scroll down to load more. It ends with No more activities, or shows No activities found when nothing matches.

Upcoming

Upcoming lists the activities that start now or later, the soonest first. A planned activity moves to Past once it starts. An activity that you completed or cancelled before its start time stays under Upcoming until then.

Past

Past lists the activities that have already started, the most recent first: those in progress, overdue, completed or cancelled.

The activity cards

Each activity is a card. Select it to open the activity.

Part	Shows
Title and status	The title, and the status at the right: Planned, In Progress, Overdue, Completed or Cancelled. See Activity statuses.
Clock line	When the activity starts, in your time zone, for example 14:30, 25 Sep 2026, followed by its duration, for example 1h 30m, if it has one.
Type and owner	The activity type and the owner’s name.
For	What the activity is for: Entity, Asset, Lead or Work Order, followed by the name of the customer or asset, or the number of the lead or work order. A general activity has no such line.
Last line	How often the activity repeats, for example Every 2 Weeks, and a paper clip if it has files.

Filter the list

Select Filter.
Set the filters you need.
Select Apply.

The red number on Filter shows how many filters are in use. Clear clears them. Select Filter again to close the panel without applying your changes.

Filter	Finds
Scope	Mine: the activities you own. All: the activities whose owner belongs to one of your companies; every activity for a system administrator.
Title, Details	Activities whose title or details contain the text.
Type	One activity type, or All.
Owner	The activities of one owner, or All. Use it with All in Scope: with Mine, another owner finds nothing.
For	Activities whose customer or asset name, or lead or work order number, contains the text.
Status	The statuses you tick. With none ticked, every status.

TrakIT remembers your Scope for your next visit, here and on the Activities page of TrakIT on a computer. The tab and the other filters stay as you left them while you open activities and come back, until you close the browser tab or the app.

Create an activity

Select the plus button (New Activity) at the top right. The New Activity form opens.
In Activity For, choose General, Customer, Asset or Lead:
- Customer: in the box below, type at least two letters of the customer’s name, then choose it.
- Asset: choose the Asset Type, then the Asset.
- Lead: type at least two letters of the lead’s name, then choose it.
In Title, type the title.
Set the Date and Time of the start. The form fills them in with the next full hour.
Choose the Activity Type.
Fill in the other fields you need. See the table below.
Select Create.

Create stays greyed until Title, Date, Time and Activity Type are filled in. TrakIT says Activity created and opens the new activity. Select Cancel to close the form without creating anything.

Your company may use another name for customers, both in Activity For and as the name of the box below it.

Field	What it does
Asset	The assets of the chosen type in your own company.
Team Assigned	Other users of your companies who take part. Nobody while empty. They receive the calendar invite.
Details	A description.
Duration	How long the activity lasts, from 1 min to 360 min, or –N/A–.
Reminder	How long before the start the owner is reminded by email, from 1 hr to 72 hrs, or No Reminder. It starts at 1 hr.
Owner	[Myself], or another user of your companies. Greyed when there is nobody else to choose.
Repeat Every	Disabled, or a number from 1 to 12, then Days, Weeks or Months: TrakIT creates the next activity each time one starts.
Send Calendar Invite	On at first. You and the team receive a calendar invite. An activity with an invite and no duration is saved with a duration of 10 minutes.

For the emails TrakIT sends (the invite, the reminder) and how a repeating activity continues, see What TrakIT sends.

Dates and reminders

With a reminder, the start has to be more than the reminder plus one hour away. So with the start at the next full hour, the reminder of 1 hr is too close: choose No Reminder, or a later start.
An activity with a start in the past is created as completed: TrakIT says Activity created and marked Completed (the date is in the past). Choose No Reminder for it.
Date and Time are in the time zone of your user record.

Message	What to do
Activity Date/Time is too close for selected Reminder	Choose a shorter reminder or No Reminder, or a later start.
Cannot set a reminder on past date/time	Choose No Reminder for an activity in the past.
Select a Customer, Select an Asset or Select a Lead	Choose the record in the box below Activity For, or choose General.
The selected Customer is not valid, The selected Asset is not valid or The selected Lead is not valid	The record is no longer available to you, for example an inactive customer or a lead already converted. Choose another one.
Title has possible html tags or disallowed text, Detail has possible html tags or disallowed text	Do not start the title or the details with =, + or @, and do not put < directly before a letter.

Who can use this page

You need the PWA access mode, and the Activities item in the PWA part of your Menu Access to see the page in the menu. See Who can use the mobile app.

Your role needs these permissions in the Activities section:

Permission	Allows you to
Read	Open the page.
Create	See the plus button and create activities.