Task Management
Organize, prioritize, and track your daily activities and to-do items for maximum productivity
Overview
The Task Management module helps you stay organized and productive by providing a comprehensive system for creating, organizing, and tracking all your work activities. Whether it's following up with clients, preparing listing materials, or managing deal milestones, the task system ensures nothing falls through the cracks.
Task System Benefits
- Centralized To-Do Management: All tasks in one organized location
- Priority-Based Organization: Focus on what matters most
- Integration with Deals and Contacts: Context-aware task management
- Calendar Synchronization: Tasks appear alongside appointments
- Team Collaboration: Assign and track team member tasks
Creating and Managing Tasks
Quick Task Creation
Create New Task
Click or use the quick add feature in the top navigation.
Enter Task Details
Fill in the essential task information:
- Task title (clear, actionable description)
- Due date and time
- Priority level (High, Medium, Low)
- Category or type
- Associated contact or deal (optional)
Add Task Description
Include detailed notes, instructions, or context for the task.
Set Reminders
Configure notification reminders to ensure timely completion.
Save and Track
Save the task to add it to your task list and calendar.
Task Categories and Types
Standard Task Categories
Organize tasks by category for better workflow management:
| Category | Color | Examples |
|---|---|---|
| Follow-up | Blue | Call back prospects, send property info, check loan status |
| Marketing | Green | Create listings, schedule photography, social media posts |
| Administrative | Orange | Update CRM, file documents, prepare reports |
| Deal Management | Red | Schedule inspections, coordinate closing, review contracts |
| Prospecting | Purple | Cold calls, door knocking, networking events |
| Professional Development | Teal | Training, certification, skill building |
Custom Categories
Access Settings
Navigate to Task Settings to manage categories.
Create New Category
Add custom categories specific to your business needs.
Assign Colors
Choose distinctive colors for visual organization.
Set Default Properties
Configure default priority and reminder settings for each category.
Task Priority and Organization
Priority Levels
Use priority levels to focus on the most important tasks:
- High Priority: Urgent tasks requiring immediate attention (red indicator)
- Medium Priority: Important tasks with flexibility in timing (yellow indicator)
- Low Priority: Tasks that can be completed when time allows (green indicator)
Task Filtering and Views
Organize your task list using various filters and view options:
Available Views
- Today's Tasks: Items due today
- This Week: Tasks due within the next 7 days
- Overdue: Tasks past their due date
- By Priority: Sorted by importance level
- By Category: Grouped by task type
- By Contact/Deal: Related to specific contacts or deals
Custom Filters
Create Filter
Combine multiple criteria to create specialized task views.
Save Custom View
Save frequently used filter combinations for quick access.
Share with Team
Make custom views available to team members.
Task Assignment and Collaboration
Assigning Tasks to Team Members
Delegate tasks effectively to team members and assistants:
Create Delegated Task
Create a new task and select the assignee from your team list.
Set Assignment Details
Specify deadline, priority, and detailed instructions for the assignee.
Send Notification
The system automatically notifies the assigned team member.
Track Progress
Monitor task completion and receive updates when tasks are finished.
Team Task Management
- Task Visibility: View tasks assigned to and by team members
- Progress Tracking: Monitor completion status of delegated tasks
- Workload Balance: Distribute tasks evenly across team members
- Accountability: Clear assignment and completion tracking
Delegation Best Practices
- Provide clear, detailed instructions for assigned tasks
- Set realistic deadlines with buffer time
- Include context about why the task is important
- Follow up appropriately without micromanaging
Recurring Tasks
Setting Up Recurring Tasks
Automate routine activities with recurring task creation:
Create Initial Task
Set up the first instance of your recurring task with all details.
Enable Recurrence
Check the "Recurring Task" option in the task creation form.
Set Recurrence Pattern
Choose from recurrence options:
- Daily (every day, weekdays only, every X days)
- Weekly (specific days of the week)
- Monthly (same date, same day of week)
- Quarterly or annually
Set End Conditions
Specify when the recurrence should end or if it should continue indefinitely.
Common Recurring Tasks
- Daily: Check email, update CRM, review calendar
- Weekly: Prospect calling, social media posting, pipeline review
- Monthly: Business reports, goal review, client newsletters
- Quarterly: Business planning, goal setting, market analysis
Task Integration with Deals and Contacts
Contact-Related Tasks
Create tasks directly related to specific contacts for better context:
- Follow-up Calls: Schedule calls with prospects or clients
- Information Requests: Send property details or market reports
- Appointment Scheduling: Set up property showings or consultations
- Relationship Building: Birthday calls, check-ins, holiday greetings
Deal-Related Tasks
Link tasks to specific deals for transaction management:
- Contract Milestones: Track inspection periods, loan deadlines
- Document Preparation: Prepare disclosures, contracts, amendments
- Coordination Tasks: Schedule inspections, appraisals, closings
- Communication Tasks: Update all parties on deal progress
Link to Contact/Deal
When creating tasks, associate them with relevant contacts or deals.
Access from Context
View and create tasks directly from contact or deal detail pages.
Automatic Creation
Some tasks are automatically created based on deal milestones or contact actions.
Task Notifications and Reminders
Reminder Configuration
Set up notifications to ensure tasks are completed on time:
Reminder Options
- Email Reminders: Receive email notifications for upcoming tasks
- Push Notifications: Mobile and desktop notifications
- Calendar Integration: Tasks appear on your calendar with reminders
- Daily Digest: Summary email of today's tasks
Setting Up Reminders
Configure Default Reminders
Set system-wide reminder preferences in your user settings.
Customize Per Task
Override default settings for specific tasks requiring different notification timing.
Multiple Reminders
Set multiple reminders for critical tasks (e.g., 1 week, 1 day, 1 hour before).
Snooze Options
Reschedule reminders if you need more time to complete tasks.
Task Completion and Tracking
Marking Tasks Complete
Track your progress and maintain accurate records:
Complete Task
Check the task as complete when finished, or use the quick complete button.
Add Completion Notes
Record the outcome, results, or next steps when marking tasks complete.
Time Tracking
Log actual time spent on tasks for productivity analysis.
Follow-up Tasks
Create new tasks if additional follow-up is required.
Task Analytics
Review your productivity and identify improvement opportunities:
- Completion Rates: Percentage of tasks completed on time
- Category Analysis: Time spent on different types of activities
- Productivity Trends: Track productivity over time
- Overdue Analysis: Identify patterns in missed deadlines
Best Practices
Effective Task Management
- Clear Titles: Use action-oriented, specific task titles
- Realistic Deadlines: Set achievable due dates with buffer time
- Daily Review: Review and prioritize tasks each morning
- Break Down Large Tasks: Divide complex projects into smaller, manageable tasks
Priority Management
- Focus on High Priority: Complete urgent tasks first
- Time Blocking: Allocate specific time blocks for different task categories
- Batch Similar Tasks: Group similar activities for efficiency
- Energy Management: Schedule demanding tasks during your peak energy hours
Team Collaboration
- Clear Instructions: Provide detailed context when assigning tasks
- Regular Check-ins: Monitor progress without micromanaging
- Shared Visibility: Keep team tasks visible and organized
- Recognition: Acknowledge completed tasks and good performance
Troubleshooting
Tasks Not Showing Reminders
Cause: Notification settings disabled or browser permissions not granted.
Solution: Check notification settings in your user profile and ensure browser permissions are enabled for notifications.
Cannot Assign Tasks to Team Members
Cause: Insufficient permissions or team member not in your workspace.
Solution: Verify your permission level and ensure team members are properly added to your workspace.
Recurring Tasks Not Creating
Cause: Recurrence settings incorrect or system processing delay.
Solution: Review recurrence settings and allow 24 hours for system processing. Contact support if issues persist.