3.10 Managing Tasks (Follow-ups, Showings, Paperwork)

Purpose:

Tasks in Close Master are your digital to-do list items, ensuring important follow-ups and action items don't get missed. They are often linked directly to specific Contacts or Opportunities.

Accessing the Global Task View:

Navigate to Contacts → Tasks tab. This provides a centralized view of all tasks across the entire account that you have permission to see.

Functionality in the Global Tasks View:

  • View Tasks: See a list (or sometimes a Kanban board view) of tasks. Information typically includes Task Title, Linked Contact/Opportunity, Assigned User, Due Date, Status (Pending/Completed).
  • Filter Tasks: Use filters (often at the top) to narrow down the view by:
    • Assignee: See tasks assigned only to you or specific team members.
    • Status: View Pending, Overdue, or Completed tasks.
    • Due Date: Filter by Today, Tomorrow, This Week, Overdue, or a custom date range.
  • Sort Tasks: Click column headers (like Due Date) to sort the list.
  • Add New Task: Click the + Add Task button. A popup appears:
    • Enter a clear Title (e.g., "Call Buyer Lead - Discuss Offer Strategy", "Prepare Listing Presentation for 123 Main St", "Schedule Final Walkthrough").
    • (Optional but Recommended) Link to Contact: Search for and select the relevant Contact.
    • (Optional) Link to Opportunity: If the task relates to a specific deal, link it here.
    • Assign To: Select the User (agent/admin) responsible for completing the task.
    • Set Due Date and optionally Due Time.
    • Add a detailed Description with any necessary context or instructions.
    • Save the task.
  • Manage Tasks:
    • Mark as Complete: Check the box next to a task to mark it done.
    • Edit/Delete: Use icons or menus next to a task to edit its details or delete it.

Viewing Tasks Elsewhere:

Tasks are also conveniently visible and manageable directly on:

  • The individual Contact Record (in the Tasks tab in the right-hand panel - See Chapter 4.4).
  • The individual Opportunity Details panel (if linked to an opportunity).
  • The main Dashboard (if you add a Tasks widget - See Chapter 1.8).

Automation:

Tasks are frequently created automatically via Workflows (using the Add Task action) triggered by events like new leads, appointment bookings, or opportunity stage changes, ensuring timely follow-up actions are assigned to the right team members.