Daily Task Management

1 Where to Find Tasks in GHL

Tasks in GoHighLevel are accessed through the Contacts section of the left sidebar. The Tasks tab sits under the Contacts heading as a dedicated sub-page.

Navigation Path

1. 1
   Click "Contacts" in the left sidebar

   In the purple sidebar on the left side of GHL, click the Contacts icon. This is located between Calendars and Opportunities.

2. 2
   Click the "Tasks" tab in the top navigation bar

   Once on the Contacts page, you will see tabs along the top: Smart Lists, Bulk Actions, Tasks, Companies. Click Tasks.

2 The Task List View

The Tasks list view is the main control centre for all tasks across the VATable account. Currently there are 1,180 tasks in the system.

What the Task List Shows

Each row in the task table displays:

• Status -- green tick (completed) or grey circle (pending)
• Title -- the name of the task (e.g., "Engagement end date 27/07/2026", "Review", "Generate Invoice")
• Description -- additional detail about what needs to be done
• Associated Contacts -- the client contact linked to this task, shown as initials and name. Click the name to jump to that contact's record.
• Assignee -- the team member responsible, shown as initials (RC = Ruby Campbell, CD = Charles Dobson, SO = Steve Outhwaite, etc.)
• Due Date (GMT) -- when the task is due. An alarm icon indicates the task is upcoming; no icon means it is past due.
• Actions -- pencil icon to edit, bin icon to delete

Quick Filter Tabs

At the top of the task list, four tabs let you quickly filter:

Filter Dropdowns

Below the tabs, three filter dropdowns let you narrow results further:

• Assignee -- filter by a specific team member (e.g., Ruby Campbell, Steve Outhwaite, Keith Dias)
• Status -- filter by All, Pending, or Completed
• Due Date -- filter by date range

You can also use Advanced Filters for more complex queries, and the Sort button to change the ordering (default is Due Date descending).

Filtering by Assignee

To see only your own tasks, click the Assignee dropdown and select your name from the team list. The list updates immediately to show only tasks assigned to you.

3 Ruby's Daily Task Routine

Ruby Campbell is the primary recipient of automated tasks from the VATable workflow system. Three workflows generate tasks specifically for Ruby:

Workflow	Task Title	When Created	Due In
WF10 End of Engagement Review	Generate Invoice	When a case reaches "End of Engagement Review" in the Case Management pipeline	1 day
WF12 Engagement Warning Date	Engagement expiry warning	When the "Engagement Warning Date" custom field date is reached	1 day
WF7 Service Completed	Service completion review / testimonial	When an opportunity reaches "Service Completed" in the MASTER pipeline	1 day

4 Case Owner Task Routine

Case owners (the team member assigned to a contact/opportunity) receive automated review tasks from Workflow WF11.

Workflow	Task Title	When Created	Due In	Assigned To
WF11 Case Management Stage Entry	Case review task (e.g., "Review", "Hi Keith, Please review")	When a case enters any stage in the Case Management pipeline (Time to Pay, Direct Tax, VAT, Miscellaneous, End of Engagement Review)	2 days	Contact Owner

What Case Owners Should Do

1. 1
   Check your task list daily

   Filter by your name in the Assignee dropdown to see only your tasks.

2. 2
   Open the task and read the description

   Click the task title or the edit (pencil) icon to see the full details.

3. 3
   Click the contact name to view their record

   The "Associated Contacts" column links directly to the contact's profile in GHL, where you can see their case history, notes, and opportunity details.

4. 4
   Review the case and reach out to the client if needed

   Check the case progress, review any outstanding items, and contact the client by phone, email, or SMS through GHL Conversations.

5. 5
   Mark the task as complete

   Once you have reviewed the case and taken the necessary action, click the status circle to mark the task complete.

5 How to Action a Task

Every task follows the same basic workflow: read it, do the work, mark it done.

Step-by-Step: Actioning a Task

1. 1
   Find the task in your task list

   Navigate to Contacts → Tasks and filter by your name. Use the "Due Today" or "Overdue" tabs.

2. 2
   Read the task title and description

   The title tells you what needs to be done. The description column may contain additional detail. For example: "Engagement end date 27/07/2026" tells you an engagement is about to expire on that date.

3. 3
   Open the contact's record

   Click the contact name in the "Associated Contacts" column. This opens their full profile where you can see their opportunity, notes, emails, and case history.

4. 4
   Complete the required action

   Depending on the task type:
   • Invoice generation: Create and send the invoice
   • Engagement expiry warning: Review the engagement, notify the case owner
   • Case review: Review the client's case status, reach out if needed
   • Service completion: Arrange testimonial request, final review

5. 5
   Mark the task as complete

   Click the status circle (grey circle) on the left side of the task row. It will turn into a green tick, indicating the task is done. Alternatively, click the pencil edit icon and change the status to "Completed" in the task edit panel.

6 How to Create a Manual Task

While most tasks are created automatically by workflows, you can also create tasks manually for yourself or a colleague.

1. 1
   Click the "+ Add Task" button

   Located in the top-right corner of the Tasks list view. It is a purple button with a "+" icon.

2. 2
   Fill in the task details

   • Title: A short, clear description of what needs to be done (e.g., "Call John Smith re invoice query")
   • Description: Any additional context or instructions
   • Assignee: Choose who should complete this task (yourself or a colleague)
   • Due Date: Set the deadline
   • Associated Contact: Link this task to a specific client contact

3. 3
   Save the task

   Click Save. The task will appear in the assignee's task list immediately.

7 How to Reassign a Task

If a team member is away or if a task was assigned to the wrong person, you can reassign it.

1. 1
   Find the task in the task list

   Use the Assignee filter or search by title to locate the task.

2. 2
   Click the pencil (edit) icon in the Actions column

   This opens the task editing panel.

3. 3
   Change the Assignee

   In the task edit panel, click the Assignee field and select the new team member from the dropdown list.

4. 4
   Save the changes

   The task will immediately move to the new assignee's task list.

8 Task Due Date Rules

The automated workflows create tasks with specific due dates. Understanding these rules helps you prioritise your work.

Workflow	Task Type	Due Date	Priority
WF10	Generate Invoice (Ruby)	Due in 1 day	High -- invoice must be generated promptly
WF12	Engagement Expiry Warning (Ruby)	Due in 1 day	High -- engagement end date is approaching
WF7	Service Completion Review (Ruby)	Due in 1 day	Medium -- review and arrange testimonial
WF11	Case Management Review (Contact Owner)	Due in 2 days	Medium -- review and reach out to client

9 What to Do if a Task is Missed

If you find overdue tasks in your list, here is how to catch up:

1. 1
   Click the "Overdue" tab

   This shows all tasks that are past their due date and still incomplete.

2. 2
   Prioritise by oldest first

   Use the Sort button to sort by Due Date ascending (oldest first). The longest-overdue tasks need attention first.

3. 3
   Open the contact record for context

   Click the contact name to see their full history. Check the opportunity, notes, and any recent activity to understand the current state of the case before taking action.

4. 4
   Take the action and mark complete

   Do the required work (generate invoice, review engagement, etc.) and mark the task complete.

5. 5
   If the task is no longer relevant

   Some overdue tasks may be outdated (e.g., the case has already moved forward). If so, mark it complete with a note, or delete it using the bin icon. Always check the contact record before deleting.

10 How Tasks Relate to Automations

Tasks in the VATable system are the human checkpoint in an automated workflow. The system handles the detection and notification automatically -- your job is to do the work and close the loop.

The "NMF Kill Switch" (WF13)

When a contact is marked as Not Moving Forward (NMF), Workflow WF13 fires and removes the contact from all active workflows. This means no more automated tasks will be created for that contact. The tag nmf-cleared is applied to confirm the cleanup.

Team Task Ownership Table

Workflow	Trigger	Task Created	Assigned To	Due
WF7	Opportunity reaches "Service Completed"	Review / testimonial	Ruby Campbell	1 day
WF10	Case reaches "End of Engagement Review"	Generate Invoice	Ruby Campbell	1 day
WF11	Case enters any Case Management stage	Case review	Contact Owner	2 days
WF12	Engagement Warning Date is reached	Engagement expiry warning	Ruby Campbell	1 day
WF13	Contact marked NMF	No task -- removes from workflows	N/A	N/A

11 Morning Routine Checklist

Every team member should follow this routine when they start their day in GHL. This ensures nothing falls through the cracks and clients receive timely service.