Task Management Guide

Stay on top of your business operations with ClientFlow's task management system. Create tasks for yourself or your team, set due dates, track progress, and ensure nothing falls through the cracks.

Creating Tasks

Tasks in ClientFlow help you track action items, follow-ups, and business operations that are not tied to a specific appointment.

Quick Task Creation

1. Go to Dashboard → Tasks
2. Click New Task
3. Enter the task details:
   • Title — Clear, actionable description of what needs to be done
   • Description — Additional context, instructions, or links
   • Due date — When the task should be completed (an optional due time and start date are also available)
   • Priority — Low, Medium, or High
   • Task type — Task, Follow-up, Reminder, Call, or Message
4. Optionally link the task to a client and an appointment, or leave the client empty for a general business task
5. Click Save

Task from Client Interaction

You can also create tasks from a client's profile: open the client and use the Tasks tab to add a task that is already linked to that client. On the client's Notes tab (grid view), Create follow-up task on a note creates a Follow-up task for that client, titled from the note. In the task form you can also link a task to one of the client's appointments.

Task Templates

On the Pro plan and above, you can save templates for tasks you create frequently (Tasks → Task Templates). A template stores a default title and description, priority, task type, a due-date offset, estimated hours, subtasks, labels, and a recurrence setting, so you can start a common task from the template picker in the New Task window. Templates are useful for onboarding checklists, end-of-day procedures, and weekly routines. In a team, owners and admins save, edit and delete templates, and every seat that can create tasks (owners, admins and members) can start a task from one.

Assigning to Team

On the Team plan, assign tasks to team members to delegate work and track responsibilities.

Assigning Tasks

When creating or editing a task, select a team member in the Assignee field. The assigned person receives a notification in ClientFlow, and the Assigned to Me filter shows them the tasks assigned to them. You can reassign tasks at any time — the new assignee is notified automatically.

Team Task Access

Role	Can See	Can Create	Can Edit, Complete or Delete
Owner	All tasks	Yes	Yes
Admin	All tasks	Yes	Yes
Member	All tasks	Yes	Edit and complete the tasks they created or are assigned to, including their subtasks and dependencies; cannot delete tasks or assign them in bulk
Viewer	All tasks	No	No

Workload Balancing

To see who is carrying what, use the assignee filter on the Tasks page (the dropdown that reads All Assignees): pick a team member, Unassigned, or Assigned to Me. Use this to identify overloaded team members and redistribute work before deadlines are missed. You can also select several tasks and use Assign in the toolbar to hand them to one person (owners and admins only).

Recurring Tasks

Automate the creation of repetitive tasks that occur on a regular schedule.

Setting Up Recurrence

1. Create a task as normal and set a due date (repeating tasks need one)
2. In the Recurrence section, choose how often the task repeats (for example Daily, Weekdays, Weekly, Biweekly, Monthly, or Custom)
3. Fine-tune the pattern if you need to:
   • Daily — Every day or every N days
   • Weekly — Specific days of the week
   • Monthly — Specific days of the month, or the nth weekday (for example the first Monday)
   • Custom — Repeat every N days, weeks, months or years
4. Choose when it ends: on a date, after a number of occurrences, or never (a repeat that never ends is capped at 100 occurrences)
5. Save the task

Recurrence Examples

• Weekly inventory check — Every Friday, check stock levels and reorder as needed
• Monthly financials review — First Monday of each month, review P&L and expenses
• Daily closing routine — Every day at 6 PM, clean workspace and prep for tomorrow
• Quarterly tax prep — Every 3 months, gather receipts and prepare tax documents

Managing Recurring Instances

Each occurrence of a recurring task is a separate task. Completing one occurrence does not affect the others. When you edit a task in a series, you choose whether the change applies to This task only or to This and future tasks; past occurrences are not changed.

Priority & Status

Use priority and status to organize and track your tasks effectively.

Priority Levels

Priority	When to Use
High	Needs attention soon, or is blocking other work
Medium	Normal priority, do by due date
Low	Nice to do, can wait if needed

Task Statuses

Tasks move through these statuses:

• Pending — Task created, not yet started
• In Progress — Actively being worked on
• Completed — Finished successfully
• Cancelled — No longer needed

Change a task's status in its detail panel, drag it between columns in the Board view, or select several tasks and use Change Status. The stats bar at the top of the Tasks page shows your active, overdue and due-today tasks and your completion rate, so you can quickly see how much work is pending.

Progress Tracking

Track task completion across your team and over time.

Filtering Tasks

The Tasks page lists all your tasks and has filters for:

• Status — Show only pending, in-progress, completed, or cancelled
• Priority — High, Medium, or Low
• Type — Task, Follow-up, Reminder, Call, or Message
• Client — Tasks linked to a specific client
• Assignee — All Assignees, Unassigned, Assigned to Me, or a specific team member (Team plan)
• Due date — Today, This Week, This Month, Overdue Only, or a custom range
• Label — Pro plan and above

Overdue Task Management

Tasks that pass their due date without being completed are flagged as overdue. Overdue tasks are highlighted in the task list and counted in the stats bar, and ClientFlow sends a daily summary notification of your overdue tasks. Review overdue tasks regularly — either complete them, update the due date, or cancel if no longer relevant.

Completion Metrics

On the Pro plan and above, Tasks → Task Analytics shows how your tasks are going over time:

• Completion rate — Share of your tasks that have been completed
• On-time rate — Share of completed tasks that were finished by their due date
• Average completion time — Average number of days from creation to completion
• Overdue rate — Share of tasks that go past their due date
• Breakdowns — Tasks by status, priority, type and label

Comments

Add context to tasks with comments.

Task Comments

Add comments to any task to record progress updates, decisions, or additional information. Comments show who wrote them and when, and can be edited or deleted, creating a conversation thread within the task. You will find them in the Comments tab when you open a task. This is especially useful for team collaboration where multiple people contribute to completing a task.