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
   • Priority — Low, Medium, High, or Urgent
   • Category — Organize by type (Admin, Follow-up, Marketing, etc.)
4. Optionally link to a client, appointment, or invoice
5. Click Create Task

Task from Client Interaction

Create tasks directly from client profiles, appointments, or conversations. For example, after a client appointment, click Create Follow-up Task to set a reminder to check on the client in a week. The task is automatically linked to the client and the appointment for context.

Task Templates

For tasks you create frequently, save templates. A template stores the title, description, category, and priority so you can create common tasks with one click. Templates are useful for onboarding checklists, end-of-day procedures, and weekly routines.

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 from the Assigned To dropdown. The assigned person receives a notification and the task appears in their personal task list. You can reassign tasks at any time — the new assignee is notified automatically.

Team Task Visibility

Role	Can See	Can Create	Can Assign
Owner	All tasks	Yes	To anyone
Manager	Own tasks + assigned team tasks	Yes	To team members
Staff	Own tasks only	Yes (self-assign only)	No

Workload Balancing

The team task overview (Tasks → Team View) shows how many tasks each team member has, broken down by status and priority. Use this to identify overloaded team members and redistribute work before deadlines are missed.

Recurring Tasks

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

Setting Up Recurrence

1. Create a task as normal
2. Toggle Recurring to on
3. Choose the recurrence pattern:
   • Daily — Every day or every N days
   • Weekly — Specific days of the week
   • Monthly — Specific date or day of the month
   • Custom — Any interval you define
4. Set an end date or choose "No end date" for indefinite recurrence
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 instance. Completing one instance does not affect future instances. If you need to modify the schedule, you can edit the recurrence rule — changes apply to future instances only, not past ones.

Priority & Status

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

Priority Levels

Priority	Color	When to Use
Urgent	Red	Needs immediate attention, blocking other work
High	Orange	Important, should be done soon
Medium	Yellow	Normal priority, do by due date
Low	Gray	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

Update status by clicking the status badge on any task. The dashboard shows task counts by status so you can quickly see how much work is pending versus completed.

Progress Tracking

Track task completion across your team and over time.

Task Dashboard

The task dashboard provides an overview of all tasks with filters for:

• Status — Show only pending, in-progress, completed, or cancelled
• Priority — Filter by urgency level
• Assignee — See tasks for a specific team member
• Due date — Overdue, due today, due this week, upcoming
• Category — Filter by task type
• Client — Tasks linked to a specific client

Overdue Task Management

Tasks that pass their due date without being completed are flagged as overdue. Overdue tasks are highlighted in the dashboard and trigger notifications. Review overdue tasks regularly — either complete them, update the due date, or cancel if no longer relevant.

Completion Metrics

Track your task completion rate over time in Tasks → Analytics:

• Completion rate — Percentage of tasks completed on time
• Average completion time — How long tasks typically take from creation to completion
• Overdue rate — Percentage of tasks that go past their due date
• Tasks by category — Which types of tasks are most common

Notes and Attachments

Add context to tasks with notes and file attachments.

Task Notes

Add notes to any task to record progress updates, decisions, or additional information. Notes are timestamped and attributed to the user who added them, creating a conversation thread within the task. This is especially useful for team collaboration where multiple people contribute to completing a task.

File Attachments

Attach files to tasks for reference. Supported formats include documents (PDF, DOC), images (JPEG, PNG), and spreadsheets (XLS, CSV). Files are securely stored and accessible to anyone who can view the task. Maximum file size is 10MB per attachment.