Tasks in HighLevel

Updated: February 6, 2026  | 
Author: Bill Stilwell

This post covers what Tasks are, how they differ from Notes, where to create and view them, automated task creation via workflows, how notifications work, what makes a well-written task, and how the consolidated task list works as a daily work management tool.

Reading time: about 5 minutes.

What Are Tasks in HighLevel?

Tasks in HighLevel are contact-linked action items. Each task represents something a team member needs to do in relation to a specific contact – call a lead back, send a quote, follow up after an appointment, check in on a past customer.

Tasks have a title that describes the action, a due date that specifies when it must be done, and an assignee who is responsible for doing it.

Tasks are the accountability layer of the contact relationship. When a sales call ends and the next step is “send a proposal by Friday,” that outcome lives in a task – not in the sales rep’s memory or personal to-do list.

The task is visible to the whole team, tracked in the system, and will surface as overdue if it is not completed by Friday.

Where to Find and Create Tasks

Tasks are created and viewed in two places. On the contact record, the Tasks section shows all tasks for that specific contact.

This is where tasks are created – open the contact, find the Tasks section or tab, click to add a new task, fill in the details, and save.

The consolidated task list shows all tasks across all contacts, viewable by the team. This is the primary daily work management view – where a team member sees every task assigned to them, sorted by due date, across all the contacts they are responsible for.

Access the consolidated task list from the main HighLevel navigation.

Tasks vs. Notes

Tasks and Notes are companion features on the contact record but serve completely different roles. Understanding the distinction prevents using one where the other is appropriate.

A Note answers: “What do we know about this contact?” A Note is passive – it records something. It has no due date, no assignee, and requires no action.

A Task answers: “What do we need to do for or about this contact, and when?” A Task is active – it represents an action required. It has a due date, an assignee, and a completion status.

After a client call where the client mentioned they will be ready to sign next month: the Note captures “Client said they want to proceed but waiting until after Q1 budget review – target close early April.” The Task captures “Follow up with client on contract signing – due April 3, assigned to [rep name].”

The Components of a Task

Every task in HighLevel has four components. The title is a description of the action to be taken – specific enough that the assignee knows exactly what to do without needing to look up additional context.

The due date is the date by which the action must be completed – not aspirational, but the actual deadline. The assignee is the specific team member responsible for completing the task.

The completion status tracks whether the task is open, in progress, or done.

Some task implementations also support a description field for additional context, a priority level, and a task type or category. The exact fields available depend on the current HighLevel version – but the four core components (title, due date, assignee, status) are consistent.

Automated Tasks via Workflow Builder

Workflow Builder’s Create Task action generates tasks automatically when reached in a workflow sequence. This is the mechanism for bridging automation and human follow-up – the workflow handles the automated part of the process, then creates a task to hand off to a team member at the point where human action is required.

Common automated task scenarios: a new lead comes in via the website form, a workflow fires the 5-minute automated lead response SMS, and then creates a task “Call new lead – [Contact Name] – they submitted the estimate request form. Due today, assigned to [rep].” The automation does what automation does well (immediate response); the task ensures a human follows through with what automation cannot do (a qualifying phone call).

Another common pattern: after a consultation appointment is completed, a workflow creates a task “Send proposal to [Contact Name] within 24 hours – they are comparing with two other vendors. Due [tomorrow’s date], assigned to [rep].” The task appears in the rep’s task list immediately – no need for the rep to remember to create the follow-up themselves.

Task Notifications

HighLevel notifies team members about tasks in two situations: when a task is assigned to them (so they know a new responsibility exists) and when a task is due or overdue (so they do not miss the deadline). Notification delivery depends on the team member’s notification settings – in-app notifications, email notifications, or push notifications on the HighLevel Mobile App.

Push notifications on the mobile app are particularly effective for task reminders because they surface on the team member’s phone regardless of whether they are in front of a computer. A rep who gets a push notification saying “Task due: Call [Contact Name] about their estimate” while between jobs is more likely to make the call than one who has to open HighLevel on a desktop to check their task list.

The Consolidated Task List

The consolidated task list is the daily work view for team members. It aggregates all tasks assigned to the logged-in user – or all tasks across the team for managers – sorted by due date.

It shows the task title, the contact it is linked to, the due date, and the completion status.

The consolidated task list functions as a daily agenda for follow-up work. Starting the day by reviewing the task list – noting what is due today and what is overdue – establishes the priority order for contact interactions.

Tasks due today get actioned today. Overdue tasks get addressed first.

For managers, the consolidated task list across the team provides visibility into workload distribution and follow-up discipline – which tasks are being completed on time, which are perpetually overdue, and which team members have the highest task loads.

What Makes a Well-Written Task

A task is only as useful as its title. A vague task title – “Follow up” or “Call back” – requires the assignee to remember or look up the context before acting.

A specific task title – “Call back Sarah about roof estimate – she asked about metal roofing options, quote needed by Thursday” – gives the assignee everything they need to act immediately.

Effective task titles include: the specific action (call, email, send, review, complete), the contact’s name, the specific topic or purpose, and any deadline or urgency context. This sounds like a lot for a title, but even a concise version – “Call Sarah / metal roofing estimate / needs by Thursday” – is dramatically more actionable than “Call back.”

The test of a well-written task: can the assignee read the title and immediately know what to do, about whom, and why – without opening the contact record? If yes, the task is well-written.

If no, add more context to the title.

Completing and Tracking Tasks

Marking a task complete is the final step in the task lifecycle. From the contact record or the consolidated task list, click the completion indicator on the task.

The task is marked done and moves out of the active task view. The completed task remains on the contact’s record as evidence that the action was taken – useful for the same reason as notes: institutional memory that the follow-up happened.

Teams that do not consistently mark tasks complete lose the value of the task system. The task list becomes cluttered with technically completed actions that were not marked done – making it impossible to distinguish between genuinely open tasks and tasks that were completed informally.

The discipline of marking tasks complete is as important as the discipline of creating them.

What Can You Do With It?

• Ensure every agreed-upon next step has a due date and an owner: No more “I’ll follow up soon” conversations that never result in follow-up. Every next step becomes a task with a date and an assignee.
• Bridge automation and human action in workflows: Create Task workflow actions hand off from automated processes to team members at exactly the right point – the automation does what it can, the task ensures a human does the rest.
• Manage daily follow-up work from a single consolidated view: The task list is a complete daily agenda for contact-related actions – no need to rely on memory, separate to-do apps, or manual list-keeping.
• Give managers visibility into team follow-up discipline: Overdue tasks in the consolidated view reveal where follow-up is slipping. Consistent overdue patterns on specific tasks or team members signal process or capacity issues.
• Maintain follow-up accountability across the team: Tasks assigned to specific team members create accountability. The system tracks whether tasks were completed and when – making follow-up a managed process rather than an informal expectation.

Key Definitions

Use Cases by Industry

Home Services – Lead Response Follow-Up

A plumbing company’s lead intake workflow fires an immediate automated SMS when a new estimate request comes in. After the SMS action, the workflow creates a task: “Call new estimate request – [Contact Name] – immediate plumbing issue, prefers calls before noon.

Due today, assigned to [owner].”

The owner sees the task notification on their phone within seconds of the lead coming in. They call the lead, add a note about the call, and mark the task complete.

If they do not complete the task by end of day, it surfaces as overdue tomorrow morning. No lead falls through because no one remembered to call them.

Result: Automated lead response is combined with human follow-up accountability. The automation handles the immediate touch; the task ensures a qualifying call happens within hours rather than days. Lead response speed improves without relying on the owner to manually track every incoming lead.

Real Estate – Offer Follow-Up Chain

A real estate agent creates a task after every showing: “Follow up with [Buyer Name] on [Property Address] showing – get feedback and gauge interest. Due [next day], assigned to [agent].” After the follow-up, if the buyer is interested, another task is created: “Send comparative market analysis and discuss offer strategy.

Due [two days later], assigned to [agent].”

Each task in the chain keeps the buyer’s transaction moving forward. The agent works from the consolidated task list each morning – every buyer they are working with has a specific next step visible in one place.

Result: Active buyer relationships each have a clearly defined next step with a deadline. The agent’s daily work is organized around the task list rather than memory or a separate system. Buyers receive more consistent follow-up because the next step is always tracked.

Service Business – Proposal Follow-Up

A landscaping company sends every proposal with an automated follow-up workflow. After the proposal email goes out, the workflow creates a task: “Follow up on [Project Name] proposal – sent [date], quote was $[amount].

They seemed price-sensitive. Due in 3 days, assigned to [owner].”

Three days later, the task surfaces in the owner’s list. They call the prospect, reference the proposal details from the task title and the contact’s notes, and have a contextualized follow-up conversation.

The proposal follow-up task prevents the common situation where a proposal is sent and then never followed up on because the next step was left implicit.

Result: Every proposal has a structured follow-up with a defined timeline. Close rates improve because proposals do not go cold through lack of follow-up. The task title provides enough context that the follow-up call is immediately relevant without requiring the owner to review the full proposal again.

Who Is This For?

How to Use Tasks Effectively

Step 1: Create a task after every interaction with a clear next step

After every call, meeting, or email that ends with an agreed-upon action, create a task immediately before moving on.

Step 2: Write a specific task title

Include the action, the contact name, the specific topic, and any relevant context. “Call Sarah / proposal follow-up / she is comparing with two others” is better than “Follow up.”

Step 3: Set a specific due date

Choose the date by which the action must happen – not a general timeframe. A task due “this week” is harder to manage than one due “Thursday.”

Step 4: Assign to the right team member

Assign to the specific person responsible. The assignee receives a notification and sees the task in their consolidated list.

Step 5: Add Create Task actions to key workflows

In Workflow Builder, add Create Task actions after key automation milestones – new lead intake, proposal sent, appointment completed, invoice paid.

Step 6: Review the consolidated task list each morning

Open the task list view at the start of each day. Prioritize overdue tasks first, then today’s due tasks.

Step 7: Mark tasks complete when done

Click the completion indicator immediately after completing the action. Keep the active task list accurate – only tasks that still need action should appear as open.

Step 8: Enable task notifications on the Mobile App

Configure push notifications on the HighLevel Mobile App for task assignments and due dates. Mobile notifications surface tasks when away from the desk.

Step 9: Review overdue tasks weekly as a team

For teams, review overdue tasks weekly. Persistent overdue tasks on specific contacts or team members signal process issues or capacity problems that need addressing.

How Does It Connect to HighLevel?

• Workflow Builder: The Create Task action in Workflow Builder generates tasks at defined automation milestones. This is the bridge between automated processes and human follow-up actions.
• Contact Management: Tasks are created on and linked to contact records. Every task is associated with a specific contact – the task list links directly back to the contact it relates to.
• Notes: Notes and Tasks are companion features on the contact record. Notes capture what is known about the contact. Tasks define what needs to be done. A follow-up call often starts with reviewing the contact’s Notes and ends with marking the Task complete and adding a new Note.
• Mobile App: The HighLevel Mobile App provides push notifications for task assignments and due dates. Mobile access to the task list allows team members to manage follow-up when away from the office.
• Pipeline Management: Tasks and Pipeline Management work together in sales processes. Moving a contact to a new pipeline stage often should trigger a task for the next action in that stage – which the Create Task workflow action enables.

Common Questions

What are Tasks in HighLevel?

Contact-linked action items with a title, due date, assignee, and completion status. Represent specific actions team members must take in relation to contacts.

Where do I find and create Tasks in HighLevel?

On the contact record in the Tasks section, or in the consolidated task list accessible from the main navigation. Create from either location.

Can Tasks in HighLevel be created automatically through workflows?

Yes. The Create Task workflow action generates tasks automatically at any workflow step – used to trigger human follow-up at specific automation milestones.

Do HighLevel Tasks send notifications or reminders?

Yes. Notifications fire when a task is assigned to a team member and when a task is due or overdue. Push notifications on the Mobile App provide real-time task reminders.

How do I mark a Task as complete in HighLevel?

Click the completion indicator on the task from the contact record or the consolidated task list. The task moves to completed status and clears from the active list.

What is the difference between Tasks and Notes in HighLevel?

Tasks are active action items – things to do with due dates and assignees. Notes are passive information records – things known about the contact.

Both belong on contact records for different purposes.

Can I see all Tasks across all contacts in HighLevel?

Yes. The consolidated task list aggregates all tasks across contacts, filterable by assignee, due date, and status – the daily work management view for team members.

To Wrap It Up

Tasks are the accountability infrastructure of client relationship management. Automation handles what can be automated.

Tasks handle what requires a human. Together they create a complete follow-up system where nothing falls through the cracks.

The two disciplines that determine whether the task system actually works: creating tasks consistently (every agreed-upon next step becomes a task) and marking tasks complete consistently (every completed action gets checked off). Both need to be habits, not occasional behaviors.

A task system where only some actions get tasks, and tasks that are completed are not always marked done, becomes unreliable – and unreliable task systems get abandoned.

The Create Task workflow action is where the highest use is found for teams that struggle with manual task creation. Automating task creation at key process milestones means the task list fills up correctly even when team members forget to create tasks manually.

The automation ensures the accountability infrastructure is maintained without depending on individual behavior.

1. Create a task immediately after the next interaction that ends with an agreed-upon next step
2. Use a specific title format: action + contact name + topic + context
3. Set a real due date – the date by which the action must happen
4. Assign to the specific responsible team member
5. Add Create Task actions to key workflow milestones – new lead intake, proposal sent, job completed
6. Review the consolidated task list each morning
7. Mark tasks complete as soon as each action is done
8. Enable Mobile App push notifications for task reminders

Start with the Create Task workflow action for one process before building the manual task habit. Adding an automated “Call new lead” task to the lead intake workflow immediately demonstrates the value of tasks – team members see tasks appearing in their list without creating them manually and begin using the list as a daily work guide.

Once the task list is part of the daily routine, extending to manual task creation after other interactions is a natural next step.