How to Use Task Groups

A Task Group is a set of tasks that share a label and work together to form a process inside a Workflow — think of it as a folder that keeps related tasks organized, like "Inspection" or "Post-Closing Occupancy" tasks.

• Create your own labels and edit or remove existing ones.
• Give each Task Group a custom color so it's easy to spot in long lists.
• Use Task Groups across any Transaction Type.

Why Use Task Groups?

• Faster workflow building — Build one part of the process at a time (e.g., Inspections, Financing, HOA).
• Easier filtering — On the Workflow page, filter to view only the tasks in a specific group.
• Smarter customization — When creating a new Transaction, remove whole groups (like Inspections or HOA) in a single click to fit the exact contract.

✅ Quick Example: Creating a Transaction that is waiving inspections? Remove the "Inspections" Task Group and all inspection-related tasks disappear — leaving a clean, custom Workflow with only the tasks and communication that matters.

How to Create & Use Groups

Step 1: Add the group from the **Setup page.** Create as many groups as you want and use them with any Transaction Type. You can also give each group a color.

Step 2: Group tasks with Mass Update. Open any Workflow from the Workflows page and select the tasks you want. Click the green Group button and choose the group from the list.

Step 3: Filter by group. To see just the tasks in a group, use the filter on the right to toggle between groups and ungrouped tasks. For a live transaction, you can add or remove Groups in the Filter at the top of the task list.

Build Your Workflow One Group at a Time

The best way to build a workflow without feeling overwhelmed is to focus on one Task Group at a time — finishing each section before moving to the next.

1. Start with one Group. Pick a Group (e.g., Inspection Contingency) and build out its Standard Tasks first. For example:

• Put together a list of recommended inspectors (1 Day after Contract Acceptance)
• Inspection Deadline (10 Days after Contract Acceptance)
• Seller Response to Inspection Deadline (3 Days after Inspection Deadline)
• Collect Receipts for Repairs (5 Days before Closing)

2. Layer in communication. Add Email Tasks for detailed messages and SMS Tasks for quick reminders. Use Proceeding Tasks (before) and Dependent Tasks (after) to trigger communication around a task. Insert SmartTags to automatically pull in client names, dates, and details.

3. Repeat for each part of your process. Move on to the next Group. Before long, you'll have a robust workflow that tracks your to-dos, automates communication, and runs like clockwork.

💡 Tip: Use Mass Update to add tasks to a Group, place them on the Roadmap, assign a Team Member, or mark them as Key Dates — and use the Group Filter to focus on one Group at a time.

Common Task Groups our users create

Listing Status

• Coming Soon
• Luxury Marketing Package
• Broker Open
• Equestrian
• Delayed Occupancy

Pending Status

• Inspections
• HOA
• Well
• Pool
• Financing

FAQ

What if I don't want to put a task in a Group?

Tasks without a group fall under a default No Group filter. They can only be removed manually or with Mass Update.

Updated on: 05/29/2026