Strategy for Building Your Workflows One Group at a Time

Building your workflow in Nekst doesn’t have to feel overwhelming!

The best strategy is to focus on one Task Group at a time - creating and refining each section of your process before moving on to the next.

Follow this simple 3-step approach 👇

✳️ Step 1: Create Your Task Groups

Task Groups are the foundation of every great workflow.

They act like folders, keeping your tasks organized and allowing you to easily remove or add entire sections during the launching of a new Transaction.

Settings → Task Groups → “+ Add New”

Examples of Task Groups:

• Inspections
• Financing
• Broker Open House Caravan
• Post Closing Followup
• and more!

💡 You can also assign each Group a color to quickly spot them in your workflow.

✳️ Step 2: Build Out Standard Tasks for Each Group

Once your Groups are set, choose one Group to start with and focus entirely on it.

For example, if you’re working on Inspection Contingency, you might add:

• Put together list of recommended inspectors based on property type (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)

Add the different Standard Tasks to support those steps, ensuring no deadlines are missed and action is taken within your team for total follow through.

💬 Focusing on one Group at a time helps you make progress quickly and ensures every step in your process has purpose.

✳️ Step 3: Add Email & SMS Communication

After your to-do tasks are built, layer in communication.

Create Email Tasks for messages that need detail and SMS Tasks for quick notifications or reminders. You can created Proceeding **(before) **Tasks to trigger communication before a task and **Dependent **(after) **Tasks **to trigger communication after a task.

🔗 Pro Tip: Insert SmartTags to automatically pull in client names, dates, and details.

✳️ Step 4: Repeat for Each Part of Your Process

Once you finish one Group, move on to the next.

Before long, you’ll have an incredibly robust workflow - one that tracks your to-dos, automates communication, and keeps your business running like clockwork.

💡 Why Build This Way?

✅ Keeps your workflow organized and easy to update

✅ Prevents missed steps or disjointed tasks

✅ Simplifies communication by category

✅ Makes your workflow flexible - you can remove Groups that don’t apply to a transaction (like HOA, Septic, or Well)

🪄 Tips for Building Fast

Use the Mass Update option at the top of the page to add Tasks to a Group, place on the Roadmap, Assign to a Team Member or mark as a Key Date.

Use the Group Filter on the right side to filter out other tasks and add tasks within a single Group at a time.

❓FAQs

Can a task be in more than 1 group?

Not at this time. It would create a conflict when removing tasks during the setup process.

Can a Dependent or Proceeding Task be in a different Group than the Parent Task?

No. This would cause the breaking of dependencies. Therefore, for any Parent Task that is associated with Group, all Proceeding/Dependent Tasks will also be a part of that Group.

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

For any tasks not in a group, we have a default "No Group" filter. These tasks can only be removed manually or using Mass Update.

Updated on: 11/10/2025