The Basics of Assigning Tasks on a Team

On a Team Pro account, your task list stops being yours alone — it becomes a shared playbook for the whole team. Knowing exactly who is responsible for each step (and being able to see, at a glance, what's been done) is what keeps a busy team from dropping the ball. This article covers the core basics: how tasks get assigned, what happens when two people share a task, how to keep sensitive tasks private, and how to see your team's full workload.

Basic #1: Tasks are assigned to Roles, not people

In Nekst, when you build a workflow, tasks are assigned by Role — like Transaction Coordinator or Buyer's Agent — instead of to a specific person.

Why? Your team will change over the years, and on larger teams, several people may play the same role on different transactions. By assigning to a Role, you maintain one workflow instead of a separate copy for every team member. When you launch a transaction, you simply tell Nekst who is playing each role on that deal, and every task lands on the right person's list.

When building your workflow, you can assign a task to a single role or to multiple roles. Click the gray briefcase next to the role — when it turns green, the task is assigned to that role.

New to Roles? Choosing the Right Roles explains how role-based assignment works and how to pick the right roles for your team.

A note on permissions: the account owner and anyone set up as a Team Administrator can create and edit workflows — including assigning tasks and changing due dates. Team Members can complete their own tasks and leave comments, but they cannot change due dates, complete other team members' tasks, launch new transactions, or edit workflows.

Basic #2: Shared tasks — when two people are assigned the same task

Sometimes a task is assigned to both a Team Member (say, a Buyer's Agent) and a Team Administrator (say, a Transaction Coordinator). We treat that task as equally important to both people — with the Team Administrator likely being the one held most accountable for it getting done. To keep full transparency, here's how completion works:

• If the Team Member completes the shared task — the task shows as "Complete" in their account and is removed from their to-do list. The Team Administrator still sees the task on their list, but the checkbox now has a green dash running through it. Think of the green dash as a signal: "your teammate says this is done — confirm it and check it off when you're satisfied."

• If the Team Administrator completes the shared task — it's removed from both to-do lists immediately, since the most accountable person has signed off.

Basic #3: Task Details and Private tasks

Anything you type into the Task Details box is visible to every team member who has access to that transaction — unless you mark the task Private.

When a task is marked Private, only the people assigned to the task and the account owner can see it. Private tasks carry a yellow lock icon so you can spot them at a glance. Use Private tasks for anything you don't want the whole team reading — commission details, personal reminders, or sensitive notes about the transaction.

Basic #4: Seeing your team's tasks with Filters

By default, every task page in Nekst shows you only the tasks assigned to you. That keeps each person's list focused on their own work — but as a team leader or transaction coordinator, you'll often want the whole picture.

Click the Filter button at the top of the task list and select the team members whose tasks you want to see — one person, a few, or everyone. This is the fastest way to check on a teammate's workload or confirm nothing is slipping on a transaction.

Pro tip: save a Preset Filter for each team member. If you find yourself checking the same person's task list every day, you don't need to rebuild the filter each time. Set the filter to show one team member's tasks, then save it as a preset — and create one for each person on your team. From then on, reviewing a teammate's workload is a single click: jump from one team member's list to the next during your morning check-in without ever re-selecting names. See Saved Filter Presets for how to create and manage them.

Updated on: 06/12/2026