You’re Probably Underusing Tasks in GHL, Here’s How to Fix That and Grow Smarter

Let’s be honest, most agents treat the Tasks tab in GoHighLevel like an afterthought. It’s where things go to die.

But it shouldn’t be.

Tasks in GHL aren’t just reminders, they’re one of the most powerful (and underused) ways to increase follow-ups, close more business, and build a predictable system. If you're not leveraging tasks as part of your WFG workflow, you’re leaving conversions, and cash, on the table.

So let’s talk about how to change that.

First: What Are Tasks in GHL?

At the most basic level, a task is a to-do item connected to a contact or workflow. But when used correctly, tasks can:

• Trigger automations

• Assign responsibilities to team members

• Act as checkpoints in your sales or recruiting pipeline

• Keep compliance-friendly documentation

• Improve client experience with timely follow-ups

And here’s the big one: Tasks don’t forget. You do.

GHL never sleeps. If you build your business around tasks, you stop relying on memory, sticky notes, or hope.

Why Most Agents Ignore Tasks (And Why That’s a Mistake)

Here’s the usual pattern:

• You get a lead.

• You call or text once, maybe twice.

• They don’t respond.

• You forget they exist.

• That lead goes cold, and you wonder why your closing ratio is low.

Now imagine this instead:

• A lead comes in.

• GHL adds a task: “Call John within 2 hours.”

• You miss him? No problem, GHL auto-assigns a follow-up task 48 hours later.

• If he still ghosts, the system adds a 7-day text reminder AND notifies you to tag him for a nurture sequence.

That’s what a task-based system does, it creates reliable, trackable follow-up that you and your team actually complete.

Creative Ways to Use Tasks to Grow Your WFG Business

Here are powerful, compliance-friendly ways to use GHL tasks in your daily operations:

1. Lead Follow-Up (Without Dropping the Ball)

Every new lead should trigger a task. Period.

Example:

• Task: “Intro Call – Contact lead within 24 hrs”

• Triggered by: New lead fills out a quiz funnel or books a call

• Assigned to: You or your assistant

Bonus move: Attach lead notes or tags to the task (e.g., Interested in IUL, PacLife, Licensed) so when you call, you’re fully prepped.

2. Recruiting & Licensing Pipelines

Want a better onboarding flow? Build it around tasks.

Example:

• Task: “Send pre-licensing instructions”

• Task: “Follow up 7 days after licensing email”

• Task: “Check licensing status – day 21”

This turns recruiting into a scalable system. Whether you're onboarding 1 agent or 50, no one slips through the cracks.

3. Client Check-Ins & Policy Touch points

Want to increase retention and get more referrals? Use tasks to drive long-term client care.

Examples:

• 30-day check-in: “Follow up on policy delivery”

• 6-month task: “Schedule policy review”

• Annual task: “Book anniversary review”

Pro tip: Automate these. When a tag like Policy_Submitted is added, trigger timed tasks that create a rhythm of service your clients will love.

4. Carrier-Specific Workflows

Need to follow up on a Nationwide app? Or check if PacLife underwriting is delayed?

Tag the carrier, then generate a task:

• “Check PacLife underwriting status (Day 14)”

• “Confirm app receipt with Nationwide (48 hrs)”

Now you're not winging it—you’re building a documented, proactive client process. That’s leadership.

5. Team Accountability & Delegation

Running a team? Tasks are your management tool.

Use them to:

• Assign follow-up to downlines

• Create task lists for admins (e.g., “Send compliance forms to TFA”)

• Track productivity (completed vs. open tasks per user)

Now you're not guessing who followed up, you’re tracking it.

Pro Tips: Make Tasks Actually Work For You

Here’s how to make tasks less “extra work” and more “business engine”:

✅ Automate Tasks with Triggers

Inside workflows, add a task step when key events happen:

• Contact added to pipeline

• Tag added (e.g., TFA Approved)

• Appointment booked or missed

You can even delay tasks:
“Create task 3 days after appointment marked ‘No Show’”
This way, you're not clogging your dashboard with premature reminders.

✅ Use Descriptive Titles and Notes

Instead of “Call lead,” use:

“Follow up on IUL interest, Requested $250/month scenario”

This makes it easy to take action without re-reading the entire lead profile.

✅ Set Due Dates + Priority

Tasks without dates get ignored. Tasks without urgency get buried.

Use:

• Due Today for time-sensitive items

• Due This Week for follow-ups

• High Priority for licensing, compliance, or hot leads

✅ Filter & Sort Daily

Make reviewing tasks part of your daily rhythm.

In the “Tasks” tab:

• Filter by “Due Today”

• Sort by contact tag (e.g., Annuity, Licensed Agent, Policy Pending)

• Clear 3–5 quick tasks in 15 minutes

This keeps your system light, lean, and useful.

Questions to Ask Yourself

Use these to audit your task process:

• Do I have a task tied to every lead that comes in?

• Do tasks automatically generate at every key stage (e.g., booked call, policy submitted)?

• Is someone responsible for every task, or are they sitting in limbo?

• Do I check my task list daily—or just when I remember?

• Could I use tags to sort tasks faster (e.g., Nationwide, Unlicensed, SMD)?

The better your questions, the better your systems.

Final Thoughts: Tasks Aren’t Just To-Do’s, They’re Growth Triggers

Every major breakthrough in your business will come from doing the small things consistently. Tasks help you do that, at scale.

They don’t forget. They don’t get distracted. They don’t let emotion get in the way.

If you’re not using tasks to automate follow-up, improve your client experience, and delegate team activity, you’re playing small. The good news? You can change that today.