Task management

Task management for real estate teams

Give every job outside the lead list a home: photos to book for a new listing, an expired advertising permit to renew, Ejari documents to collect. Group tasks into spaces, drag them across stages you define, and see the priority, the owner and the due date on every card.

Start your free trialBook a live demo
  • A board per team or project
  • Four priority levels
  • On the web and in the app
Propfusion CRM: Tasks board with To Do, In Progress, Review and Completed columns and cards with priority, due date and tags

How it works

Set up your board in three steps

Spaces, then stages, then tasks. Set it up once and change it whenever the process changes.
  1. 01

    Create a space

    One per team or workflow, such as Listings, Leasing or Marketing, each with its own icon and colour.

  2. 02

    Name your stages

    Set the stages your team actually works in, then rename, recolour or reorder them whenever the process changes.

  3. 03

    Add and assign tasks

    Give each task an owner, a priority, a due date and tags, then drag it across the board as the work moves.

Nothing slips between listings and leads

A brokerage runs on small jobs that belong to nobody in particular. Tasks give each one an owner and a date.

In the app

The whole board in your pocket

Agents spend their day between viewings, so the board goes with them. In the Propfusion app they switch between spaces such as Listings & Leasing or Off-plan Handovers, filter by stage, and see each task's priority, due date and owner on its card.
  • A coloured bar on every card for its priority, from low to urgent
  • Stage tabs with a count, such as To Do, In Progress and Review
  • Add a task, edit it or move it to the next stage from the phone
Propfusion app: Tasks by board and status, with cards showing each task's priority, due date and assignee

Tasks and follow-ups

Client follow-ups keep their own agenda

Calls and messages to a buyer or tenant belong on the lead, so they live in follow-ups, sorted into overdue, today, tomorrow and the next seven days. The task board holds the team's other work, so neither list buries the other.
  • Each follow-up card shows the client, the stage and the note from last time
  • Call, WhatsApp, reschedule or mark done from the card
  • One agent's follow-ups, or the whole team's
Propfusion CRM: Follow-ups for all agents with overdue, today, tomorrow and next-7-days counts and overdue cards with notes

Calendar

Jobs with a time go on the calendar

When a job has to happen at a set time, like sending floor plans before a meeting, add it to the calendar as a task. It sits in the agent's agenda between calls and meetings, with a reminder before it is due.
  • Tasks, calls and meetings in one agenda in the app
  • Month, day and agenda views
  • A reminder from 15 minutes to a day before
Propfusion app: Calendar agenda listing calls, meetings and tasks by day, with times, locations and reminder bells

Maintenance

Maintenance jobs get their own tracker

For managed units, tenant requests become maintenance tickets with the property, the tenant, a priority and the person fixing it. The open emergencies count sits at the top, so a water leak never waits behind a repaint.
  • Low, medium, high and emergency priorities
  • Pending, in progress, waiting for approval, on hold and completed
  • Filter by status, priority or property
Propfusion CRM: Maintenance tickets with pending, in-progress and emergency counts and each ticket's property, tenant, priority and status

Screens show the Propfusion Demo Realty sample workspace. All people, listings and numbers are fictional.

Task management

Simple enough that the team keeps using it

No project-management course needed. Everything a busy office needs to hand off work and see it through.

  • Spaces

    Separate boards for each team, project or workflow, each with an icon and a colour.

  • Custom stages

    Every space has its own stages. Add, rename, recolour or reorder them at any time.

  • Four priorities

    Low, medium, high and urgent, colour-coded on every card so the urgent work stands out.

  • One clear owner

    Assign each task to someone from your staff list, or leave it unassigned for whoever is free.

  • A due date on every card

    The due date sits on the card next to the priority and the owner, so the board shows what is late.

  • Tags

    Add free-form tags such as a building, a community or a campaign name.

  • Notes on every task

    Each task has its own page with a description and a running list of notes from the team.

  • Filters

    Narrow any board to one stage, one priority level or one person's work.

  • Drag and drop

    Drag a card from one stage to the next on the web board, and the whole team sees the move.

FAQ

Task management questions

How is a task different from a follow-up?

A follow-up is a call or message to a client and lives on the lead, in the follow-up agenda. A task is the team's other work, such as listing photos, a permit renewal or Ejari documents, and lives on a board. Keeping them apart means neither list buries the other.

Can each team have its own board?

Yes. Create a space for each team or workflow, such as Listings, Leasing or Marketing, each with its own icon, colour and stages that you can rename, recolour or reorder at any time.

What does each task hold?

An owner from your staff list (or none, for whoever is free), a priority from low to urgent, a due date, free-form tags, a description and a running list of notes from the team.

Can agents manage tasks from their phones?

Yes. The Propfusion app shows the same spaces and stages, with filters, and agents can add a task or move it to the next stage from the phone.

Works with the rest of Propfusion

See every Propfusion integration

Give every job an owner and a date

Start a free trial and set up your first task board today, or book a demo and we'll build one with your team's stages.

Start your free trialBook a live demo