Tasks & Notes Setup

Configure Tasks and Notes to organize follow-ups, assign responsibilities, and document interactions across contacts, opportunities, and companies. This guide walks through creating your first task, setting up recurring tasks, adding notes, and using filters to stay organized.

Prerequisites

Before setting up Tasks and Notes, ensure you have:

Admin or user access to your GoHighLevel sub-account
A basic understanding of your follow-up workflow and team responsibilities
Contact, opportunity, or company records to test task assignment
A clear process for documenting interactions (optional but recommended)

Create Your First Task

Assign a task to a team member with a clear title, due date, and description to ensure follow-up happens on time.

Navigate to Contacts, Opportunities, or Companies from the main menu. Open any record by clicking the contact name, opportunity title, or company name.

In the top right corner of the record view, click the Tasks icon (checklist symbol) to open the task panel.

Click + Add Task to open the task creation form.

Enter a clear, actionable Title in the required field. Use specific language that describes exactly what needs to be done. Examples include “Follow up on proposal,” “Schedule demo call,” or “Send contract for signature.”

Click Add description to include additional context, instructions, or notes. Use this field to provide background information, specify expected outcomes, or link to relevant resources. Rich text formatting is supported, allowing bullet points, numbered lists, and hyperlinks.

Use the calendar picker to select the Due Date. Click the date field to open the calendar interface, then choose the appropriate day. After selecting the date, use the time dropdown to set the exact hour and minute for completion.

Click the Assign to dropdown to designate the task to a specific team member. Select the person responsible for completing the task. Clear assignment creates accountability and helps organize workloads.

Click Save to create the task. The task now appears in the task panel for the record and in the assignee’s task list. If you need to create multiple tasks at once, click Save and Add Another to continue entering new tasks without closing the form.

Set Up Recurring Tasks

Automate repetitive follow-up by creating tasks that repeat automatically at specified intervals, eliminating manual task creation.

Create a new task or edit an existing task by clicking the three-dot menu next to the task and selecting Edit.

Toggle on the Recurring task option to reveal recurrence configuration fields.

Use the Repeats every field to specify how often the task should recur. You can set recurrence by hours, days, weeks, months, or years. For example, “every 1 week” creates a new task each week, while “every 3 months” sets up quarterly follow-ups.

Under Ends on, choose when the recurring task should stop:

Never: The task continues indefinitely until manually stopped. Use this for ongoing client check-ins or routine maintenance tasks.
On (specific date): Set a date when the recurrence should end. Useful for time-bound projects or seasonal campaigns.
After (number of occurrences): Specify how many times the task should repeat. For example, “after 5 occurrences” creates exactly five instances of the task.

Enable the option to Create a new task even if the previous task is overdue if you want the recurrence to stay on schedule regardless of completion status. When enabled, the system generates the next task at the scheduled time even if earlier instances remain open. This prevents bottlenecks but may result in multiple open tasks if completion lags behind the schedule.

When this option is disabled, the system waits until the current task is completed before creating the next instance. This prevents task buildup but may cause the schedule to drift if tasks are completed late.

Click Save to create the recurring task. Future instances are generated automatically based on your recurrence settings.

Add Notes to Records

Document interactions, call summaries, and context that helps your team understand the history of each contact, opportunity, or company.

Navigate to the record where you want to add a note. Open a contact, opportunity, or company record from the main menu.

In the top right corner of the record view, click the Notes icon (pen and paper symbol) to open the notes panel.

Click + Add Note to create a new entry.

Enter your note content using the rich text editor, which supports formatted text, bullet points, numbered lists, and hyperlinks.

Click Save when finished. The note is timestamped and attributed to the user who created it, creating a clear audit trail of activity.

Use notes to document:

Call summaries: Record what was discussed, commitments made, and next steps agreed upon
Payment confirmations: Log when payments are received, methods used, and any follow-up needed
Client preferences: Track communication preferences, decision-making patterns, or specific requirements
Meeting outcomes: Capture key decisions, action items, and attendee feedback
Context for handoffs: Provide background information when transferring a client to another team member

Notes are visible only to your team and are never exposed to clients through portals or external communication.

Use Filters and Sorting

Organize tasks and notes using filters and sorting options to focus on what matters most and keep your workflow clean.

Open the Tasks or Notes panel in any record.

Click the Filter icon to narrow down which items appear in your view.

For Tasks, filter by:

Team member: Show only tasks assigned to specific users. This helps managers review individual workloads or helps team members focus on their own responsibilities.
Task status: Filter by open, completed, or overdue tasks to focus on what needs attention.
Contact or opportunity: In the Opportunities module, you can view tasks for the primary contact or include tasks for all related contacts.

For Notes, filter by:

Contacts: Show only notes linked to a specific contact. Useful when reviewing the history of a single person within a larger opportunity or company.
Opportunities: Display notes related to a sales opportunity. This helps sales teams track deal-specific interactions.
Created by: Filter notes based on the team member who created them. Helpful for collaboration when multiple users manage the same record.

Click the Sort icon to organize items by creation date or due date (for tasks). Toggle between ascending (oldest or earliest first) and descending (newest or latest first) to match your workflow.

Sorting by due date in ascending order surfaces the most urgent tasks, while sorting by creation date helps you review the full history in sequence.

Filters stack, allowing you to create precise views like “my overdue tasks” or “notes created by Sarah for this deal.”

Edit and Delete Tasks

Update task details or remove tasks that are no longer needed to keep your task list accurate and relevant.

Open the Tasks panel in any record.

Click the three-dot menu next to any task to access edit and delete options.

Select Edit to modify task details like title, description, due date, assignee, or recurrence settings. Changes are saved immediately and reflected across all views.

If editing a recurring task, you can choose to apply changes to all future occurrences or just the current instance. This flexibility allows you to adjust the series without recreating it from scratch or modify a single occurrence without affecting the pattern.

Select Delete to permanently remove the task from the record. Use this option carefully, as deleted tasks are removed from the task list and may impact team visibility.

When deleting a recurring task, you can choose to remove all upcoming tasks in the series or delete just a specific occurrence. Be careful when deleting the entire series, as this removes all future instances permanently.

Test Your Setup

Verify your configuration by creating a test task and note, confirming filters work correctly, and testing recurring tasks.

Create a test task by navigating to any contact, opportunity, or company record, opening the Tasks panel, and clicking + Add Task. Enter a title, description, due date, and assignee. Click Save and verify the task appears in the task panel.

Create a test recurring task by editing the task you just created, enabling Recurring task, and setting a recurrence pattern (for example, “every 1 week”). Save the task and verify the recurrence settings display correctly.

Create a test note by opening the Notes panel in the same record, clicking + Add Note, and entering test content. Save the note and verify it appears with your name and a timestamp.

Test filters by clicking the Filter icon in the Tasks panel. Filter by your name to show only tasks assigned to you. Verify the task list updates to show only your tasks. Clear the filter and verify all tasks reappear.

Test sorting by clicking the Sort icon and choosing to sort by due date in ascending order. Verify tasks with the earliest due dates appear first. Toggle to descending order and verify the order reverses.

Edit the test task by clicking the three-dot menu, selecting Edit, changing the title or due date, and saving. Verify the changes appear immediately in the task panel.

Delete the test task by clicking the three-dot menu, selecting Delete, and confirming. Verify the task is removed from the task panel.

Delete the test note by navigating to the Notes panel, clicking the three-dot menu next to the test note, selecting Delete, and confirming. Verify the note is removed.

Next Steps

Now that Tasks and Notes are configured, explore related features to build a complete follow-up workflow:

Contact Manager to manage all contacts with detailed profiles and activity timelines
Workflow Builder to automate task creation based on triggers or conditions
Opportunities to track deals with tasks and notes at the opportunity level
Companies to manage tasks and notes across all contacts in a business entity
Smart Lists to create filtered views of contacts based on task status or note content

For a complete overview of Tasks and Notes features, capabilities, and best practices, read the Tasks & Notes Guide.