✅ How to Repurpose GoHighLevel for Internal Task Management (Ticketing) — A Step-by-Step Guide for Solopreneurs

This article is for anyone looking to create a task or ticketing system that allows them to track the status of any type of ticket or task.

I want to demonstrate how to do this in GoHighLevel.

Repurposing software like GoHighLevel for internal task management isn't just about showing you a workaround. That's not my point. It's actually a smart move to consolidate your tools as much as possible. It's way too easy to keep buying new software.

That becomes another disparate system you have to set up, track, manage, update, and train people on. It gets expensive and complicated fast.

Instead of adding another tool to your stack, let me show you how to utilize what you already have.

What I'll Go Over:

• Why using GoHighLevel for tasks beats buying another software

• How to set up your first Kanban board with the right stages

• Adding tasks as opportunities and moving them through your workflow

• Creating custom fields like Priority and Status

• Linking tasks to contacts for dynamic priority management

• Real examples of different boards for different industries

• Understanding what your task statuses tell you about bottlenecks

Let’s jump in.

Why Repurpose GoHighLevel (or Similar Software) for Internal Task Management?

GoHighLevel's opportunity board, when used as a Kanban board, offers all the benefits of traditional task management apps (like Trello) plus advanced automations, integrations, and a centralized workspace.

Here's why this approach is so valuable, especially for solopreneurs and growing teams.

1. Centralization means everything in one place. All your tasks, projects, communications, and client data live in the same platform. No more bouncing between apps or losing information in scattered tools.

2. Unmatched flexibility with automations and workflows. Set up reminders, recurring tasks, progress notifications, and escalations, all automatically. This saves time and ensures nothing falls through the cracks. Link task progress to emails, SMS, invoices, or even marketing campaigns. Pure task tools can't do that.

3. Powerful integrations. GoHighLevel integrates with calendars, payment processors, email, SMS, and even third-party apps through webhooks or Zapier.

4. Kanban views and statuses, but supercharged. Set up boards and stages that look and feel like Trello or other Kanban tools, making it easy to visualize your work.

5. Scalability and growth. Build out complex, multi-step processes (like onboarding, service delivery, or project launches) that would be cumbersome or impossible in basic task apps.

6. Save money and time. Instead of paying for five different tools, you're paying for one. Additionally, you can set up automations for repetitive tasks, such as sending reminders when tasks are overdue or notifying the relevant person when an item moves to their stage. No more manually checking on everything or chasing people down.

7. You won't get left behind. When you build on a system that can grow and change with you, you're not stuck when your business changes. Meanwhile, your competitors are still trying to make their basic task app do things it was never built for.

Bottom line is this. When you use GoHighLevel for task management, everything's in one place. You get those visual boards like Trello, where you can see all your tasks at a glance. However, unlike basic task apps, you can also set up automations, connect them to your other tools, and customize them as needed. As your business grows, your task system grows with it.

How the Kanban View Supercharges Internal Task Management in GoHighLevel

Each task (or "opportunity") is a card on your board, and each column is a status like New, In Progress, Waiting, or Completed. You instantly know what's being worked on, what's pending, and what's done.

Move tasks between columns as their status changes. This mirrors the way teams use sticky notes or Trello, but with the added automation and integration power of HighLevel.

As a manager, our job is to call out when we see a bunch of cards stacking up in one column. That is an immediate indication that there is a bottleneck. That is one of the core purposes of a Kanban view.

Perhaps everything is getting stuck in "Waiting for Approval," and you need to light a fire under someone. You catch these problems early, instead of wondering why nothing is getting done.

Internal Task Management as a Ticketing System

When you build a task management system for your team, you're essentially creating an internal ticketing system. The core principles and workflows are the same. Just focused on team operations rather than external customer support.

Here's how it works. Team members or managers create a new ticket for each task or project. Details such as description, deadline, priority, and assignee are included. Tasks progress through stages from New to Open, or from In Progress to Pending or On Hold if waiting on something, then to Completed or Solved, and finally to Closed. These stages mirror the lifecycle of customer support tickets.

Tasks are assigned to individuals or teams. Internal comments, attachments, and updates are logged within each ticket. Reminders, notifications, and escalations are automated based on status changes or deadlines. Recurring tasks can be scheduled, just like recurring support tickets.

While you cannot create sub-opportunities, you can assign multiple tasks to a single opportunity. Tasks can be used to represent steps or subtasks within a larger opportunity, but they don't function as full-fledged opportunities themselves. Use consistent naming like "Project X - Task 1" and "Project X - Task 2" to visually group related opportunities.

Dashboards and reports show open, overdue, and completed tasks. Weekly reviews ensure nothing is missed and bottlenecks are resolved.

How It Works

1. Task Creation

   • Team members or managers create a new ticket for each task or project.

   • Details such as description, deadline, priority, and assignee are included.

2. Status Workflow

   • Tasks move through stages: New → Open/In Progress → Pending/On-hold (if waiting on something) → Completed/Solved → Closed.

   • These stages mirror the lifecycle of customer support tickets.

3. Assignment & Collaboration

   • Tasks are assigned to individuals or teams.

   • Internal comments, attachments, and updates are logged within each ticket.

4. Automation

   • Reminders, notifications, and escalations are automated based on status changes or deadlines.

   • Recurring tasks can be scheduled, just like recurring support tickets.

5. Tasks Within Opportunities

• While you cannot create sub-opportunities, you can assign multiple tasks to a single opportunity.

• Tasks can be used to represent steps or subtasks within a larger opportunity, but they do not function as full-fledged opportunities themselves.

• Naming Conventions: Use consistent naming (e.g., "Project X - Task 1", "Project X - Task 2") to visually group related opportunities.

1. Reporting & Review

   • Dashboards and reports show open, overdue, and completed tasks.

   • Weekly reviews ensure nothing is missed and bottlenecks are resolved.

Step by Step to Building Your Task Management System

Alright, enough theory.

Let's actually build this thing. I'm going to walk you through setting up your first task management system in GoHighLevel, step by step.

Step 1: Set Up Your Kanban Board for Internal Tasks

The goal here is to visualize and manage all tasks and tickets in one place.

Step-by-Step

1. Log in to GoHighLevel

2. Navigate to "Opportunities" from the left sidebar.

3. Create a Pipeline (your Kanban board):

   • Click the pipeline dropdown and select + Add Pipeline.

   • Name it something like "Internal Tasks" or "IT Tickets".

   • Define stages (columns) such as:

     • To-Do

     • In Progress

     • Waiting/Review

     • Completed

4. Save the pipeline.

Step 2: Add and Manage Internal Tasks as Opportunities

Each task or ticket is an "opportunity" card, which you can drag across stages.

Step-by-Step

1. Add a New Task (Opportunity):

   • In your pipeline, click + Opportunity.

   • Fill in details:

     • Title: Clear task description (e.g., "Fix printer in Room 101").

     • Contact: Assign to a team member or link to a requester.

     • Notes: Add extra details or instructions.

2. Move Tasks Across Stages:

   • Drag and drop each card as the task progresses.

   • This gives everyone a visual overview, just like Trello.

3. Bulk Actions:

   • Select multiple cards to move, edit, or update them at once for efficiency.

Step 3: Add Custom Fields (e.g., Priority, Status)

Capture extra info like priority, status, or department for each task.

Step-by-Step

1. Go to Settings > Custom Fields.

2. Click "+ Add Field".

   • Choose field type (dropdown, text, etc.).

   • Name it (e.g., "Priority" or "Status").

   • For dropdowns, add options like "High", "Medium", "Low" for Priority.

3. Assign the Field:

   • In the setup, select Object: Opportunity so it appears on your task cards.

4. Save.

Step 4: Link Opportunities to Contacts for Dynamic Priority

Here's an optional step that might be useful as you build out your task management system. You can automatically flag tasks as high priority if they're linked to specific individuals, such as high-priority clients.

Step-by-Step

1. Mark Important Contacts:

   • Go to the Contacts section.

   • Add a custom field like "Contact Priority" (e.g., High, Medium, Low).

   • Mark key contacts as "High Priority".

2. Create a Task Linked to a Contact:

   • In the new opportunity, select the relevant contact.

   • The contact's priority can be referenced in the opportunity details.

3. Automate Priority:

   • Use workflows to set the task's "Priority" field to "High" if the linked contact is marked as high priority.

Now let me show you how this all comes together with a real example.

Example Workflow: IT Ticketing

1. Employee submits a request (or you manually create a task).

2. Task appears as a card in the “New Ticket” column.

3. Assign to a team member by linking their contact.

4. Set priority using your custom field.

5. Drag the card through each stage as work progresses.

6. When done, move to “Completed” and notify the requester.

Creating Boards

If your company has more than one unique process, you can create additional pipelines/boards. Separate pipelines are only recommended if your processes have unique stages that require different pipelines.

Below are practical board ideas for home services, cleaning companies, property management, and vacation rental management. Each board includes a description and suggested stages, making it easy to visualize and manage your workflows.

Here are some practical board ideas for different industries. Each board includes a description and suggested stages, making it easy to visualize and manage your workflows.

• Dispatch Board: Central hub for assigning and tracking service jobs and technician schedules. New Request, Scheduled, En Route, In Progress, Awaiting Parts, Completed, Closed

• Recurring Maintenance Board: Tracks all routine and preventative maintenance tasks for clients or properties. To Schedule, Scheduled, In Progress, Follow-Up, Completed

• Work Order Board: Manages all client requests from initial intake to completion. New Request, Assigned, In Progress, Pending Approval, Completed, Closed

• Owner Communication Board: Keeps track of owner requests, updates, and communications. New Request, In Review, Actioned, Follow-Up, Closed

• Leads: Default Lead pipeline with five lead stages. New, Attempting, Connected, Qualified, Disqualified

• Unit Turn Board: Manages the process of preparing units between tenants. Notice Given, Inspection, Cleaning, Repairs, Ready to Show, Leased

• Inventory Management Board: Helps companies keep track of all their supplies, appliances, and equipment across different properties. Each item is a card that moves through the different stages. To Order, Ordered, Received, In Stock, Assigned/Installed, Needs Replacement

• Maintenance Tickets: Tracks maintenance requests and repairs for properties or equipment. New, Waiting on contact, Waiting on us, Closed.

• Appointments: Manages scheduled appointments with clients or for service calls. Scheduled, In Progress, Completed, Canceled, Rescheduled

• Listings: Tracks property listings from active to sold for real estate businesses. Open Stage, Closed Stage

• Deals: A sales pipeline for tracking deals throughout your sales process, from initial contact to close. Appointment scheduled, Qualified to buy, Presentation scheduled, Decision maker bought-in, Contract sent, Closed won, Closed lost

• Orders: Tracks customer orders from placement through fulfillment and completion. In Progress, Contract Signed

Boards can be tailored for any workflow, whether it's dispatching jobs, managing maintenance, or tracking reservations. Stages should reflect real-world processes for maximum clarity and efficiency. Using these boards, you can centralize operations, improve visibility, and ensure nothing falls through the cracks.

Why Tracking Status Matters

Tracking ticket statuses makes it easy to identify bottlenecks and determine where improvements are needed. Here's what to watch for.

• Too many "Open" tickets? This usually means one of two things. Either you don't have enough people to handle the workload, or your team is forgetting to update ticket statuses. Each problem needs a different fix. More staff versus better training.

• "In Progress" tickets piling up? These tickets indicate whether work is progressing at a sufficient pace. When tickets sit "in progress" forever, you need to dig deeper. Is it always the same person's tickets getting stuck? Do these tickets need input from other departments? Are they all related to the same tricky issue?

• "Resolved" tickets show you how fast problems are getting fixed. Some people call this your resolution metric. Fast resolution usually means happy customers. Slow resolution indicates where to focus your improvements.

The basic statuses are suitable for most businesses, but you can add more as needed. For instance, if you're always waiting for customers to respond, add a "Waiting for Client" status. Then you can see exactly how often this happens and how long you have to wait. You may need to follow up more quickly or explain things more clearly upfront.

Wrapping Up

That's it. You now have everything you need to turn GoHighLevel into a task management system. No need for another subscription, no need to train your team on another tool.

Start with a simple setup, using just one board and a few stages. Add custom fields as needed. Build more boards as you determine what works best for your business. The great thing is that you can adjust everything as you go.

The real win here isn't just saving money on software. It's having everything in one place. I often discuss this. The most important rule in business is… SPEED. Speed will solve your problems. When your tasks can talk to your contacts, your automations, and everything else in your business, you unlock efficiencies that allow you to do things faster with fewer people.

I hope this is thought provoking!

Contact Us

Our virtual assistants have set up hundreds of these task & project management systems. We've done it in GoHighLevel, Notion, Monday, Airtable, ClickUp, and so many more.

The team will setup the automations, custom fields, integrations with 3rd party tools, workflows that match how you really operate, and documentation so your team knows how to us it.

Check us out! https://www.csoutsource.com/why-cs-outsource/