If your workday feels like a never-ending game of Whac-A-Mole—emails, calls, random sticky notes, and half-finished to-dos—you’re not alone. This guide is for real estate pros, small teams, or anyone using Wiseagent who’s tired of feeling scattered and wants a no-nonsense way to actually get stuff done. We’ll walk through how to use Wiseagent’s task management tools to make your day less chaotic, what features are worth your time, and what you can ignore.
Let’s get started.
Step 1: Set Up Your Task Categories (Don’t Skip This)
Before you start dumping tasks into Wiseagent, stop and spend a few minutes setting up categories. This step is easy to ignore, but skipping it just makes a bigger mess later.
Why bother? - Categories help you group tasks by type (like “Follow Ups,” “Listing Prep,” “Personal Errands”). - You’ll be able to filter and prioritize fast—no hunting around.
How to do it: 1. Go to the Task Management section. 2. Click “Manage Categories” (sometimes hiding behind a gear icon). 3. Add categories that actually reflect your daily work. If you never use “Marketing,” don’t add it. If “Deal Closings” is a big part of your week, put that in.
Pro tip:
Keep categories broad at first. You can always split them up later if you need to.
Step 2: Add Tasks The Right Way
You can create a task from almost anywhere in Wiseagent—calendar, contact profile, or the main task list. Don’t just throw in vague stuff like “do emails.” Write tasks that are clear and actionable.
A good task: - “Call Joe about inspection results.” - “Send disclosure packet to Smith buyers.”
A bad task: - “Smiths.” (You’ll never remember what this means.)
How to add a task: 1. Click “Add Task.” 2. Fill in the details—task name, due date, category, and assign to yourself or a team member. 3. If the task is tied to a contact or property, link it. This saves you from hunting down info later. 4. Set reminders if you’re someone who needs a nudge.
What to ignore:
Don’t waste time filling out every optional field. Priority, notes, and reminders are usually enough. Don’t overthink it.
Step 3: Use Recurring Tasks for the Stuff You Always Forget
If you’re always forgetting to check in with clients every Friday or update listings once a month, set up recurring tasks.
How to do it: - When creating or editing a task, look for the “Repeat” or “Recurring” option. - Choose how often it should repeat—daily, weekly, monthly. - Set an end date, or let it run forever if it’s a regular thing.
What works:
Great for regular follow-ups, marketing emails, or those “update the website” reminders that never seem to happen.
What doesn’t:
Don’t use recurring tasks for one-off projects or things that always change. You’ll just end up with clutter.
Step 4: Assign Tasks to Your Team—Only When It Makes Sense
If you work with a team, Wiseagent lets you assign tasks to others. This only helps if people actually use the system and check their tasks.
How to do it: - When adding or editing a task, select the team member from the “Assigned To” dropdown. - Add a clear description—don’t assume they know what you mean.
What to watch out for: - Don’t assign tasks just to get them off your plate. If no one’s checking Wiseagent, it’ll fall through the cracks. - Have a quick team chat to agree on how you’ll use tasks (and how often people need to check them).
Pro tip:
If someone never logs into Wiseagent, don’t assign them tasks there. Use email or text instead. No system can fix bad communication habits.
Step 5: Integrate Tasks with Your Calendar
One of the better features in Wiseagent is calendar integration. You can see tasks and appointments in one place, which beats flipping between tabs.
How to do it: - Go to the integrations/settings area. - Sync your Google or Outlook calendar (if you use one). - Make sure you check the box to show tasks alongside appointments.
What works:
- Seeing everything in one view helps you avoid double-booking yourself.
- Drag and drop to reschedule tasks right from the calendar.
What doesn’t:
- Calendar sync isn’t perfect—sometimes events don’t update instantly.
- Don’t expect every tiny calendar feature you get in Google or Outlook. Wiseagent’s calendar is basic, but it gets the job done.
Step 6: Use Task Filters and Views to Stay Focused
Once your list grows, it’s easy to get overwhelmed. Instead of staring at a wall of overdue tasks, use filters.
How to do it: - In the Task list, use filters for category, due date, assigned user, or contact. - Switch between list view and calendar view—pick whichever helps you focus.
Pro tip:
Start your day by filtering for “Today” and your name. Don’t look at everything at once. You’ll just stress yourself out.
What to ignore:
Don’t bother with “All Tasks” unless you really need to audit something. Focus on what’s due now.
Step 7: Mark Tasks Complete—But Don’t Chase Perfection
Checking off tasks feels good, but don’t get hung up on making everything perfect. If something’s done, mark it complete. If it’s not relevant anymore, delete it. Old, irrelevant tasks are just digital clutter.
How to do it: - Click the checkbox or “Mark Complete” button. - If you missed a task by a day or two, don’t sweat it—just update the due date if it’s still important.
What works:
- Regularly clearing out old or irrelevant tasks keeps your list realistic.
- Use the “Completed Tasks” view if you need to prove you did something.
What doesn’t:
- Don’t use tasks as a place to store random notes or “someday maybe” ideas. Keep it actionable.
Step 8: Automate What You Can (But Don’t Overcomplicate)
Wiseagent has some automation features, like task templates and workflows. These can save time, but only if your processes are routine and repeatable.
How to use templates: - Create a task template for common processes (like onboarding a new listing). - When you get a new client or property, apply the template to generate all the tasks at once.
What works: - Great for multi-step processes you do often. - Keeps the basics from slipping through the cracks.
What doesn’t: - If every deal or client is unique, templates can feel like more work than they’re worth. - Don’t go down the rabbit hole creating templates for everything—start with one or two.
Honest Pros and Cons
What works well: - Linking tasks to contacts keeps info in one place. - Recurring tasks and templates save time if you use them right. - Calendar integration is basic but useful.
What could be better: - The interface can feel clunky, especially if you’re used to slicker apps. - Mobile experience is hit-or-miss—don’t plan on adding a ton of tasks on your phone. - Too many optional fields can slow you down. Stick to the basics.
What to ignore: - “Task priority” settings. Most people never use them, and they rarely change what actually gets done. - Over-customizing categories before you’ve used the system for a few weeks.
Keep It Simple, Iterate as You Go
You don’t need a perfect system to start. The key is to get your daily tasks out of your head and into Wiseagent, use the views and filters to stay focused, and tweak your setup as you learn what works for you. Don’t get caught up in endless customization or fancy features. Start simple, be honest about what you’ll actually use, and adjust as you go.
Your workflow isn’t going to streamline itself, but Wiseagent can make things a lot less messy—if you use it with a bit of discipline and common sense.