Task Management Overview

An overview of Keystone task management — how to track work items, assign responsibility, enforce deadlines, and automate repeating obligations.

Why task management matters in mortgage operations

Mortgage companies juggle a constant stream of operational, compliance, and administrative work that goes beyond individual loan files. Examples include:

• Compliance deadlines — Quarterly HMDA reporting, annual BSA/AML reviews, policy update cycles.
• Employee onboarding — License verification, system access provisioning, training completion tracking.
• Employee offboarding — Revoking access, transferring pipeline, collecting equipment.
• Licensing — State license renewals, continuing education tracking, NMLS updates.
• IT and HR — Equipment requests, benefits enrollment, performance reviews.
• Recurring audits — Monthly QC file reviews, branch compliance checks, investor document audits.

Without a centralized system, these tasks scatter across email threads, spreadsheets, and sticky notes. Keystone consolidates them into a single dashboard with clear ownership, priority, and due dates.

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Key concepts

Tasks

A task is a single unit of work with a title, description, and a set of properties that track its lifecycle:

Property	Description
Title	A short, descriptive name for the task
Description	Optional longer explanation of what needs to be done
Status	Current state: To Do, In Progress, Completed, or Cancelled
Priority	Urgency level: Low, Medium, High, or Urgent
Due Date	When the task should be completed
Assignee	The employee responsible for completing the task
Category	An organizational label (e.g., Compliance, Onboarding, HR)
Subtasks	Child tasks that break the work into smaller steps
Comments	A threaded discussion attached to the task

Categories

Categories are labels that group tasks by function or department. Keystone ships with a set of default categories:

• Compliance
• Onboarding
• Offboarding
• Licensing
• HR
• IT
• General

Categories are managed by your company administrator.

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Task dashboard

The task dashboard provides an at-a-glance view of your company’s task workload. It displays four key metrics:

Metric	Description
Overdue	Tasks with a due date in the past that are not yet completed
Due Today	Tasks due today that are still open
In Progress	Tasks currently being worked on
Completed This Week	Tasks completed since the start of the current week

Below the metrics, a filterable task table shows all top-level tasks. You can filter by status, priority, assignee, category, and due date range. A search bar lets you find tasks by title or description.

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Task statuses

Tasks move through a lifecycle represented by four statuses:

Status	Badge Color	Meaning
To Do	Gray	The task has been created but work has not started
In Progress	Blue	Work is actively underway
Completed	Green	The task has been finished. A completion timestamp is recorded automatically.
Cancelled	Muted	The task was cancelled and no longer needs to be done

Status transitions

You can change a task’s status at any time by editing the task or using quick-action controls. When a task is marked as Completed, Keystone records the completion timestamp. If the status is changed back to To Do or In Progress, the completion timestamp is cleared.

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Task priorities

Priority levels indicate urgency and are displayed as color-coded badges throughout the interface:

Priority	Badge Color	Suggested use
Low	Gray	Nice-to-have tasks, no time pressure
Medium	Blue	Standard tasks with normal deadlines (default)
High	Yellow/Orange	Important tasks that should be addressed soon
Urgent	Red	Critical tasks that need immediate attention

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