Beta feature: Internal tasks are in beta and are currently only enabled for selected property management companies. Features and labels may still change. If you would like to use this feature, please contact your Allthings contact person.
With internal tasks, team members of the property management record tasks in the "Tasks" area of the Allthings Cockpit that only concern the team – for example, planning an inspection, reviewing a contract or following up on a question to the owners. Internal tasks are not visible to residents.
Content
- What are internal tasks?
- How do I create an internal task?
- How do I edit an internal task?
- How do I find and filter internal tasks?
- How do I manage categories for internal tasks?
- What applies during the beta phase?
- Frequently asked questions
What are internal tasks?
An internal task is a task that is intended only for team members of the property management. This means there are two task types in the Cockpit:
- Resident request: requests reported by residents or recorded on behalf of residents. The requester can be informed about the request.
- Internal task: tasks within the team. The requester is always the team member who created the task, and all messages are internal comments.
Internal tasks use the same tools as other tasks: status, assignee, due date, labels and linked tasks. However, they have their own categories, which are managed at company level.
How do I create an internal task?
You create an internal task in the management portal (Cockpit) using the "Internal task (Beta)" button in the "Tasks" area.
- Open the creation form: In the "Tasks" area, click "+ Internal task (Beta)" next to the title of the task overview. The window "Create a new internal task" opens.
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Enter the details:
- Requester: You are entered automatically. For internal tasks, the requester cannot be changed.
- Location: Select the property, building or unit the task refers to. The location is a required field.
- Category: Select a category for internal tasks. Only your company's internal categories are shown here, not the request categories. If a form is stored for the category, additional fields are displayed directly below it.
- Assignee (optional): Select the team member who should take on the task right when you create it. Leave the field empty if the task should be created without an assignee for now.
- Due date (optional): Set the date by which the task should be completed.
- Subject: Enter a meaningful title for the task.
- Internal comment: Describe the task. The comment is only visible to team members. Optionally, you can add a canned response or an attachment.
- Save: Click "Save task". The internal task appears in the task overview with the type "Internal task" and the status "Waiting for assignee". If you selected an assignee, only this person receives an email that the task has been assigned to them – the other team members of the location are not notified. If you assign the task to yourself, no email is sent. Without an assignee, all team members of the location with notifications enabled receive an email about the new task.
How do I edit an internal task?
You edit an internal task in the detail view just like other tasks – the difference is that all messages remain internal.
- Identify the type: In the sidebar under "General information", the type shows "Internal task".
- Comment: In the message field, only "Internal" can be selected ("Visible to: Internal"). Messages to residents are not possible for internal tasks.
- Organize: As usual, you can assign an assignee, change the status, set a due date, add labels, change the category and link tasks. Only internal categories are available for the category.
- Requester: The requester of an internal task cannot be changed.
Learn more about the detail view in the article Editing tasks.
How do I find and filter internal tasks?
Internal tasks appear in the task overview together with resident requests. The "Type" column shows whether a task is a "Resident request" or an "Internal task".
- Filter by type: Filter the task overview by "Type" to see only internal tasks or only resident requests.
- Create a custom filter: On the left under "Custom filters", click "New filter". In addition to status, category, location and assignee, you can also filter by type, labels and due date there – for example, to get a list of all internal tasks due today or tomorrow.
- Search: In the task search, internal tasks are marked with a lock icon and the label "Internal task".
Learn more about filters in the article Searching and filtering tasks.
How do I manage categories for internal tasks?
Categories for internal tasks are managed per company – independently of the request categories. To do this, you need admin permissions for the company.
- In the Cockpit, open Companies and select your company.
- Switch to the "Feature settings" tab and select the "Internal task categories" area under "Task management".
- Click "Add a new category" and enter a name.
For each category, you can:
- set the name in German, English and French,
- store a form whose fields are displayed when an internal task is created,
- deactivate the category so that it can no longer be selected, including in role management. Remove deactivated categories from existing roles,
- delete the category as long as it is not yet used in any task.
If a category is already in use, the message "The task category is already in use in a task." appears when you try to delete it. In this case, deactivate the category instead.
Learn how request categories work in the article Creating and managing categories.
What applies during the beta phase?
- Internal tasks are only visible to property management companies for which the feature has been enabled. Without activation, neither the "Internal task (Beta)" button nor the "Type" column is displayed.
- Features and labels may still change during the beta phase. This article will be updated accordingly.
- What stays the same: you continue to create and edit resident requests as usual using the "+" button in the "Tasks" area.
Frequently asked questions
Can residents see internal tasks?
No. Internal tasks and their comments are only visible to team members in the Cockpit.
Can I convert a resident request into an internal task?
No. The type is set when the task is created. However, you can link a resident request to an internal task.
Are internal tasks assigned automatically?
Yes, if the category is assigned to a role in role management and a team member holds this role for the selected location. Learn more in the article Automatic task assignment and role management.
Why don't I see the "Internal task (Beta)" button?
During the beta phase, the feature is only enabled for selected property management companies. Please contact your Allthings contact person.
Why don't I see the "Internal task categories" area?
Managing the categories requires admin permissions for the company.