Tasks | Automatic task assignment and role management

Content

• Role management
• Assigning roles via core data
• Important notes

The automatic assignment of new tasks feature enables efficient task distribution in the "Tasks" area. New tasks can be assigned directly to the responsible team members based on defined roles and categories. This ensures requests are handled quickly by the right people.

Role management

Role management lets you assign specific tasks to team members of your property management or third parties (e.g. tradespeople, technicians, facility management) and link them to particular properties or buildings. Roles always relate to one specific property or building.

Setting up roles significantly simplifies task assignment. It also lets residents see immediately who is responsible for outstanding work. If a role is created for a third party, mark this using the "This role is used by a third party" option; when a task is created, a note is then shown indicating that personal data will be shared with that third party.

To access role management, proceed as follows:

1. Open Allthings Cockpit.
2. Navigate to Administration > Companies.
3. Select your company or the relevant company.
4. Go to Solution settings > Role management.
5. Create new roles and assign them specific task categories. You can also edit existing roles.

When selecting categories, your connector categories (e.g. for the email inbox, web form or AI phone assistant sources) and the categories for internal tasks are available alongside the request categories. This means automatic task assignment also works for tasks received via a connector (for example by email, web form, or phone) and for internal tasks. You can recognize categories for internal tasks by the suffix "(Internal task)". Each category can only ever be assigned to a single role.

Note: Accessing role management requires the permission "Companies | Manage team members".

Assigning roles via core data

Once roles have been set up, they can be assigned in core data:

1. Open core data management. This requires the permission "Core data | Manage core data".
2. Select a property or building.
3. Assign a role to a responsible team member. This specific step additionally requires the permission "Companies | Manage team members" – without it, the assignment field is visible but disabled.
4. Only one team member can be set per role and per property. If you assign the role to a different team member, the previous assignment is replaced automatically without a separate warning.
5. Once a task is created with one of these categories – including an internal task – it is now automatically assigned to the team member holding that role.

If no responsible team member is set, all team members with permission for task management in that area receive a notification, but the task is not assigned automatically.

Note: Managing core data in this context also requires the permission "Companies | Manage team members".

Important notes

• Category assignment: A category can only be assigned to one role; multiple assignment is not possible.
• Role assignment per property: A role can only be assigned once per property. Reassigning it automatically replaces the previous person, with no separate confirmation.
• Disabled categories for internal tasks: Disabled categories can no longer be assigned to a role. If such a category is still assigned to a role, it is marked "(disabled)". Remove it from the role.
• Notifications: If automatic assignment is not possible, all authorized team members are notified, provided they have notifications enabled.
• Non-addressable tasks: Tasks from certain sources (e.g. email inbox or web form) whose requester or unit hasn't been identified yet stay unassigned at first. Once the assignment is made, the regular automatic assignment applies.

Setting up these features correctly ensures that new tasks are assigned to the responsible team members efficiently and automatically.