Tasks | Omnichannel | Web form

Content

• What is the web form?
• Switching to the new web form
• Setup
  • Requirements
• Implementation options
  • Adding a link
  • Adding a button
  • Setting up a subdomain
  • Displaying the web form as a QR code
• How web form requests appear in the "Tasks" area
• Frequently asked questions & troubleshooting

What is the web form?

The web form lets residents and owners submit a request via a web form directly into the Allthings Cockpit. Every submission is created in the "Tasks" area as a full, structured task. You can embed the web form in a number of ways.

Switching to the new web form

Allthings is gradually replacing the previous web form with a new web form of its own. The switch takes place company by company.

When will my web form be switched?

Your Customer Success team or Key Account Management will let you know when your web form will be switched. Until then, your existing web form remains in operation unchanged, and you don't need to do anything.

What changes with the new web form?

• New link: With the switch, you will receive a new URL for the web form. Replace the previous URL wherever you have embedded the web form: in the link, in the button, in the subdomain redirect and in the QR code.
• Flow for residents: Residents select their request step by step using picture tiles, for example "Report a damage" → "Apartment" → "Kitchen". At the top of the form, they can always see a summary of their selections so far and can correct details using "Back". Finally, they enter their personal data and their contact preference.
• Design tailored to you: Colors, logo and the categories offered can be adapted to your company. Contact your Customer Success team or Key Account Management for this.

What stays the same?

• Every submission is still created as a structured task in the "Tasks" area.
• If no location can be assigned to a task, assign the location as before using "Change location".

Setup

To make the web form available to your residents and owners, you need a specific URL. You can find it on the corresponding dashboard card in your Allthings Cockpit.

Requirements

Requirement: Allthings sets up the webform connector for your company.
→ Contact your Customer Success team or Key Account Management for this.

Important: If properties are managed by multiple companies, you need the corresponding dashboard card of the relevant company to correctly assign residents' requests in the "Tasks" area.

Implementation options

There are several ways to implement the web form on your website:

Adding a link

Add the URL provided by Allthings as a link within an existing page or in a menu item. This link can be opened directly or as a pop-up.

Note: some residents have a pop-up blocker installed.

Adding a button

Create a button on an existing page and add the URL shown on the dashboard card to it. The link can be opened either directly in a tab or as a pop-up.

Note: residents may have a pop-up blocker installed.

Setting up a subdomain

Have your domain provider set up a subdomain (e.g. service.propertymanagementxyz.com) and point that subdomain directly to the URL shown on the dashboard card.

Displaying the web form as a QR code

Have a QR code created that encodes the URL shown on the dashboard card. You can then place this QR code, for example, on a poster within a property. Residents can scan the QR code with their smartphone and are taken directly to the web form.

How web form requests appear in the "Tasks" area

As soon as a request is submitted via the web form, it is created in the "Tasks" area as a structured task. The message shows all questions from the web form, each with the answer in bold. Uploaded images are shown with their file name.

You can also find all uploaded images in the task under Attachments, where you can open and download them.

Frequently asked questions & troubleshooting

Why is no content shown in the task, and what should I do?

It can happen that the system cannot assign a specific location to a task. In that case, the task is assigned to the entire app, so that all team members are notified that the task has come in.

Please inform the app administrator responsible that they need to assign the task to a specific location. You can then process the task once it falls within your area of responsibility.

How do I assign the task to a specific location?

Requirement: You need a permission for task management within the connector area. Tasks from the web form are accessible to all team members of your company who can see the task in the task overview – even across apps.

1. Open Allthings Cockpit → Tasks.
2. Find and open the relevant task.
3. Click "Change location" to assign the corresponding location.
   

If you select a location and, optionally, a requester, that person is set as the task's requester. The originally unknown person remains on the task as an involved person – the two are not merged.