Tasks | Creating tasks

Content

• When should a task be created?
• Steps to create a task
• Creating an internal task (Beta)

When should a task be created?

A task is created to record a request or problem that has not already been captured via the Email inbox or Web form sources, or reported by residents in the app.

Examples include:

• Phone reports: A resident calls to report a defect or an issue.
• In-person conversations: A problem comes up during an on-site appointment.
• Internal requests: A team member wants to document an internal problem.

Steps to create a task

1. Open the creation form: In the "Tasks" area, click the "+" button in the top right to create a new task.

2. Enter task details:

   • Requester: Enter the resident's name or your own details. If the person is not yet registered, click "Create a non-addressable task" and enter their name plus an email address or phone number.
   • Phone number: The phone number stored in the requester's profile is prefilled and can be changed. A new number is added to the profile when you save the task. For residents imported via an ERP interface who don't have a phone number yet, a linked task is created automatically instead, so that the number can be added in the ERP.
   • Location: Select the property, building, or unit the task refers to.
   • Category: Select a suitable category for the request. If the category is set up as structured, additional fields to describe the request are displayed directly below it.
   • Assignee (optional): Select the team member who should handle the request right when you create the task. Leave the field empty if the task should be created without an assignee for now.
   • Due date (optional): Set the date by which the request should be resolved.
   • Subject: Enter a meaningful subject for the request.
   • Description or internal comment: Describe the request in the "Description" tab (visible to the requester) or the "Internal comment" tab (visible only to team members). Make sure to choose the right tab – "Internal comment" is selected by default when the form opens.

3. Save the task: Click "Save task". The task is created with status "Waiting for assignee". Who is notified by email depends on whether you selected an assignee:

   • With an assignee: Only this person receives an email that the request 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 who receive notifications get an email about the new request – unless automatic assignment via roles applies.

4. Continue processing the task: Open the created task to assign it to a responsible person or a third party, adjust the status, add labels, or add another internal comment. More information on editing tasks.

Creating an internal task (Beta)

Beta: Internal tasks are currently only enabled for selected property management companies.

For tasks that only concern the team, there is an "+ Internal task (Beta)" button next to the "+" button. It opens the window "Create a new internal task". The fields are almost the same as above, with three differences: you are automatically entered as the requester, only categories for internal tasks are available, and instead of a description you only enter an internal comment. Residents do not see internal tasks. Find out more in the article Internal tasks (Beta).