**Task Categories** are used by both the [Requests](./Tasks%20Overview.md#key-concepts) feature and the [[Tasks Overview|Tasks]] feature. A Task Category specifies **who is responsible** for a task — so whenever a user submits a request in that category, or a new task is created in that category, the responsible users and groups are automatically notified and assigned. Task Categories let administrators predefine the routing of work. Instead of manually choosing who should handle each new task or request, you set the responsible users or groups once per category — and the system handles assignment and notifications from then on. --- ## Key Concepts | Term | Definition | | --------------------------- | ----------------------------------------------------------------------------------------------------------------------------------------------------------------------- | | **Task Category** | A named grouping (for example, *Complaint*, *Maintenance Request*) used to classify tasks and requests, and to determine who is responsible for them. | | **Responsible User Groups** | One or more [[User Groups Overview\|User Groups]] (for example, **Board Members**, **Maintenance**) whose members are notified and assigned when this category is used. | | **Responsible Users** | Specific individual users who are notified and assigned when this category is used (in addition to or instead of groups). | | **Request** | A submission from a user that includes a Task Category. The category determines who receives and acts on the request. | | **Task** | A work item that includes a Task Category. The category determines who is notified and assigned. See [[Tasks Overview]] | --- ## Prerequisites - You must be part of a [[User Groups Overview|User Group]] that has access to manage Task Categories - The **User Groups** you want to assign as responsible already exist. To create or customize User Groups, see the **User Groups** section in administration. For background on User Groups, see [[User Groups Overview]]. --- ## How Task Categories Work 1. An administrator creates a Task Category and assigns one or more **User Groups** and/or **specific users** as responsible. 2. A user either: - Submits a **Request** and selects this category, **or** - An administrator creates a new **Task** and selects this category. 3. Every responsible user (directly named or part of an assigned group) is **notified** and **assigned** to the task. **Example:** If the *Complaint* category lists **Board Members** as responsible, every new request or task created in the *Complaint* category is automatically assigned to all board members and they all see the task. --- ## Available Actions Each action is documented in its own guide: - [[Create a Task Category]] — Add a new category and assign responsible groups and/or users. - [[Edit a Task Category]] — Rename a category or change its responsible groups and users. --- ## Common Use Cases - **Maintenance Request** — Responsible group: *Maintenance*. Routes all maintenance work directly to the maintenance team. - **Complaint** — Responsible group: *Board Members*. Ensures complaints are reviewed by the board. - **Concierge / Front Desk** — Responsible users: specific desk staff. - **Accounting** — Responsible group: *Property Manager* or specific accounting users. --- ## Additional Notes - A Task Category can have **both groups and individual users** assigned as responsible. - Changes to a Task Category's responsible users/groups affect **future** tasks and requests created in that category. - Custom **User Groups** are managed separately in the Administration section. - Task Categories are referenced when [Creating Tasks](./Creating%20Tasks.md) and when residents submit Requests.