The **Tasks** feature is used to track work items across your property — from maintenance jobs and follow-ups to resident **Requests** that have been promoted into actionable tasks. Tasks can be filtered, sorted, assigned to **Projects**, **Buildings**, and **Units**, categorized, scheduled, recurring, and reported on. The Tasks page lists every open and completed task on your account. From this page you can: - Filter and sort tasks to focus on what needs attention. - Open a task to view details, comments, attachments, and time logged. - Create new tasks and assign them automatically to responsible users. - Edit, comment on, log time against, and complete tasks. - Generate task reports for record-keeping and planning. --- ## Key Concepts | Term | Definition | |------|------------| | **Task** | A work item with a subject, category, due date, optional building/unit, and optional project assignment. | | **Request** | A task-like item submitted by a user through the Request page. Tasks can be sorted to show either tasks or requests. | | **Task Category** | A customizable grouping (for example, *Maintenance Request*) that determines which users are notified and assigned when a task is created in that category. Managed in the **Administration** section under **Task Category**. | | **Project** | A customizable grouping for related tasks. Managed in the **Administration** section. | | **Due Date** | The date by which the task should be completed. Default is **one week** from creation. | | **Recurring Schedule** | A repeating cadence for tasks that repeat, with a start date and end date. | | **Time Logged** | The time spent working on a task, accumulated from each comment that includes a time entry. | | **Status Colors** | **Red** = overdue. **Orange** = due within a week. | --- ## Prerequisites - You must be part of a [[User Groups Overview|User Group]] that has access to manage Tasks. - (Optional) **Task Categories**, **Projects**, **Buildings**, and **Units** configured in the **Administration** section so tasks can be properly categorized and assigned. - For automatic assignment: each Task Category should have its responsible users or [[User Groups Overview|User Groups]] configured in administration. --- ## Navigating the Tasks Page ### Filters - **Open** or **Completed** — toggle between active and finished tasks. - **Project** — filter to tasks belonging to a specific project. - **Task Category** — filter to a specific category. - **Tasks vs. Requests** — sort to show items created as tasks or items submitted as resident requests. ### Sorting You can sort tasks by: - **Subject** - **Category** - **Time spent / worked** - **Date requested** - **Due date** (default) By default, the task with the **oldest due date appears first** so it can be acted on as soon as possible. ### Visual Indicators - **Red** — task is overdue. - **Orange** — task is due within a week. - These colors keep scheduled tasks from falling through the cracks. ### Opening a Task Click the **subject** of any task to open it. The task page shows: - All task information. - Comments and attachments. - Who created the task and from which unit. - Date created and due date. - Associated **Project** (if any). - **Status** of the task. - Total **time spent** so far. --- ## Available Actions Each action is documented in its own guide: - [Creating Tasks](Creating%20Tasks.md) — Add a new task with category, due date, recurring schedule, and building/unit assignment. - [Editing Tasks](./Editing%20Tasks.md) — Update any task detail, including project or building assignment. - [Adding Comments and Logging Time on Tasks](Adding%20Comments%20and%20Logging%20Time%20on%20Tasks.md) — Add comments, attach files, log time worked, and notify the task owner. - [Completing Tasks](Completing%20Tasks.md) — Mark a task as done from the list or from inside the task. - [Generating Task Reports](Generating%20Task%20Reports.md) — Build a report filtered by status, category, and date range, optionally including comments. --- ## Common Use Cases - **Maintenance follow-up** — Create a task in the *Maintenance Request* category so the responsible team is notified automatically. - **Promote a resident request to a task** — Filter by **Requests** to find user-submitted items, then act on them like tasks. - **Recurring inspections** — Create a task with a recurring schedule (start and end date) for monthly or quarterly checks. - **Time tracking for budgeting** — Log time on each comment so you can review actual time spent per task category. See [Generating Task Reports](Generating%20Task%20Reports.md). - **Project-based work** — Group related tasks under a **Project** in the Administration section, then filter the Tasks page by that project. --- ## Additional Notes - Task Categories, Projects, Buildings, and Units are all created and managed in the **Administration** section. - Notifications and assignments are driven by the **Task Category** configuration. - For users and groups referenced throughout this feature, see the [Users and Residents Overview](./Users%20and%20Residents%20Overview.md).