Tasks and incidents
Creating a task, the required fields, assigning and closing it, private tasks and recharging a repair.
Before you start
- Create the task types you route work by. See Task types.
- The staff who will receive work exist as users and are assigned to the building.
1. Create a task
Open the form
Go to Tasks and press (+). A tenant report from the mobile app arrives here already as a task.
Fill in the fields
Field Required Description Title Yes Short statement of the problem. This is what appears in lists and notifications. Description Yes What is wrong, where exactly, and what has already been tried. Assignee Yes One staff member. Work with no owner does not get done. Location No Building, room and bed. Always set it for anything physical — it is how the work is found on site. Task type No Plumbing, electrical, cleaning. Drives routing and reporting. See Task types. Task group No Groups related work under one heading. Priority No Used to order the queue. Due date No Drives reminders and overdue reporting. Visible to tenant No When on, the tenant can follow progress in their app. Repeat No For recurring work such as monthly servicing. Attachments No Photos of the fault. One photo prevents several messages. Save
The assignee is notified and the task appears in their queue.
2. Working a task
| Action | When to use it |
|---|---|
| Forward | The work belongs to someone else — it keeps the history rather than starting a new task |
| Extend deadline | More time is genuinely needed; the request is recorded and can require approval |
| Log a call | Records contact with the tenant or a supplier against the task |
| Complete | Work is done — record what was done and the cost |
Close tasks with an outcome rather than letting them go quiet. A list that is only ever added to stops being read, and then the genuinely urgent item is the one nobody sees.
3. Private tasks
Some work should not be visible to everyone with access to the building — a dispute, a security matter, an internal investigation. Private tasks are visible only to people granted that permission explicitly in Roles.
4. Recharging a repair to the tenant
Close the task with its cost
Record what was done and what it cost, with the supplier.
Add a one-off charge
Add the amount as a one-off line on the tenant's next invoice. See Invoices.
Or deduct from the deposit
If the tenant is leaving, record it as a deduction at move-out instead. See Deposits.
Do not collect cash for a repair outside the system. A payment with no invoice behind it has no paper trail and cannot be reconciled.
5. Asset history
A task closed against an asset is recorded in Repair history, so the third failure of the same unit is visible before you approve another repair on it.
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