Task Management
Overview
PaTMa includes a task management tool to allow you to keep track of various tasks for your properties. Tasks can include reminders, due dates, assignees, and supplier information.
Getting Started
Click Tasks in the navigation menu to open the task manager. If you have no open tasks, you will only see a search page. Otherwise, all active tasks will be displayed.
Adding a Task
Click Add Task in the top right and select the property the task relates to. You will be prompted to add a title for the task and any relevant details.
⚠️ Do not add suppliers, appointments, etc, in the task details - they are added in the next step.
If a tenant is added to the task they will be emailed progress updates and can view task status in the Tenant Portal.
After saving the task, updates and additional options become available.
Updating a Task
Click on any active task to open it. You can add or view all status updates from this screen.
- Note - add text or images relating to the task.
- Reminder - add an email reminder for the task.
- Appointment - create appointments, for example a supplier visit.
- Assignment - assign the task to a supplier, the tenant, or yourself.
- Status - close the task when it is complete.
- Participants - add or remove people to receive emails about the task.
- Settings - change task visibility and permissions.
All updates will be displayed within the task overview:
⚠️ Remember that all participants will receive an email for each update made to the task. Avoid making multiple small updates; or consider removing participants if you need to make frequent changes.
Adding a Supplier
A supplier must be added to your Property Manager portfolio before they can be selected.
If the supplier does not yet exist in your portfolio, click Add next to the selection box to open the Add Supplier form in a lightbox.
New suppliers can also be added from the Suppliers page.
Please see the Suppliers documentation for full instructions.
Closing a Task
When a task is complete, the user (you) or the supplier (optionally) can close it. Open the Status tab and click Close Task.
Closing a task will update the status and hide it from the default task view. You can find closed tasks by changing the search option to "Closed"
A closed task may still have updates made to it, and can be reactivated if necessary from the "Status" tab.
Finding Specific Tasks
The Tasks page includes filters by:
- Property - the property a task relates to.
- Tenant - a tenant the task relates to.
- Supplier - the assigned supplier.
- Assigned to - the current assignee of a task (user / tenant / supplier).
- Created From / To - the dates relating to a task.
- Status - active or closed tasks.
For example, filtering by Supplier and Active will show you all open tasks on all properties to be performed by the chosen supplier.
Notes
All tasks assigned to a property are also visible on the Property page. You can also add new tasks from this page.