CMS - How to: Add a Task

Created by Mienette van Heerden, Modified on Thu, 15 Aug, 2024 at 9:50 AM by Mienette van Heerden

Tasks can be created from:

The Calendar Sidebar
Tasks Page - both Global and Community Level

1. From Calendar Side Bar

Navigation: Global Overview > Calendar Icon > Add Task

Click on the Calendar Icon, and the Calendar sidebar will appear with the option to directly add a Task from here.

A pop-up will appear, this is where the property managing agent will need to select the relevant community to which the task must be added.

Once the community has been selected another pop-up will appear. The only mandatory fields are the Task Title, Due date, & Assignee. The rest of the details can be added at a later stage in the How To: Edit a Task

2. From the Manage Tasks Page

Navigation: Global Overview > Manage > Tasks > Add

In the top right corner, there is an Add button, new tasks will be created from here.

A pop-up will appear, this is where the property managing agent will need to select the relevant community to which the task must be added.

3. Task Types

Once the community has been selected another pop-up will appear. The only mandatory fields are the Task Title, Due date Recurring End Date & Assignee. The rest of the details can be added at a later stage in the How To: Edit a Task

3.1 Once-off Task

Once-off tasks are specific tasks, projects, or activities that are performed only once, without repetition.

The only mandatory fields are the Task Title, Due date & Assignee and the recurring type will default to Once Off.

Important: All tasks are by Default ticked as internal tasks. If a task is marked an Internal task, trustees will not be able to view these tasks only the property managing agents will be able to.

3.2 Recurring Task

A recurring task is a project-related task that can repeat at regular intervals (such as daily, weekly, monthly, etc) and always has the same duration and attributes.

Recurring Types:

Once-off - Default
Weekly
Monthly
Yearly
Last day of the Month
Every Second Week

Insert the Recurring End Date, the recurring tasks will auto-generate until the specified end date. If the task is recurring and has no "end date", simply select the date far into the future to ensure that the task is generated each year.

Once the task has been created it will reflect under the Active Tab. The recurring task will have a recurring icon on each card, to indicate it is a recurring task.

Important: When selecting a due date that is not on the last day of the month, but you select the "last day of the month" option, the due date will automatically change to the last day of the current month.

If the "Last day of the month" option is selected before changing the due date, the due date will automatically update to the last day of the current month.

If the 31st is selected as the due date, the recurring option will automatically update to the "Last day of the month" option.

The following email will be received by the assignee who was selected when creating the task. If a supplier has been selected the supplier will also receive an email notification.

Note: All functions can be done on a Community Level by Navigating to the house Icon

Select from the dropdown list the relevant community you would like to create a task in and navigate to the Manage > Task Page.