Tasks and follow-ups
Track your own tasks and the team's, create them by hand, and set up automatic follow-ups.
Tasks are in Organisation › Tasks. Follow-ups are set up in Organisation › Follow-ups.
The task list
The whole team has access to the agency's tasks.
- Choose My tasks or Whole team.
- Choose To do or Done.
- Tasks to do are sorted by due date, the nearest first; those without a due date come last.
- Tasks done are sorted from the most recent to the oldest.
- The list shows at most 200 tasks.
| Column | What it shows |
|---|---|
| Task | the title, with the “Automatic” badge for a task created by the application and “Priority” for an urgent task |
| Property | the address of the property, with a link to the mandate or the lease |
| Due | the date, with the “Overdue” badge if it has passed |
| Assignee | the person in charge of the task; change it in the list to reassign (“Task reassigned.”) |
- Mark as done closes the task (“Task completed.”).
- Reopen sets it back to do (“Task reopened.”).
- Any team member can reassign, close or reopen any task of the agency.
Creating a task by hand
- Click New task.
- Fill in the Title (required).
- If needed, choose a Due date.
- Choose the Assignee (yourself by default; an active member of the agency).
- Click Create the task. The message “Task created.” is shown.
Automatic tasks
The application creates tasks itself, with the “Automatic” badge.
| Where it comes from | Title shown |
|---|---|
| A missing document in a mandate's file | “Obtain:” followed by the document |
| A contact request received through the portal | “Reply to” followed by the name |
| A valuation request from a seller | “Valuation for” followed by the name |
| The life of a mandate | “Decide before …: renew the mandate, or object to its renewal”, “The mandate reaches its term on …”, “Send the client the list of candidates informed, by … at the latest” |
| A signed lease | registration of the lease, the rental deposit, the inventories, indexation, the service charge statement, the end of the lease… |
| An unpaid rent | “Formal notice: rent for … (registered letter to send)” |
| A follow-up | “Follow up: … (reminder n)”, see below |
- An “Obtain:” task is given to the agent in charge of the mandate, due in 7 days. It closes by itself when the document is “Received” or “Not applicable”, or when a file is uploaded. It reopens if the document becomes missing again.
- A lease task becomes “Priority” 7 days before its due date.
Follow-ups
A follow-up is a task that appears for the person responsible when some work is waiting. No e-mail is sent.
The whole team can read the settings; only a member with the “Work settings” right can change them (by default the administrator and the manager).
| Sequence | When it is triggered | Initial setting |
|---|---|---|
| Lead without reply | a request received through the portal whose “Reply to” task is still to do | on, 1st follow-up after 1 day, then every 2 days, 2 follow-ups |
| Viewing without report | a viewing confirmed and held less than 60 days ago, whose report has not been approved (unless the applicant is marked absent) | on, 1st follow-up after 1 day, then every 2 days, 2 follow-ups |
| Missing document | an “Obtain:” task still to do | on, 1st follow-up after 7 days, then every 7 days, 3 follow-ups |
Setting up a sequence
- Open Organisation › Follow-ups.
- On the sequence's card, tick or untick Active.
- Set First follow-up after (days) (0 to 60), Then every (days) (1 to 60) and Number of follow-ups (1 to 5).
- Click Save. The message “Follow-ups saved.” is shown.
What happens next:
- follow-ups are calculated every hour;
- each follow-up is a task due the same day, created only once; the last one in the series is “Priority”;
- it goes to the person responsible for the original task or viewing; if they are no longer active, to the longest-standing active administrator;
- as soon as the work is done (original task done, request handled, report approved, document obtained), the follow-ups still open close by themselves;
- an unticked sequence no longer creates follow-ups.