Introduction

LoftyWorks has a suite of tools that will help you manage your tasks and conveniently associate them with your Properties, Vendors, Contracts, and Contacts. In this article we will cover automatic and one-off tasks. 

Summary

• The Tasks Tab
• Creating a Task
• Automatic Tasks

The Tasks Tab

On the upper left-hand side of the tasks tab, you can change your task visibility. Depending on your permissions, you can toggle between All tasks, My Tasks (those which are assigned to you), or Archived tasks. 

On the right side of the screen, you have your filters and the +Create Task button. LoftyWorks will auto-populate your Property addresses in the search bar to help you find your desired task.  You can also search by Assignee, Date, or Task Type. 

Use the Green +Create Task button to add a new one-off tasks. We will cover the task creator window in detail later in this article. 

You have the option to toggle between a kanban or list view, depending on your preference or needs. You can also customize the Task Statuses to your business needs. The default Statuses that cannot be edited or deleted are To Do, In Progress, and Done. 

Creating a One-Off Task

Click the + Create Task button in the Task tab or quick-add menu to get started.

• Every Task in LoftyWorks must be linked to a Property or Parent Property.  
• If you have created a Checklist of multiple tasks that need to be completed, you can attach it directly to the Task. 
• If you need to create a Work Order, you will start with a Task and link the Work Order to it.
• Every Task in LoftyWorks must have a Task Type. You can create your own custom Task Types in Settings. 
• You can upload documents directly to a Task. 

Automatic Tasks

Automation is a critical component to your company's ability to scale its business. LoftyWorks has a suite of settings will allow you to build your processes directly into the platform and take advantage of automation that will help you refine your processes, freeing up your bandwidth to focus on higher priorities.  

You will find these tools in Settings > Task Configuration, but let's break it down before we dive in.

Here's the big picture: in your Property Management business, you are responsible for completing a variety of tasks and processes on a regular and not-so-regular basis. 

If you were to write down all of the tasks you are responsible for on 3x5 cards, then group those cards together by category, you would have your Task Types. These are high-level groupings: think Admin, Inspection, Move Out, Follow Up. Every task has to have a Type. 

Some of your processes will have multiple tasks, and you need to make sure that you stay consistent and hit each mark. For example, any time a property becomes vacant. You might want to replace the carpet, paint the walls, and market the property. These processes are called Checklists. Checklists can be applied to a Task Type, or to an individual task. 

Here is where things get interesting. Using your Task Types to tell LoftyWorks what category the task falls into, and the associated Checklists to tell LoftyWorks the tasks that need to be completed, you can create a network of Automated Tasks that trigger hands-free. 

The Event is the thing that happens that tells LoftyWorks it is time for the tasks to start. For example, if a Contract is approaching its end date, you might want to trigger a “Renewal” Task Type with a Checklist of actions such as attempting to coordinate a renewal, scheduling cleaners, and  marketing the listing. 

In the Automated Task section, you can toggle on or off the task creation based on event. If there is no checklist connected to the Task Type, it will generate a task using the Description you set in the Automated Task. 

There are 3 main categories that you can create Automated Tasks for: Property, Contract, and Document. 

Property:

• Property Added

Contract:

• Contract Starts in (X) Days
• Contract Ends in (X) Days
• Contract Starts Today
• Contract Created
• Contract Ends Today

Document:

• Document expiry date is in (X) Days
• Document expiry date today

Questions?

Thank you for taking time to invest in your LoftyWorks learning. We hope you enjoy our best-in-class Property Management software. If you have any questions, comments, concerns, quips, queries, or quandaries, please email support@loftyworks.com.