Tasks & Responsibilities

Note

This feature is coming soon. The Tasks & Responsibilities system is under active development. This page describes what to expect when it launches.

Why Task Management?

Knowing what equipment you have is only half the battle. You also need to track who’s responsible for what, and when things need to be done. The Tasks feature brings accountability to asset management.

Without Tasks:

• Maintenance gets forgotten until something breaks
• No clear ownership for compliance deadlines
• Work falls through the cracks between team members
• Audit trails are scattered across emails and spreadsheets

With Tasks:

• Assign clear ownership for every obligation
• Track progress with checklists and due dates
• Get alerts before deadlines are missed
• Maintain complete audit history

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What You’ll Be Able to Do

Create Responsibilities

Assign tasks to team members with full context:

• Title - Clear description of what needs to be done
• Description - Detailed instructions and context
• Assignee - Who’s responsible for completion
• Due Date - When it needs to be finished
• Priority - How urgent (Critical, High, Medium, Low)
• Checklist - Step-by-step items to complete

Track Multiple Task Types

Different work requires different tracking:

Task Type	Use For	Example
Compliance	Regulatory requirements	”Complete fire extinguisher annual inspection”
Maintenance	Scheduled equipment care	”Service HVAC unit per manufacturer guidelines”
Review	Document or data checks	”Verify all asset serial numbers are recorded”
Approval	Sign-off requirements	”Approve proposal for LED retrofit”
General	Everything else	”Update floor plan with new office layout”

Monitor Progress

Track tasks through their lifecycle:

Pending → In Progress → Completed
              ↓
           Overdue (if deadline passes)
              ↓
          Cancelled (if no longer needed)

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Checklist Tracking

For complex tasks, break work into checklist items:

Example: Annual Boiler Inspection

• Check pressure gauges and safety valves
• Inspect flue and ventilation
• Test emergency shutdown procedures
• Clean heat exchanger
• Document findings with photos
• Update service log
• Schedule next inspection

Each checklist item can include:

• Who completed it - Individual accountability
• When completed - Timestamp for records
• Attachments - Photos or documents as evidence
• Notes - Additional context or observations

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Real-World Scenarios

Scenario 1: Compliance Deadline

Situation: Fire safety regulations require annual inspections of all fire extinguishers. You have 150 across 10 sites.

Task approach:

1. Create compliance task for each site
2. Assign to site manager or contractor
3. Set due date based on last inspection
4. Checklist: inspect, document, replace if needed, update records
5. Attach inspection certificates when complete

Result: Clear audit trail showing all inspections completed on time.

Scenario 2: Equipment Maintenance Programme

Situation: HVAC systems require quarterly filter changes and annual servicing.

Task approach:

1. Create recurring maintenance tasks
2. Assign to facilities team
3. Link each task to specific asset
4. Checklist varies by task type:
   • Quarterly: Replace filters, check belts, log readings
   • Annual: Full service per manufacturer spec

Result: Predictable maintenance schedule with nothing forgotten.

Scenario 3: Proposal Implementation

Situation: LED retrofit proposal approved. 50 fixtures need replacing across 3 floors.

Task approach:

1. System automatically creates implementation tasks from approved proposal
2. One task per floor
3. Assign to electrical contractor
4. Checklist: remove old fixtures, install new, test, dispose responsibly
5. Priority: Medium (3-week implementation window)

Result: Proposal tracked through to completion with accountability.

Scenario 4: Emergency Response

Situation: Boiler failure in winter. Need urgent response coordinated across teams.

Task approach:

1. Create critical-priority task
2. Checklist:
   • Assess situation and document
   • Contact emergency repair contractor
   • Arrange temporary heating if needed
   • Communicate with building occupants
   • Track repair progress
   • Schedule follow-up inspection

Result: Emergency handled with clear coordination and audit trail.

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Priority Levels

Tasks are prioritized to help you focus on what matters most:

Priority	When to Use	Visual Indicator
Critical	Safety issues, imminent deadlines, regulatory compliance	Red badge
High	Important work that shouldn’t be delayed	Orange badge
Medium	Standard work with reasonable deadlines	Yellow badge
Low	Can be scheduled when convenient	Grey badge

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What to Expect at Launch

When Tasks launches, you’ll be able to:

Assign Work

Give clear ownership for every responsibility

Track Deadlines

Never miss a compliance deadline or maintenance window

Manage Checklists

Break complex work into trackable steps

Maintain Audit Trails

Full history of who did what, when

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Preparing for Tasks

While waiting for Tasks to launch, you can prepare by:

1. Document existing obligations - What compliance deadlines do you have?
2. Map responsibilities - Who’s currently accountable for what?
3. Identify recurring work - What maintenance happens on a schedule?
4. Set up your team - Ensure users are created for everyone who’ll need tasks

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Linking Tasks to Assets

Tasks become most powerful when linked to assets:

From the asset side:

• See all tasks related to a specific piece of equipment
• View maintenance history
• Track who’s worked on it

From the task side:

• Jump directly to the asset in question
• See asset specifications for context
• Update asset records when work completes

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Related

• Adding Assets - Track equipment that needs maintenance
• Proposals - Plan changes that generate implementation tasks
• Granting Access - Set up users who’ll receive task assignments