Overview

The Tasks feature provides a centralized list to manage your maintenance operations. It integrates bidirectionally with key work order systems, property management systems (PMS), and HappyCo Inspections to ensure your task lists are always synchronized.

• Work Order Integration: When a work order is created in your system, a Task is automatically generated within the Happy Property Maintenance app. If your company uses multiple work order systems, you can import all tasks into one convenient list.
• PMS Synchronization: Creating a Task automatically generates a linked work order in your selected property management system. Any updates made to the Task automatically sync back to the work order.
• Inspection Integration: Tasks can be created directly from any type of inspection. Once an inspection is completed, any items marked as a Task are automatically added to your task list, alongside all attached inspection photos and notes.

Key Concepts

• Tasks: Individual action items containing maintenance details, assignees, locations, due dates, and activity history.
• Make Ready Projects: Groups of tasks associated with a unit's turn process that are organized and completed in Stages.
• Stages: Phased categories within a Project. As tasks are completed, Stages progress through three statuses:
  • Planned (Purple)
  • In Progress (Yellow)
  • Complete (Green)
• Urgent / On-Hold Badges: Visual indicators on the Task List. "Urgent" tasks display a red badge, while "On Hold" tasks display a yellow badge.

Requirements

Tasks can be accessed on two platforms:

• Mobile: The Happy Property: Maintenance mobile app.
• Web/Desktop: Log in to Happy Manage, select a property, and access Tasks or Make Ready Projects from the main menu using the two dedicated icons.

Steps

Navigating and Filtering the Tasks List

By default, the Tasks List displays all open tasks sorted by Due Date.

Sorting the List

To change how the list is sorted, click any of the column headings:

• Assignee
• Location
• Alphabetically

Searching for Tasks

• Use the Search bar at the top of the list to query specific keywords and phrases.

Filtering the List

1. Click Add Filter at the top of the page.
2. Select the filter type from the dropdown:
   • Assignee
   • Category or Subcategory
   • Location
   • Reporter
   • Resident
3. Select one or multiple checkboxes. Use the filter search box within the dropdown to quickly find specific options.
4. To remove filters:
   • Deselect checkboxes individually, OR
   • Click the Cross icon to clear all active filters, OR
   • Click Clear Filters if your active filters return no results.

Creating a Task

1. Click the Add Task button.
2. Select a Category and Subcategory.
3. Set a Due Date.
4. Set the Assignee and add a Description.
   • Note: The Task is automatically assigned to you by default. To change this, select a new assignee from the dropdown.
5. Define the location and reporting details:
   • If reported by a resident: Select the resident from the dropdown. This automatically fills in their Location (unit) and contact details.
   • If NOT reported by a resident: Choose the location manually from the dropdown.
6. Click Create Task.

Viewing and Editing Task Details

Click on any task in the Tasks List to expand the Task Details window and view or update details:

• Category/Subcategory: Click the dropdown to select a new category or subcategory.
• Due Date: Click the date to select and set a new due date.
• Urgent or On-Hold Status: Hover over the badges and click to enable or disable them.
• Assignee: Click and select team members from the dropdown. Assigned team members receive immediate push notifications on their devices.
• Reporter: Click and select a reporter to let your team know who to contact for onsite context.
• Resident Details: Attach a resident and their contact information.
• Permission to Enter: Log whether permission to enter has been granted and add specific entry notes.
• Linked Inspections: If the task was generated from an inspection, click the linked inspection item to open it in a new window.
• Task Description & Notes: Click the text field to add, remove, or adjust notes.
• Photos & Documents: Photos associated with the task are listed below the description. Photos imported from the Happy Property: Maintenance app display an icon in the bottom-left corner of the image. Click Attach Files to upload additional photos or documents.
• Activity Feed & Comments: View a complete history of updates (due date changes, comments, files). Type in the comment box to record team discussions.

Completing a Task

1. Open the Task Details window.
2. Click the Complete Task button at the bottom.
3. Once completed:
   • The task is moved to the Complete tab in your Tasks List.
   • The update syncs to your property management software, triggering automatic resident notifications via your resident portal.

Managing Make Ready Projects

Click the purple icon in the main menu to access the Make Ready Projects board.

Navigating the Board

The board displays a turn progress matrix for your units:

• Rows (Left-hand side): Property Units.
• Columns (Top): Project Stages.
• Average Turn Time: Located in the top-right corner along with other automatically calculated performance statistics.

Managing Project Details

1. Click a Project to expand the Project Details window.
2. Set a Project Owner by assigning the project to a user.
3. Define the project timeframe by setting a Start Date (when work should commence) and a Due Date (when work must finish).
4. Click Back in the top-left corner to return to the main board.

Adding and Editing Tasks within Projects

• To add a task directly to the project: Click Add Task from within the Make Ready Projects board.
• To view or edit a task: Click the task within the Project Details window to open its Task Details. Click Back to return to the project.

Putting a Project On Hold

• Set the entire project to On Hold within the Project Details. This automatically updates the status badges of all associated tasks to "On Hold" and updates the project status on the board.

Completing a Project

• Click Complete Project. This automatically marks all linked tasks within the project as completed.

Exceptions / Edge Cases

• Changing Resident Information: Updating the resident on a Task automatically updates the Task's Location to match the resident's unit and updates the contact details.
• Over Schedule Stages: If a Stage is running past its schedule, the Project Due Date will be highlighted in Red on the Make Ready Projects board.
• Project On-Hold Syncing: Placing an entire Make Ready Project "On Hold" cascades that status down to every individual task linked to that project.

FAQs

What happens when I close a Task?

When a task is closed, it automatically syncs back to your property management software. This integration also triggers automatic resident notifications via your resident portal.

How can I view tasks that have already been completed?

You can view all completed tasks by clicking the Complete tab at the top of the Tasks List.

How do I know if a photo was uploaded from the mobile maintenance app?

Photos imported from the Happy Property: Maintenance mobile app will display a unique icon in the bottom-left corner of the image within the Task Details.