Overview

The Happy Property app provides a centralized system to manage work orders and task workflows. Within the app, you can view work order summaries, access detailed task information, manage attachments, update task statuses, and record the exact time spent working on tasks.

Through integrated time tracking, any logged hours are automatically added to a task’s total, ensuring complete visibility and accountability for all maintenance and project work.

Key Concepts

Work Order and Task Summaries

A high-level summary is displayed whenever you open an existing work order or save a newly created one.

Task Information

The Task Details screen in the Maintenance app displays several key elements:

• Location and Created Date: Located at the top of the Task Details screen. If a task was created more than 48 hours ago, the created date turns red as a visual indicator.
• Task Description: Outlines the required work. This description is visible to both your internal team and residents.
• Priority: Tasks can be marked as urgent. Urgent tasks turn red and are pinned to a dedicated "Urgent" section at the top of the task list for quick discovery.
• Resident Information: Displays resident contact details and entry notes. These notes indicate whether you have the right to enter the unit at any time or if explicit permission is required.
• Task Attachments: A condensed view of all photos and files added to the task.
• Task Activity Log: A running audit trail of all actions taken on a task, recording who completed each action and when. This includes:
  • When a task timer is started
  • When a task timer is stopped
  • Any manual changes to the total tracked time
  • When an attachment is removed

Task Statuses

• Open: The default status when a task is created. Open tasks appear in the active task list, can be edited, and can have time tracked against them.
• On Hold: Used when your team cannot currently progress with a task. On-hold tasks turn yellow in the app.
• Completed: Used when work is finished. Completed tasks are removed from the active task list and cannot be edited or have timers started on them unless they are reopened.

Time Tracking

Time tracking allows you to record the duration of work spent on a task directly from the mobile app. Logged time is automatically added to the task’s Total Time.

• Work in Progress Banner: Starting a timer activates a red "Work in Progress" banner that remains visible at the top of the screen as you navigate throughout the app.
• Timer Limits: Only one task timer can run at a time. Timers cannot be started on completed tasks.

Requirements

Task and Property Settings

• Feature Enablement: Time tracking and general task management require Tasks to be enabled for your specific account and property.
• Permissions: Users must have explicit permission to log, track, or edit time. If a user lacks these permissions or if time tracking is disabled for the property, the time tracking controls will be hidden or set to read-only.

Entry Permissions

• Right-of-entry notes (whether permission is required or if you may enter at any time) are often inherited from Property Management System (PMS) integrations.

Steps

1. Accessing Work Orders and Tasks

1. Open the Happy Property App from your device's home screen.
2. Navigate to the My Work or Work Orders section.
3. Open an existing work order to display its summary (or save a newly created work order to view its summary automatically).
4. To see full details, open the task list in either the Maintenance or Project Tasks tab and select a task to open its Task Details screen.

2. Tracking Time on a Task

1. Open an active task on the mobile app.
2. Tap Start Work. The red Work in Progress banner will appear.
3. When you are finished working, tap Stop Work either from the active banner or from within the task itself. The elapsed duration will automatically add to the task's Total Time.

3. Updating Task Information (Open Tasks Only)

While a task's status is Open, you can update details directly from the Task Details screen:

• Change Location: Tap the location at the top of the screen and select a new unit or common area.
• Update Description: Tap the description text and update it using the text input field.
• Mark as Urgent: Select the urgent radio button.
• Schedule the Task: Select a date using the scheduled date field.
• Assign the Task: Tap the assignee option to assign the work to a specific user.
• Contact the Resident: Tap the phone icon next to the contact information to view the number. (Note: The Work Order Detail screen allows you to copy the resident's phone number, but you cannot make calls or send text messages directly within the app interface).

4. Changing Task Status

Use the buttons at the bottom of the Task Details screen to update the workflow:

• Put a task on hold: Tap the put on hold button.
• Take a task off hold / Reopen: Tap the reopen task button.
• Complete a task: Tap the complete task button.

5. Finding and Reopening a Completed Task

Completed tasks are hidden from the active task list. To find and reopen them:

1. Tap the filter at the top of the task list.
2. Under task status, select the completed option.
3. Tap the target task from the filtered list to open its details.
4. Tap the reopen task button at the bottom of the screen.

6. Managing Task Attachments

You can view or remove photos and files associated with a task.

To view an attachment:

1. Navigate to the Attachments tab at the top of the screen.
2. Tap on any image or file to open it.

To remove an attachment (Method 1):

1. Navigate to the Attachments tab.
2. Tap the edit button at the bottom of the screen.
3. Select the items you want to delete.
4. Tap remove.
5. Tap leave editing to exit.

To remove an attachment (Method 2):

1. Navigate to the Activity tab.
2. Long-press the attachment you wish to delete.
3. Tap remove on the bottom sheet to confirm.

Exceptions / Edge Cases

• Permanent Created Date: The "created at" date of a task is permanent and cannot be modified or updated by any user.
• Completed Task Filter Visibility: When filtering the task list for "completed" tasks on mobile, you will only see tasks that were completed on the specific device you are currently using. Tasks completed by teammates or on other devices will not appear in this filtered mobile list but can be accessed via the web-based Manage console.

FAQs

Can I call or text a resident directly from the Task Details screen?

No. The system allows you to view and copy the resident's phone number from the Work Order Detail screen, but it does not support calling or texting the resident directly from within the app.

Why can't I see a completed task that my teammate finished on another device?

The completed tasks filter on your mobile device only displays tasks completed on that specific physical device. To view all completed tasks across your property, access them using the web-based Manage console.

What happens when I remove a photo or file from a task?

Removing any attachment is automatically recorded in the task's Activity tab to preserve a clean, unalterable audit trail of all task modifications.

Can I run multiple task timers at the same time?

No. Only one task timer can run at a time. If you start work on a new task, you must stop work on your active task first.

Why are my time tracking controls missing or unclickable?

If you cannot see or interact with the time tracking buttons, either the feature is not enabled for that property, or your user profile does not have the necessary permissions to log and edit work time.