This article will walk you through how to use Tasks within Lettings to streamline communication and improve efficiency. Lettings Tasks offer a more integrated and trackable alternative to previous task processes, helping you manage actions directly within the system. For example, you can assign a general task to a staff member or registered provider instead of sending an email, or create a member verification task to ask a colleague or partner to confirm specific applicant details—such as rent arrears.
Please note: This article is specific to Lettings use cases, for a broader overview of Tasks within Locata Pro please see the Task Management for Users article.
TABLE OF CONTENTS
- Viewing Tasks on the Dashboard
- Assigning a task to a Staff Member or RP
- Examples of Lettings Task Types
Viewing Tasks on the Dashboard
The Lettings Dashboard provides a real-time snapshot of current workloads, including active tasks. From here, you can quickly see which tasks are due today, this week, or are overdue, along with who each task is assigned to.
To view and manage tasks:
- Click on a staff member’s name to see all applications that currently have tasks assigned to them.
- Select "Go to Tasks" to open the task list within the specific customer’s application.
- From the task list, you can edit task details, close the task or reassign them to another colleague as needed.
Assigning a task to a Staff Member or RP
Sending tasks to colleagues or registered providers is a useful way to manage workloads more efficiently. Whether you're requesting a member verification or asking for a simple call-back, tasks allow you to clearly track what actions are being taken and by whom—all within the client's application. This helps reduce reliance on emails, where important information can be missed or isn't recorded in the system.
To assign a task to another person, follow these steps:
- Within the Clients application, select "People tasks" from the Blue banner at the top.
- Select "Add new ad-hoc task" and select the task you wish to assign to the staff member.
- To assign the task to another member of staff, click on "Owned by" and select their name from the list.
- Add any relevant details in the Notes section, i.e. the action required, contact details for the customer if a call-back is needed.
- A date will automatically be assigned to the task - but if you need to change it, click on the date at the top and select the required date.
Note: Once you have completed the above steps - click on "SAVE" to generate the task. DO NOT SELECT "COMPLETE AND NEXT" AS THIS WILL MARK THE TASK AS COMPLETE!
Examples of Lettings Task Types
Lettings Tasks can be tailored to suit a variety of needs. Common task types include:
Member Verification – Request a colleague or partner to check specific details about an applicant, such as rent arrears or support needs.
Member Review – Used to revisit and update an applicant’s information, such as eligibility or priority.
Member Assessment – Typically used for more in-depth evaluations of an applicant’s circumstances.
General Task – A flexible task type for actions like follow-ups, call-backs, or general communication between staff or partners.