Overview
Use DoorLoop tasks to track maintenance, vendor work, tenant and owner requests—or any workflow management you need, really! The real power of tasks is keeping track of deadlines and having a log of all work and communication related to the tasks for later reference.
Our dashboard on the Overview landing page also has widgets related to tasks so you can easily review tasks assigned to you and upcoming due dates. For example, you can add the Tasks - My next 7 days widget.
But first, let's create a task, request, or work order!
The Steps
To create a new task, click on Tasks & Maintenance on the main menu. Then click on All Tasks to see all the tasks and the task creation buttons.
From here you can create Tasks, Tenant Requests, Work Orders, and Owner Requests. Select one of the options below to jump to the type of task you want to create.
Tasks
Click on the New Task button to begin creating a new task.
Set the necessary fields as follows:
Subject: A required field used to summarize the task.
Description: An optional field used to expand on the task.
One Time Task: Keep this selected unless you actually want to create a recurring task.
Due Date: An optional field used to help remind you and your users of deadlines. You can even sort the tasks pages by due date to help you organize and prioritize.
Status: Also a sortable field on tasks pages, set the status to track the progress of your task. The default status is Not Started.
Priority: Set an optional priority of Low, Medium, or High for sorting purposes on tasks pages.
Assignees: Assign one or more users to take charge of the task. Check the optional checkbox to Notify Assignee(s) if you want these users to receive email notifications for updates to this task. Note that they will also receive an email notification that they were assigned this task.
Related To: An optional field, choose a property and unit related to the task. The task will show up on the Tasks tab of the property you choose.
You can also upload any necessary files. Click Save when complete.
Now that you’ve created the task, DoorLoop returns you to the Tasks page where you started. You can click on the task in the task list to see the task overview, post updates, and edit or complete the task. To learn more about reviewing and editing tasks, check out the article for that here.
Tenant Requests
While Tenant Requests are normally created by the Tenant on the Tenant Portal, you can create them here as well, if you possibly want to record a request made outside of the portal.
Click on the New Tenant Request button to begin creating a new tenant request.
The tenant request fields are similar to the new task fields listed above, with several key differences:
Instead of connecting a property, you can use the Select Tenant button at the top to connect the request to a tenant.
Check the optional checkbox to Notify Tenant(s) if you want the tenant(s) to receive email notifications for updates to their request.
Note that they will also receive an email notification about this newly created tenant request.
Toggle on Permission To Enter and type in Entry Notes to add relevant information about when and how to access the tenant’s unit.
Upload any necessary files (optional) and click Save to complete.
Now that you’ve created the tenant request, DoorLoop returns you to the Tasks page where you started. You can click on the tenant request in the task list to see the overview, post updates, and edit or complete the request. To learn more about reviewing and editing tenant requests, check out the article for that here.
To learn about the process for tenant requests when your tenants submit them through their tenant portal, check out this article.
Work Orders
Click on the New Work Order button to begin creating a new work order.
The work order fields are similar to the new task fields listed above, with these key differences:
Instead of connecting a property, you can use the Select Vendor button at the top to connect the request to a vendor.
Note that this does not email the vendor. If you want the vendor to have access to your account in DoorLoop to view their work orders, you will need to add them to DoorLoop as a User and then also assign this user to the work order so they get notifications.
Toggle on Permission To Enter and type in Entry Notes to add relevant information about when and how to access the tenant’s unit.
Toggle on Approved By Owner to note that the owner has already approved the work.
Toggle on Parts And Labor and use the link to Add Line Item to track costs so you can easily create the necessary expenses for the property later.
Note that this is for informational purposes only, you will still need to create the expense or bill later.
Upload any necessary files (optional) and click Save to complete.
Now that you’ve created the work order, DoorLoop returns you to the Tasks page where you started. You can click on the work order in the task list to see the overview, post updates, and edit or complete the work order. To learn more about reviewing and editing work orders, check out the article for that here.
Owner Requests
Click on the New Owner Request button to begin creating a new owner request.
The owner request fields are similar to the new task fields listed above, with one key difference:
In addition to connecting a property, you can use the Select Owner button at the top to connect the request to a vendor.
Upload any necessary files (optional) and click Save to complete.
Now that you’ve created the owner request, DoorLoop returns you to the Tasks page where you started. You can click on the owner request in the task list to see the overview, post updates, and edit or complete the request. To learn more about reviewing and editing owner requests, check out the article for that here.
FAQ
Why am I not getting notifications about tasks created or tasks being updated?
When creating tasks or posting an update on a task, you need to make sure that the Notify Assignee(s) box is checked. You also need to make sure that you or anyone else is added to the Assignees field. Also, check the new Notifications Panel Settings to make sure notifications are turned on there too.
Why am I not getting notifications for Tenant Requests?
Most likely you haven't turned these on yet. Head over the Settings > Tenant Requests and toggle everything on. Then set yourself or anyone else you want to be notified as Assignees.