Introduction
The Task Dashboard helps you streamline tasks and enhance efficiency in your self-storage facility's daily operations. Whether you're handling reminders to check recently vacated units, dealing with deposit refunds or lead inquiries, the Task Dashboard can be your go-to tool for managing operational your "Todo list" effectively.
How to use the Task Dashboard
Step #1 - Accessing the dashboard
Log in to your manager and navigate to the "Tasks" section on the top left of the interface.
Step #2 - Review prepopulated tasks
Upon accessing your dashboard the first time, you'll notice pre-existing tasks awaiting your attention. These tasks are automatically generated based on actions triggered in the Kinnovis system. It's essential to review these tasks to determine their current status and prioritize accordingly.
Be aware that depending on the size of your facility and the frequency of customer turnover, this process may involve handling numerous tasks that require review.
Step #3 - Create your own tasks
Click on the "Create Task" button and fill in the required details such as task title and, in case you operate multiple facilities, for which "Location" it is relevant. Assign tasks to specific team members by selecting their names from the dropdown menu. You are also able to define a due date and add notes.
Step #4 - Take action on open tasks
Depending on the type of the automatically generated task, you can promptly take action directly within the interface.
Example: When an invoice remains overdue for 7 days, an automatic task will be generated on your Task Dashboard. By clicking on "Send invoice again", you can then directly send an email reminder including the respective invoice, instructing the customer to settle their outstanding invoice.
Step #5 - Adjusting progress by marking tasks as completed or archiving
Marking tasks as completed or archiving task:
Monitor and adjust the progress and status of your tasks by marking them as "completed" (click on box on the left) or by "archiving" (click on archive icon) tasks that became redundant.
Reopening tasks from "archived" and "completed" back to "Todo":
You can effortlessly transfer archived tasks back to the "Todo" list if they haven't been completed as intended.
You can also reopen "completed" tasks back "Todo" by clicking on the checkbox.
Step #6 - Advanced searching and filtering
You are able to search for customer name, invoice number, unit number, and booking number to find relevant tasks. In addition, you're able to filter by "Location", "Assignee", and "Task type" (you can find a whole list of automatically created task at the bottom of the article) to quickly access the most relevant task.
Notification settings
The Task Notification Settings allow you to precisely control who is notified about which task types, and for which locations. This is especially important for operators managing multiple facilities, where different team members may be responsible for different locations or workflows. The settings are rule-based and highly flexible, but it is important to understand how locations, recipients, and task types interact.
How notification rules work
Each notification rule consists of three mandatory elements:
Locations
One or more locations (facilities) the rule applies to.Email addresses
One or more users who should receive notifications.Task types
The specific task categories that will trigger notifications via email.
When a task is created, the system checks:
which location the task belongs to
which task type it is
and then sends notifications according to the matching rule.
Only users with Admin roles can edit the notifications settings (not Sales or Marketing).
Important rule: each location can only be selected once
A location can only be assigned to one notification rule. This is a key concept to understand. Once a location is used in a rule, it cannot be selected again in another rule. This prevents overlapping or conflicting notifications and ensures that responsibility is always clearly defined. Because of this, how you group locations inside rules matters.
Bulk setup using multiple locations
If the same team members should receive the same task types for multiple locations, you can select multiple locations in a single rule.
Example
Locations:
Berlin,Munich,HamburgEmail addresses:
[email protected]Task types:
Follow up on past due invoices
Unsigned contracts
Failed ID verifications
This setup is ideal when:
one central team handles tasks for several locations
responsibilities are identical across those locations
Special case: mixed access across locations (recommended setup)
In many organizations, not all team members have access to all locations.
For example:
One central operator works across all locations
Local teams are responsible for only one location
In this case, it is strongly recommended to create rules location by location, instead of grouping locations together.
Example scenario
Kevin works across all locations
Fabian only works on Location A
Jane only works on Location B
Rule 1
Location:
Location AEmail addresses:
kevin@…,fabian@…Task types: All relevant task types
Rule 2
Location:
Location BEmail addresses:
kevin@…,jane@…Task types: All relevant task types
Why this matters:
If you grouped Location A and Location B together in a single rule, Fabian and Jane would receive notifications for locations they are not responsible for — and you would no longer be able to separate them later, because each location can only be selected once.
Best practices for multi-location operators
Plan your location structure first before creating rules
If responsibilities differ per location, create one rule per location
Use multi-location rules only when responsibilities are identical
Remember: Once a location is assigned, it cannot be reused in another rule
This approach keeps notifications clean, relevant, and easy to understand for all operators.
Updating or changing rules later
If responsibilities change:
You may need to remove or adjust an existing rule
Then reassign the location to a new rule with updated recipients or task types
Taking a structured approach upfront will significantly reduce the need for later changes.
List of automated tasks & triggers
Overdue invoices
Task title: "Follow up on invoices open more than 7 days"
Such tasks are triggered for invoices that have not been paid within 7 days after due date.
Payment disputes
Task title: "Payment disputes to handle"
Such tasks occur when payment disputes occur in Stripe.
Facility unit checks after customer move-outs
Task title: "Units to check"
Such tasks appear if units are moved into status "To-Check".
Deposit handling
Task title: "Deposits to refund"
Such tasks appear at the end of the booking if a deposit was added to the booking.
Lead management
Task title: "Reminder to follow up on leads"
Such tasks are triggered 1 hour after a new customer was created, when the status is still "Lead".
Move-in management
Task title: "Follow up with customer after move in"
One day after the booking has started, the task will be triggered as a reminder to check in.
Failed ID verification handling
Task title: "Failed ID verifications"
Such tasks are triggered 8 hours after an ID check was completed, and its status is still "failed".
ID detail mismatch with booking information
Task title: “ID info does not match with name stated during booking”
Such tasks appear immediately after a customer's verified identity check was successful, but their last name and/or first name do not match with the name on the ID.
Contract signing process
Task title: “Unsigned contracts”
Such tasks appear after a booking was created via the manager, and no contract has been signed within 8 hours.
Auto-lock cases
Task title: “Auto-lock units due to payment disputes”
Such tasks appear after an automated unit lock due to unpaid invoices.
Custom created task
Task title can be defined during the task set up process
Such tasks appear after a custom task is created and assigned to a team member.