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
You have the option to configure automated email reminders for either yourself or members of your team, ensuring prompt notification when new tasks are automatically generated and added to your Task Dashboard.
To do this, navigate to the "Notification Settings" section, enter your email address and/or those of your colleagues, and choose the tasks for which you wish to activate notifications. This streamlined process ensures timely awareness and facilitates efficient task management.
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.