Files and tasks
Keep each file with the record it describes, and each repair with the room or space where it’s needed.
On this page
Where files live
Every file belongs to a property, and can also be attached to a room, agreement, tenant, unit or parking space. Files in the workspace navigation lists them all; each property and Board card has a Files tab too.
Add a file
- Choose Add a file
In Files, choose Add a file. From an agreement, use the paperclip beside Files.
- Choose File or Link
A File is a PDF, PNG, JPG or WebP up to 20 MB. A Link is a full HTTPS address.
- Check it and save
With AI suggestions on, a PDF’s Title, Category and place are marked Suggested by AI. Fix anything wrong; Change picks another place. Then save.
Add photos and files from a card
On the Board, select a card and open Files. Drop files on Add a photo or document, or choose Choose files. Pictures join the photos. Anything else becomes a document, and AI names a PDF and says how it filed it. A photo’s star makes it the cover.
Find and manage files
- Search by title, file name, link or notes.
- Select a PDF or picture to preview it. The pencil opens File details.
- In File details, Replace swaps the file, Change moves it, and Remove takes it off the list.
Log a repair
- Choose Log a repair
It’s on the property’s Overview and Maintenance tab. From a room’s Records tab, No open tasks starts one for that room.
- Describe it
Type the problem. With AI suggestions on, the Room or area and Priority are suggested from it. Check both.
- Add what you know
Add Photos, a Due date, the Cost, the Contractor and who it was Reported by. Choose Log repair.
Close out a repair
Select the task card on the Board. Choose Start work, then Mark done; Reopen undoes it. Photos count as before while it’s open and after once it’s done. Enter the final Cost and choose Save changes.
A done task leaves the Board. Find it under Completed in the room’s Records tab, or filter the Maintenance tab by Done to see Done this year with the total spent.
Delete task removes it and its photos.
Keep condition records
- Start a record
On the property’s Condition tab, choose New record. Set the Record type, Agreement and Record date, tick the Areas to document, and choose Create record.
- Walk each area
Choose a condition, add photos, then choose Next area. For an area that Needs attention, Log a repair for this area starts a task.
- Complete and compare
Complete record locks it; Reopen unlocks it. On a move-out record, Compare with move-in shows both side by side.
If something does not look right
The upload is refused
Use a PDF, PNG, JPG or WebP up to 20 MB, or a full HTTPS link. If storage is full, see Billing in Settings.
A file is missing from a room
Open its File details and use Change to attach it to the room or its agreement.
Nothing was suggested by AI
Check AI suggestions under Tools in Settings. A scanned PDF has no text to read.