Time zone

Used for every scheduled email (overdue summary, daily list, draft preview, backup) so the times you set below are in your local time.

Escalation timers (hours)

Unassigned issues are flagged and coordinators alerted after these hours.

Weekly overdue-summary email is sent to coordinators & admins on:

Draft-preview email (unfinished tasks about to be copied to Drafts) is sent on:

Drafts rollover

Unfinished tasks that are due this week are copied into Drafts automatically on the day you choose (already-copied tasks are skipped).

The manual copy below always works, even when automatic rollover is off.

Or copy every uncompleted task due within a chosen period into Drafts now:

Bonus structure

Name your scheme, switch it on/off, and set the exact rules an artisan must meet each week to earn a bonus.

Photo cleanup

Photos of tasks completed longer ago than this are deleted automatically to keep your free 1 GB storage healthy. Runs weekly when a coordinator opens the app. Set 0 to switch off.

Backups

Every Sunday at 04:00 a full backup (tasks, messages, schedules, team, settings — everything except photo files) is emailed automatically to all coordinators. You can also download one any time.

Email notifications

Switch each automatic email on or off.

Task rules

Properties / locations

Optional. If you add properties (e.g. ST, NP), every task and the report form gain a property selector.

Equipment / assets

Optional registry (e.g. Generator, AC Unit 4). Tag tasks to equipment and filter its full repair history.

🔒 Lock a period

Lock every task dated on or before a chosen date so it can no longer be edited (no assigning, status changes, notes or checklists). Tasks can still be duplicated. Clear the date to unlock.

Danger zone — erase past data

Permanently delete tasks (and their photos) created within a date range. Take a backup first.

Rooms

Guest rooms and dorms. Shown under a "Rooms" heading on the report form and task pickers.

Areas

Shared and back-of-house spaces (e.g. Kitchen, Pool, Reception, Corridor). Shown under a separate "Areas" heading.

Categories

Types of work, e.g. Electrical, Plumbing.

Reporter names

The "Your name" list on the report form.

Team & roles

Coordinators can assign work and change settings. Artisans receive and complete tasks. Set each person's monthly Ahokeka cap (GHS) and tick "Reports" to allow them to see the Reports tab (their own report only).

Add staff member