When scheduled emails go out

Every automatic email is sent at your local time. Set the zone once, then the times below follow it.

Sent to coordinators and admins, listing everything still outstanding.

Unfinished tasks about to be copied into Drafts, sent before the copy happens.

The full backup is sent every Sunday at 04:00 and is not adjustable.

Escalation timers

Unassigned issues are flagged, and coordinators alerted, after these many hours.

Activity plans

An artisan's activity plan is the week of work on their Dashboard. They send it for review, a supervisor checks it and passes it up, and a manager signs it off. Everyone is emailed at each handover.

Anybody still holding a plan past their time is emailed once a day.

Drafts rollover

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

A one-off, for catching up. It works whether or not the weekly copy above is on.

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.

Push notifications on this device

Get a phone alert the moment you’re assigned a task or tagged in one. Turn this on for every device and person who should be notified.

On iPhone/iPad you must first add the app to your Home Screen (Share → “Add to Home Screen”) and open it from that icon — Apple only allows notifications for the installed app.

Email notifications

Switch each automatic email on or off.

At 8 AM, the day’s time-sensitive tasks are emailed together, earliest first — what each is, where, who is on it and by when — to every admin and to the addresses below. Separate addresses with commas.

Sends a real email to your own address through the same path everything else uses, then waits for the mail provider to answer. The result below is what actually happened — not just that the request left.

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. Admins can still correct a locked task, after confirming, and the task's history notes it was changed in a locked period. 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).

Store access

Who may take parts out, buy, count and sign off. The row sets it for everyone in that role; the list underneath overrides it for one person. Admins and coordinators always have all of it.

Add staff member