Team Collaboration in the Workspace

Manage notes, tasks, and reminders together with your team — with clear assignment and a filter for your own entries.

In the workspace all team members work on the same data. Everyone sees all notes, tasks, and reminders for the account — and can reduce the view to their own assigned entries using the filter. This makes it clear who is responsible for what.

What Locari does automatically: Create tasks from application cases (e.g. missing documents, open clarifications), trigger reminders on schedule, and notify the responsible team member. What you decide: Assignment of tasks and reminders, prioritisation, status changes, and closing items.

How To

Assign a note to a team member

Notes tab → click + Note.
Enter a title and text.
Under Assigned to choose the desired team member.
Save — the member sees the note at the top of the filtered view.

Example: Landlord Müller assigns to assistant Schreiber: "Please request ID document from the Weber family."

Hand off a task within the team

Tasks tab → open an existing task.
Change Assigned to — select the new team member.
Adjust priority if needed (e.g. set to High).
Save — the new member sees the task immediately.

Example: Task "Request SCHUFA" moves from Müller to Schreiber, priority Urgent.

Set a reminder for a team member

Reminders tab → click + Reminder.
Enter a title (e.g. "Have rental agreement signed").
Enter date and time or set a recurrence rule.
Under Assigned to select team member Schreiber.
Choose channel Email so Schreiber receives an email.
Save.

Example: "Weber family rental agreement — 20 May 2026, 2:00 pm — email to Schreiber."

Show only my entries

On the Notes and Reminders tabs, a toggle Assigned to me appears at the top left. Activate it — the view shows only entries where you are listed as the responsible person.

Filter tasks by status

Open the Tasks tab.
Use the filter bar at the top:
- Status: Open, In progress, Waiting, Done, Cancelled
- Priority: Low, Normal, High, Urgent
- Type: Clarification, Follow-up, Document request, etc.
Filters can be combined — for example all open tasks with priority Urgent.

Example: Filter "Status: Open + Priority: Urgent" shows 3 tasks, including "SCHUFA Weber."

Automatically created tasks

Locari creates tasks independently when action is required in the application process.

What the AI creates automatically:

Task "Clarification" when an applicant makes an unclear statement
Task "Document request" when a document is missing or expired
Task "Follow-up" when an applicant has not responded for more than 48 hours

What you decide: Whether to confirm the task, assign it to someone, or close it.

Automatically created tasks are marked in the list with the Locari logo.

Views and Fields

Tasks — detail fields

Title and description — max. 255 and 10,000 characters respectively
Status — Open · In progress · Waiting · Done · Cancelled
Priority — Low · Normal · High · Urgent
Type — Clarification · Follow-up · Document request · Viewing prep · Approval request · General
Assigned to — team member (name and avatar)
Created by — team member or "Locari AI"
Linked object — listing, application case, property, rental unit
Due at — date and time
Created at — timestamp

Task statistics

The top of the tab shows metrics for the current account (30-day window):

Total · Open · In progress · Waiting · Done · Urgent · Overdue

Reminders — detail fields

Title and description
Type — Once (with date/time) or Recurring (with recurrence rule)
Next trigger — calculated from rule or date
Status — Active · Paused · Completed · Cancelled
Channel — Chat (in-app notification) or Email
Assigned to — team member or team
Timezone — default: Europe/Berlin

Audit and History

Every status change, assignment, and deletion of tasks and reminders is logged. Visible per entry: actor (team member by name or "Locari AI"), timestamp, and action taken.

Retention: Completed and cancelled tasks remain visible in the system and are not automatically deleted.

Note: Deleted notes and tasks are removed permanently. Close or cancel entries instead if you want to preserve the history.

Permissions and Multi-Select

Visible to: all team members of the owner account.
Create notes: all members — each member can only edit or delete their own notes.
Create and edit tasks and reminders: all members.
Delete tasks and reminders: administrators only — the action is irreversible.
Multiple tasks at once: table view in the Tasks tab — filter by status, priority, and type, sort by due date, assignee, and score.

For an overview of all team members and roles go to Team Settings — there: invite members, change roles, remove members.