Workspace

The workspace is your team's shared area: all members see the same notes, tasks, reminders, and messages. It is clearly separate from your personal area — entries there are only visible to you.

Common Tasks

• Create a team note
• Set a reminder for the team
• Create and assign a task
• Open the messages inbox
• Show only entries assigned to me
• Tell workspace from personal area

How To

Create a team note

1. Open the Notes tab.
2. Click + Note, enter a title and text.
3. Save — the note appears immediately for all team members.

Example: Landlord Müller leaves a note: "Viewing with the Weber family on 12 May — key is with the caretaker."

Team notes are not visible to applicants.

Set a reminder for the team

1. Reminders tab → click + Reminder.
2. Enter a title, date/time or recurrence rule.
3. Under Assigned to select a team member or choose "Team" for everyone.
4. Choose a channel: Chat (in-app notification) or Email.
5. Save.

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

Create and assign a task

1. Tasks tab → click + Task.
2. Enter a title, select priority (Low / Normal / High / Urgent) and type.
3. Set Assigned to to a team member.
4. Optional: link the task to a listing or application case.
5. Save.

Example: Task "Request SCHUFA for Weber family", priority High, assigned to clerk Schreiber.

Filter: Assigned to me

On the Notes and Reminders tabs, a toggle Assigned to me appears at the top. Turn it on to see only entries assigned to you personally — useful in larger teams.

Workspace vs. personal area

You reach your personal area via the profile menu in the top right.

Views and Fields

Notes tab

• Title — short label for the note
• Content — free-text field, up to 10,000 characters
• Type — General, Credit check, Reference check, Interview, Internal, Follow-up, AI assessment
• Priority — Low, Normal, High, Urgent
• Created by — name of the team member or "Locari AI" for automatic notes
• Assigned to — team member (optional)
• Created at — timestamp

Notes created automatically by the AI are marked with a bot icon and cannot be edited.

Tasks tab

• Title and description
• 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
• Linked object — listing, application, property, or rental unit (optional)
• Due at — date and time

Reminders tab

• Title and description
• Type — Once (with date/time) or Recurring (with recurrence rule)
• Status — Active, Paused, Completed, Cancelled
• Channel — Chat or Email
• Assigned to — team member or team
• Linked object — optional

Messages tab

The shared inbox shows all incoming emails sent to your account's Locari mailbox — primarily applicant messages outside active cases.

• Sender, subject, date
• Read/Unread status
• Full text visible on click

The tab is only shown when a mailbox address is configured in settings.

Permissions and Multi-Select

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

Related Pages

• Team Collaboration in the Workspace
• Team Settings and Roles
• Applicant Details and Notes
• Notes (personal)
• Listings and Criteria