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.
What Locari does automatically here: Create system notes (e.g. when an applicant asks a question), trigger reminders, and link tasks to application cases. What you decide: Which notes to share, who you assign tasks to, and whether you set reminders for yourself only or for the whole team.
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
- Open the Notes tab.
- Click + Note, enter a title and text.
- 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
- Reminders tab → click + Reminder.
- Enter a title, date/time or recurrence rule.
- Under Assigned to select a team member or choose "Team" for everyone.
- Choose a channel: Chat (in-app notification) or Email.
- 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
- Tasks tab → click + Task.
- Enter a title, select priority (Low / Normal / High / Urgent) and type.
- Set Assigned to to a team member.
- Optional: link the task to a listing or application case.
- Save.
Example: Task "Request SCHUFA for Weber family", priority High, assigned to clerk Schreiber.
What Locari does automatically: Tasks of type "Clarification" or "Document request" are created automatically from the application process and appear here in the workspace. What you decide: Who takes ownership and when to mark the task as complete.
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
| Property | Workspace (Team) | Personal area |
|---|---|---|
| Visible to | all team members | you only |
| Notes | shared | private |
| Tasks | shared, assignable | you only |
| Reminders | shared or assigned | you only |
| Messages | shared | — |
You reach your personal area by switching to your personal account using the account switcher at the top of the sidebar.
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
Until a mailbox address is set up, the tab shows a notice instead of a message list.
What Locari does automatically: Match incoming applicant messages to the right case and reply automatically where possible. What you decide: Whether to intervene manually or let the AI respond.
Good to Know
- Every entry in the workspace is visible to your whole team.
- Personal notes stay private — only you can see them.
- Deleted notes, tasks, and reminders are removed permanently. If you want to keep the history, mark entries as done or cancel them instead.
- Filter tasks in the Tasks tab by status, priority, and type.