Team Collaboration in the Workspace

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.

Common Tasks

• Assign a note to a team member
• Hand off a task within the team
• Set a reminder for colleague Schreiber
• Show only my entries
• Filter tasks by status
• Recognise automatically created tasks

How To

Assign a note to a team member

1. Notes tab → click + Note.
2. Enter a title and text.
3. Under Assigned to choose the desired team member.
4. 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

1. Tasks tab → open an existing task.
2. Change Assigned to — select the new team member.
3. Adjust priority if needed (e.g. set to High).
4. 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

1. Reminders tab → click + Reminder.
2. Enter a title (e.g. "Have rental agreement signed").
3. Enter date and time or set a recurrence rule.
4. Under Assigned to select team member Schreiber.
5. Choose channel Email so Schreiber receives an email.
6. 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

1. Open the Tasks tab.
2. 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.
3. 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.

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 metrics

When there are open or completed tasks, compact tiles appear at the top of the tab: Open, This week (completed) and — if applicable — Urgent and 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

Retention

Completed and cancelled tasks remain visible and are not automatically deleted — so you can always trace what has already been handled.

Good to Know

• All notes, tasks, and reminders are visible to your whole team; use the Assigned to me filter to show only your own.
• In the table view of the Tasks tab you can filter by status, priority, and type.
• Deleted entries are removed permanently — cancel or close them instead if you want to keep the history.

Need to invite or manage your team? Do that under Team Settings.

Related Pages

• Workspace Overview
• Team Settings and Roles
• Applicant Details and Notes
• Listings and Criteria
• Getting Started