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.
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
- 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.