What are activities in Managemate?
Activities in Managemate are split into tasks and events.
A "task" is an activity that someone needs to complete.
An "event" is an activity that is scheduled to take place on a certain date, like a meeting.
Creating an activity in Managemate allows you to set deadlines, add assignees, documents, status updates, and other important information to help you stay on top of your tasks.
How to create a new activity
There are two ways to create a new activity. You can either create an activity through the quick access tab in the dashboard, or through the activities tab.
Create an activity from the dashboard
Click on the Create New dropdown located at the top-right of the dashboard, underneath your condominium’s name.
Then click on the Activity menu option, which will open a popup where you can enter in your activity’s details.
Select between a “Task” or an “Event”, then the website will prompt you fill out the information relevant to the activity.
Create an activity from the Activities page
To access the activities section from the dashboard, click on the Activities option from the main menu.
If you are in tablet or mobile view, you can open the main menu using the icon with the three green dashes, which is on the top left of your screen.
While in the activities section, click on the Create Activities in the top right of the page.
Filling in the basic fields for a new activity
When you create a new activity, a pop-up will appear asking you to fill in the details for the new activity.
Select between a "Task" or an "Event" activity
Fill in some basic information in the create activity popup, including:
Activity Name
The activity name is a required field. It’s the main title for the activity.
Flagging the activity
Click the gray coloured flag icon, to flag the activity.
When clicked, the flag turns red.
Flags can be used for any purpose, for example, identifying activities to be discussed at the next board meeting. Setting the flag is optional.
Activity Description
Write a description for the activity, if required. Adding a description is optional.
Due Date
The due date is the date which the task should be completed or the date on which the event will take place.
Activities will be displayed in the calendar on the dashboard using their due date.
The due date will be used to trigger reminders and notifications.
Assignee / Organizer
Select a user in your condominium's account to be the assignee for a task (or the organizer for the event).
You can choose add multiple assignees to an activity.
When creating a new activity, you have the option to add more information about the activity.
To add more information to a new activity:
Click on the Edit All Fields link above the Create and Cancel buttons at the bottom of the new activity popup.
Once you click on Edit All Fields, you will be able to access the full edit view for the activity. In the activity description section, you will be prompted to fill out the following:
Start Date
Use it for tasks or events that span multiple days. This is optional.
Priority
New activities are defaulted to “medium” priority. You can change the priority to “low” or “high” when editing the full details of the activity.
Stage
This refers to the status of the activity. You can choose to mark an activity as “To do” or “Complete”. All new activities are defaulted as “To do”.
Linked Project
Type to select a project that the activity is part of.
Only one project can be selected for each activity.
Linking a project is optional.
All activities, whether or not linked to a project, will appear in the activities section.
Tags
Type then select an available tag or click "Create New Tag" to categorize the activity.
The following "Cost Estimate" section will prompt you to enter information cost estimation and description. This section is optional.
Use the cost estimate field to track your spend versus budget.
The total of all expenses in invoices that are linked to an activity will be tallied and displayed when viewing the activity later. Steps to link an invoice to an activity are listed below.
In the following section, you can optionally add vendors to your activity.
All activities linked to a vendor will appear in the vendor’s profile, so that you can see your activity history with a vendor in one place.
To link a vendor, start by typing the vendor’s name in the search box, then select the vendor that appears in the submenu list.
If the vendor is new and doesn’t exist in your account, it will not appear in the list.
You can click the “Create New” option to create a new record for the vendor on the fly.
After saving the new activity, you can add details to the newly created vendor.
In the section below, you can optionally link invoices to your activity.
Link invoices to an activity to track how much you’ve spent on the activity.
The total amount of all invoices linked to an activity will be displayed when viewing the activity.
How to link invoices to an activity
Start by typing the invoice’s name in the search box, then select the invoice that appears in the submenu list.
If the invoice is new and hasn’t yet been added to your account, it will not appear in the list.
You can click the “Create New” option to create a new record for the invoice, on the fly.
After saving the new activity, you can add details to the newly created invoice, such as specifying the amount.
In the final section, you can link documents to your activity.
Link documents to an activity to create a full history of your task and events.
Even if you access a document through another tab in Managemate, it will still display as being linked to an activity.
How to link a document to an activity
Start by typing the document’s name in the search box. Then select the document that appears in the submenu list.
If the document is new and hasn’t yet been added to your account, it will not appear in the list.
You can click the “Create New” option to create a new record for the document, on the fly. After saving the new activity, you can add details to the newly created document, such as uploading files to the invoice.
Click the "Create" button to save your new activity.
