Tasks & notifications: assign jobs, report defects, nothing gets lost
Assign jobs, track status and record defects, from the caretaker on site to management.
This is how everyone keeps track: open items, completed work and reported defects in one place, with photo, deadline and responsible person.
Jobs and defects under control.
Reports from the field land directly where they are processed, no paper chaos, no email chains and nothing gets lost.
- Assign, schedule and track tasks
- Report defects with photo and location, including from a smartphone
- Recurring tasks as a series, notifications when due
- Board and dashboard for management and team
From report to completion.
Report a defect
A dripping tap in the kindergarten, a broken light in the stairwell, graffiti at the works yard: the caretaker, teachers or cleaning staff report the defect with photo, location and urgency. The report is assigned to the right building and room from the asset inventory.
Assign and schedule the task
The report becomes a task with a responsible person, deadline and priority. Management decides whether the caretaker carries out the repair or a tradesperson is commissioned. Both see the same task with the same status.
Process and give feedback
The person carrying out the work sets the status, attaches a photo of the completed work and records the time spent. Open, due and completed tasks are visible on the board. Reminders arrive automatically as notifications.
Recurring tasks as a series
Inspection rounds, servicing and seasonal work from Annual planning automatically appear as tasks at the right time: heating inspection in September, playground inspection monthly, emergency lighting annually. Nothing has to be entered by hand.
Typical tasks of a municipality.
Typical tasks and reports in a municipality with a school building, administration, works yard and sports hall, along with who usually handles them.
| Task | Type | Responsible | Deadline |
|---|---|---|---|
| Stairwell light broken | Defect report | Caretaker | 3 working days |
| Tap dripping | Defect report | Caretaker or plumber | 1 working day |
| Remove graffiti at works yard | Job | Works department | 1 week |
| Prepare gym | Job | Caretaker | Date of the event |
| Heating inspection | Series, annually | Caretaker | September |
| Playground inspection | Series, monthly | Works department | End of month |
| Test emergency lighting | Series, annually | External electrician | October |
| Complaint about WC cleaning | Report | Cleaning supervisor | 1 working day |
Every completed task remains documented with date, person and time spent. This is the basis for substantiating the "technical maintenance" block in the workload and for identifying recurring problems in a building. Find out more in the guide Maintenance planning for public buildings.
Municipalities, care homes, schools and cleaning companies.
Public institutions
Caretaker, works department, school management and administration work with the same task list. Teachers report defects without a chain of phone calls; the caretaker has their work with them on their smartphone. Management sees at any time what is open. For the municipal council and auditors, it is documented what was done and when. Find out more: easyCAFM for public institutions.
Cleaning companies
Customer complaints and special requests are recorded as tasks and assigned to the responsible team. Site managers see which objects have open items. The customer receives feedback with a photo. Quality checks run as a series per object. Find out more: easyCAFM for cleaning companies.
About tasks and notifications.
Can people without a user account also report defects?
Yes. Via a reporting link or QR code on the building, teachers, clubs or tenants can record a defect with a photo. The report reaches the caretaker without an account being needed.
Who sees which tasks?
Permissions follow the organisation: employees see their own tasks, managers see all tasks in their area, the administration sees the overall picture. Cleaning companies only see their own customers.
Are we reminded of tasks that are due?
Yes. Notifications by email or in the software remind you of due and overdue tasks. Series are generated in good time before the date.
How long are completed tasks kept?
Completed tasks are kept as a history per building. Personal data in reports is anonymised after a configurable period so that usage remains compliant with data protection.
More easyCAFM modules.
Objects & areas
Record buildings, rooms and areas in a structured way.
Learn moreCleaning calculation
Calculate cleaning workload objectively using standard values.
Learn moreWorkloads & allocation
Translate workload into FTE percentages and distribute it.
Learn moreRoute & annual planning
Weekly, route and maintenance planning.
Learn moreQuotes & reports
Tender-ready quotes and reports as a PDF.
Learn moreSee Tasks & notifications using your use case.
Send a non-binding inquiry, we'll show you the process from report to completion.