There are two main ways to create a new activity:

1. Create an activity from the dashboard

   • Click on the “Create New..” dropdown located at the top 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.

     

2. Create an activity from the activities page

   • To access the activities section from the dashboard, click on the “Activities” option from the main menu.

     <aside> 📺 If you’re in desktop view, the main menu is always open on the left of your screen. Or if you’re 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.

     </aside>

     

   • While in the activities section, click on the “Create Activity” in the top right side of the screen.

     

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.

1. Select between a “Task” or an “Event” activity.

   <aside> ✅ A “task” is an activity that someone needs to complete.

   • A task has an “assignee” field. You can assign a user as the assignee of a task. </aside>

   <aside> 🗓️ An “event” is an activity that is scheduled to take place on a certain date, like a meeting.

   • An event has an “organizer” field, which you can assign to a user in your account. </aside>

   

2. Fill in some basic information in the create activity popup, including;

   1. Activity Name
      • The activity name is a required field. It’s the main title for the activity.
   2. 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.
   3. Activity Description
      • Write a description for the activity, if required. Adding a description is optional.
   4. Due Date
      • The due date is the date by 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.
   5. Assignee / Organizer
      • Select a user in your condominium’s account to be the assignee for a task (or the organizer for the event)

Filling in the additional fields for a new 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:

1. Click on the “Edit All Fields” link above the “Create” and “Cancel” buttons at the bottom of the new activity popup.

   

2. In Section 1 of the Create Activity (full edit) popup, you can set additional fields such as:

   1. Start Date
      • The start date is optional. Use it for tasks or events that span multiple days.
   2. 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.
   3. Stage
      • The stage of an activity is either “To do” or “Complete”. New activities are defaulted to “To do”.
   4. 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.

   

3. In Section 2 of the Create Activity (full edit) popup, enter a cost estimate and description.

   • The cost estimate and cost description fields are 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.

   

4. In Section 3 of the Create Activity (full edit) popup, you can link link vendors to the 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 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.
   • Linking a vendor is optional.

   

5. In Section 4 and 5 of the Create Activity (full edit) popup, you can link invoices and documents to an 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.
     • To link an invoice, start 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.
   • Link documents to activities to create a full history of your task and events.
     • To link a document, start 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.

6. Click the “Create” button to save your new activity.

   

If you have any suggestions for product updates that managemate should prioritize or if you have general questions on the new features, you can contact us at [email protected]