Task Tracking Guide
Stratapilot · Help Centre Last updated: June 2026
Overview
The Tasks module lets committees capture and track action items arising from AGMs, EGMs, committee meetings, or day-to-day operations. Tasks can be made public so all lot owners can see progress on decisions that affect them.
Who Can Do What
| Action | Executive | Ordinary Member | Caretaker | Viewer |
|---|---|---|---|---|
| Create tasks | ✅ | ✅ | ❌ | ❌ |
| View committee-only tasks | ✅ | ✅ | ✅ (assigned only) | ❌ |
| View public tasks | ✅ | ✅ | ✅ | ✅ |
| Update task status | ✅ | ✅ (assigned tasks) | ✅ (assigned tasks) | ❌ |
| Add comments | ✅ | ✅ | ✅ (assigned tasks) | ❌ |
| Delete tasks | ✅ | ❌ | ❌ | ❌ |
The Kanban Board
Tasks are displayed as a Kanban board with three columns: Open, In progress, and Completed. On desktop, drag a card from one column to another to update its status instantly.
On mobile, tabs replace the columns — tap Open, In progress, or Completed to filter, then tap the → button on a card to advance it to the next status.
Filter by priority using the All priorities dropdown at the top right.
Creating a Task
- Go to Tasks in the main navigation.
- Click New task.
- Fill in the form:
- Title — required. A short, actionable description.
- Description — optional. Use the AI Enhance button to draft or improve the description.
- Source — where the task originated:
Source When to use Standalone Created independently, not linked to a meeting AGM Arising from an Annual General Meeting decision EGM Arising from an Extraordinary General Meeting decision Committee meeting Arising from a committee meeting resolution - Priority — High, Medium (default), or Low. Cards are colour-coded: red border for High, amber for Medium, grey for Low.
- Visibility:
Visibility Who can see it Committee only (default) Committee members and caretakers only Public All scheme members including lot owners (Viewer role) - Due date — optional. Overdue tasks display an Overdue badge in red.
- Click Create.
Tip: Tasks created automatically from a passed general-meeting poll are linked to that poll via
source_poll_id. The task's source is set to AGM or EGM depending on the event type.
Task Statuses
| Status | Meaning |
|---|---|
| Open | Not yet started |
| In progress | Work has begun |
| Completed | Work is done |
| Cancelled | Task was cancelled and will not be completed |
To change a task's status, open the task detail and click one of the four status buttons. On the Kanban board, drag the card to a different column (desktop) or use the → button (mobile).
Task Detail View
Click any task card to open the detail view. From here you can:
- Change status — click any of the four status buttons
- View task metadata — source, assignee, due date, visibility
- Add comments — type in the comment box and click Post. Use the AI Enhance button to polish a comment before posting.
- Delete the task — executives only; appears at the bottom of the detail view
Comments
The comment thread on each task allows committee members and caretakers to log progress updates, ask questions, or record decisions. Comments are visible to all members who can view the task (based on its visibility setting).
Automatic Task Creation from Polls
When a GENERAL poll passes, the platform optionally creates a task automatically:
- The task is linked to the poll via
source_poll_id - Source is set to AGM or EGM
- Visibility is set to Public by default (AGM action items are visible to all lot owners)
If automatic task creation fails at poll close time, a retry job handles it — the poll is not rolled back.
Frequently Asked Questions
Can a Viewer see tasks? Only Public tasks are visible to Viewers. Committee-only tasks are hidden from all non-committee members.
Can the same task be assigned to a caretaker? Yes. When creating or editing a task, any scheme member (including caretakers) can be set as the assignee. The caretaker will see their assigned tasks in the task list.
Can tasks be linked to documents? Not directly in v1. Add a document reference in the task description or comment thread.
How do I cancel a task? Open the task detail and click the Cancelled status button.
This guide documents Stratapilot platform behaviour. Task records are retained indefinitely as part of the scheme's governance history.