The following examples demonstrate how tasks in Moderan can be used to manage time-critical activities and ensure responsibilities are clearly assigned and tracked.
They illustrate practical workflows for handling building certificate renewals and rental contract end processes, including task creation, record updates, and task completion once the required actions are carried out.
Certificate Renewal – Step-by-Step Instructions
Goal: Track a certificate renewal using a task, upload the renewed certificate to the Building card, and close the task once the process is completed.
Step 1 — Create a Task under Activities section [Property Manager]
▶ Assets > Building card > Activities section
- Open the relevant Building card in Moderan
- Go to the Activities section
- Click +ADD NEW
- Create a Task with a clear Title (e.g. „Renew BREEAM certificate"). If needed, include additional instructions as steps in the Notes or create Subtasks
- Set the Due Date for the certificate renewal
- Assign the task to the responsible person
- Click Save
Assignment notification: If you assign the task to someone else and the date is today or later, that person receives an email notification when the task is saved. The assignee can open the task directly from their email by clicking on the Deadline date
Step 2 — Renew the Certificate [Assignee]
▶ Activities center
The assigned person reviews the task in their Activities center task list and proceeds with the certificate renewal process.
Step 3 — Add the Certificate to the Building Card [Assignee]
▶ Assets > Building card
- Open the same Building card
The most convenient way to access the task is through the Activities center list. Simply click on the cog icon next to the Task Due Date > OPEN IN NEW TAB and the right location, where the task was created (in this case - Building card) will be opened in the new tab
- In the Building Certificate field, add a new entry and fill in all required details for the renewed certificate.
Step 4 — Upload Certificate and Finish the Task [Assignee]
▶ Assets > Building card > Activities section
- In the Activities section of the same Building card, open the Certificate renewal task
- Upload the new/renewed certificate file in the Files & Notes section of this Task:
- Change the task Progress to Done. You can also change the Date to the day the task was accomplished and add additional notes for future record.
Once the task is marked as Done, it is removed from the active tasks list and serves as a record that the certificate renewal has been completed.
Step 5 — Overview of the Task completion [Property Manager]
▶ Activities center
In the Activities center list you can keep an eye on Tasks and their statuses for each team member (or All).
When you first open Activities, it displays only the To Do tasks assigned to you. However, you can filter or sort tasks by Status and Assignee, allowing you to view:
- To Do tasks (open and any other Custom Progress options), and
- Done tasks (completed activities).
You can read more about Activities center here.
Lease Extension – Step-by-Step Instructions
Goal: Create a task to notify the lease manager that a rental contract is approaching its end, have the lease extended, update the contract in Moderan, and close the task.
Step 1 — Create a Task for Lease Renewal [Property Manager]
▶ Contracts > Rental Contracts > Activities section
- Go to the Rental Contract that is approaching its end date
- In the Activities section, click +ADD NEW
- Create a task with a clear title, for example: „Lease end approaching – renewal required". Add any additional notes or instructions if needed (in the Notes or create extra steps with Subtasks)
- Set the Due Date to a suitable lead time before the lease end (so the manager has time to act)
- Assign the task to the Lease Manager
Assignment notification: When you assign the task to someone else and the date is today or later, that person receives an email notification when the task is saved. The assignee can open the task directly from their email by clicking on the Deadline date
Step 2 — The Lease Manager Reviews the Task [Lease Manager]
▶ Activities center
The Lease Manager reviews the task in their Activities center task list and initiates the lease renewal process.
Step 3 — Update the Rental Contract after the extension is agreed [Lease Manager]
▶ Contracts > Rental Contract
- Open the Rental Contract and click EDIT.
The most convenient way to access the task and its source is through the Activities center list. Simply click on the cog icon next to the Task Due Date > OPEN IN NEW TAB and the right location, where the task was created (in this case - Rental Contract) will be opened in the new tab
- Change the End of Rental Period date to the new agreed end date.
Step 4 — Upload the document and Complete the Task [Lease Manager]
▶ Contracts > Rental Contract > Activities
- Go to the Rental Contract > Activities section
- Open the Lease renewal task
- Add the lease extension agreement or related documentation under the Files & Notes section of this task:
- Change the task Progress to Done. You can also change the Date to the day the task was accomplished and add additional notes for future record
Once the task is marked as Done, it is removed from the active task list in Activities center and serves as a record that the lease renewal process has been completed.
Step 5 — Overview of the Task completion [Property Manager]
▶ Activities center
In the Activities list you can keep an eye on Tasks and their statuses for each team member (or All).
When you first open Activities, it displays only the To Do tasks assigned to you. However, you can filter or sort tasks by Status and Assignee, allowing you to view:
- To Do tasks (open and any other Custom Progress options), and
- Done tasks (completed activities).
You can read more about Activities center here.
Explore more articles in the Moderan Knowledge Base. If you have any questions or need assistance, feel free to contact us at support@moderansolutions.com.