▶ Contracts > Requests, Rental Contracts, Service Contracts
▶ Assets > Building card
▶ Contacts > Organization card
Activities help you organize, assign, and track work related to your Buildings, Contracts, and Organizations in one central place.
Whether you need to renew a building certificate, follow up on a lease renewal, review a service agreement, or remind a colleague about an upcoming inspection, Activities keeps everything organized and ensures responsibilities are clearly assigned.
Each activity can be assigned to a responsible user, include detailed instructions, contain supporting files or links, and be broken down into subtasks. Activities are automatically displayed in the Activities center, allowing users to monitor upcoming work, completed tasks, and overdue items from a single location.
Creating an Activity
To create a new Activity:
- Open the relevant Building, Rental Contract, Request, Service Contract, or Organization card
- Navigate to the Files & Notes / Activities and open the Activities section
- Click +ADD NEW
- Enter the required information and click to Save
Activity fields
- Date* - specifies when the activity should take place. Future dates create reminders for the assigned user, while past dates can be used to record completed events
- Progress* - indicates the current status of the activity. By default, Moderan includes Open and Done, but additional Progress options can be configured by Admin user. Follow the instruction here
- Assignee*- specifies the user responsible for completing the activity. By default, this field is populated with the user creating the activity
- Type - categorizes the Activity. By default, Task is available, and Admin user can create additional Activity Types. Follow the Instructions here
- Title* - a short, descriptive summary of the activity
- Notes - additional information, instructions, or comments related to the activity
Best Practice
Use clear, action-oriented titles such as Renew BREEAM Certificate, Review Service Agreement, or Prepare Monthly Report. Descriptive titles make Activities easier to search, filter, and understand at a glance.
Include all important details in the Notes field, such as instructions, deadlines, or contact information. This helps the assignee complete the task without needing additional clarification.
Creating Subtasks
Subtasks allow you to divide a larger activity into smaller, manageable steps while keeping everything organized under a single parent activity.
For example, instead of creating multiple independent activities for a building certificate renewal, you can create one main activity and several subtasks.
Example
Main Activity - Renew BREEAM In-Use Certificate
Subtasks:
- Collect required documentation
- Schedule assessor visit
- Upload renewed certificate
- Verify certificate details
- Notify stakeholders
This keeps the entire renewal process together in one place.
How to create a Subtask
- Click the cog icon next to the Date of the existing Activity
- Select +ADD SUBTASK
- Enter the required information and click to Save
Alternatively:
- Open the Activity
- Scroll to the Subtasks section
- Click +ADD NEW
- Complete the required information
- Save the Subtask
A task can contain multiple subtasks. Each subtask can also include its own subtasks, allowing you to organize even the most complex workflows into a clear hierarchy.
Adding Files and Links
Activities often require supporting documentation, such as contracts, certificates, reports, meeting minutes, or external resources.
Files and links can be attached directly to an Activity, ensuring all related information remains available in one location.
To attach a file or link
- Click the activity Date to open its details
- In the Files & Notes section, click + ADD NEW
- Complete the required information
- Upload the file or paste the URL
- Save the changes
Files and links added to an Activity are automatically displayed in the Files & Notes section. They also remain accessible directly from the Activity where they were originally added.
Updating an Activity
Activities can be updated at any time.
Typical updates include:
- changing the due date
- reassigning responsibility
- updating Progress
- editing instructions
- adding notes
- attaching additional documentation
Changes become visible immediately to users with access to the related record.
Keeping Activities up to date helps your team maintain an accurate overview of ongoing work and reduces the need for manual follow-ups.
Completing an Activity
After all required work has been completed, update the Activity's Progress to Done.
To complete an Activity:
- Open the Activity
- Change Progress to Done
- Save the changes
Once completed, the Activity is displayed in grey color.
Activities remain active until their Progress is changed to Done. Changing the due date or completing all subtasks does not automatically complete the parent Activity.
Notifications and Reminders
Notifications and Deadline Reminders help ensure that important tasks are not overlooked.
Moderan automatically notifies users about Activities assigned to them, if Assignee and Modifier are different users. Notifications are sent to the email address of the user selected in the Assignee field as soon as the Activity is saved.
- Deadline Reminder is sent when an Activity becomes due (based on its Date)
Unlike Contract reminders, Activity notifications are always sent directly to the assigned user, ensuring that each task reaches the person responsible for completing it.
More with Activities
Activities are a way to bring task management into your Moderan workflow. Because of that, there's plenty of ways to customize them to fit your team. For Admins, you can customize an Activity's progress options (under review, waiting on vendor, on hold, etc.) and its corresponding color code. Admins can also customize the type (reminder, inspection, renewal, etc.).
If you're unsure how Activities work in practice, check out some use cases on how our clients utilize Activities in their property management workflows.
Explore more articles in the Moderan Knowledge Base. If you have any questions or need assistance, feel free to contact us via chat or at support@moderansolutions.com.