(The above video talks about the possibilities and overall usage of Task Management, but the video further down dives into the specifics of setup and configuration.)
Why Project Management in Sisu?
We’re always in search of those key features that open new windows for our users.
Task management is one of those that we’ve had in mind for a while, and it opens up a completely new angle for how you use our platform to build and scale your real estate team.
We get feedback from a lot of our teams using project management tools such as Trello, Asana, or Monday.com to manage their real estate workflows.
Some call it the “other side” of transaction management—outside of document storage and compliance, they’re the things that need to happen for a transaction to be successful. Often, they’re the items that help the team go above and beyond, or create more transactions by leveraging their existing ones.
In essence, it’s project management.
But there’s a problem. When your data sits in one place, and your project workflows sit in another, you’ve created yet another place for your team to enter data.
That’s why Sisu tackled full project and task management from inside our platform.
So that your tasks and your data can all sit in one place.
Setup / Configuration
In addition to tasks, you can set task notifications as shown in the below screenshot:
Note - Task notifications only send an email and don’t need to be checked off.
So a sample scenario might be like this:
- Your team has a due diligence deadline.
- Before this date, there are a bunch of things that need to happen — for example, a home inspection.
- Seven days before, you could set a task notification to send to the agent a reminder that the home inspection needs to be scheduled.
- Three days before, you could set a task notification to send another reminder to the agent to confirm.
- Then, one day before, you could set an actual task (not a notification) for the TC to confirm that everything is good to go.
This is a good process because rarely will agents consistently keep up on their tasks inside of Sisu. So using this pattern, you don’t create tasks for agents -- you just send notification reminders, and then you assign the ultimate confirmation to the TC as a task that needs to be checked off.
Transaction stages are different from transaction statuses.
Transaction statuses are the milestones that transactions pass through, and are hard-coded into Sisu. These include:
- Appt Set
- Appt Met
- Live Listing (For sellers)
- Under Contract / Pending
Stages usually sit between the Signed or Live Listing and Under Contract / Pending statuses (for a discussion about Under Contract vs Pending in Sisu, see this article). They are more granular, such as "Awaiting Inspection" or "Post-Closing Tasks".
You can modify your transaction stages from Admin>Tasks>Transaction Stages.
Task Lists in Sisu are similar to "checklists" or "task templates" in other platforms. They are about creating the perfect formula for success on each transaction.
You can create these from Admin>Tasks>Task LIsts. Then, Tasks can be added to one or multiple Task Lists.
To add a Task List to a transaction, simply go to the "edit" screen on the transaction, click "Tasks" from the left-hand Transaction Menu, and add a Task List.
Once added, you can modify individual Tasks on the transaction without modifying the original Task List template. Any changes to the Task List template will not apply to any transactions the Task List template was previously applied to.
Tasks in Task Lists can have hardcoded dates or dates that are relative to transaction dates (such as the closing date): i.e. a task to "Post on Social Media" 1 day after a transaction closes. If the closing date gets pushed, the due date for the task will move along with it since it is tied to it.
Tasks can also be hardcoded to be assigned to one team member, or they can be dynamically assigned to the transaction's designated agent or transaction coordinator (whoever has the TC role).
The task manager is one place for you to see everything that's due for every transaction.
You can use the filters to filter for tasks in a specific status or tasks assigned to one agent or one group of agents.
Agents will be sent a copy of their own assigned tasks each morning via email and push notification.
Admins will be sent a copy of the overall tasks for the team as well as their own assigned tasks in the same manner.
Lastly, here is a quick video you can show your agents touching on how they will use transactions and tasks together in their daily use:
IMPORTANT / TROUBLESHOOTING:
1.) For Task Lists that have "TC tasks" in them:
If the TC field isn't filled out on the transaction BEFORE a task list is triggered automatically from a particular transaction status change, ALL of the "TC tasks" will get assigned to the primary agent of the transaction. Therefore, you should fill out the TC field beforehand.
If the TC field isn't filled out on the transaction, and a task list is added manually, ALL of the "TC tasks" will be assigned to whomever manually added the task list. Therefore, you should fill out the TC field beforehand.
2.) When a Task List is applied to a transaction, any modifications made to the Task List configuration (in Admin > Tasks) will NOT reflect on the individual transactions it was previously applied to (even if the master Task List is deleted). This is by design. If you need to modify the Task List on transactions it was previously applied to, you must make those changes individually on each transaction it was previously applied to.