PadPulse Tasks - End-2-End Workflow

Overview

The Tasks feature allows you to create, assign, track, and manage maintenance requests from start to finish. Tasks can be created manually or directly from member messages, assigned to vendors, monitored through every stage, and documented for future reference.
Tasks also include internal collaboration tools, vendor communication, and status tracking throughout the maintenance process.

Create a Task from a Member Message

Maintenance tasks can be created directly from a member conversation.
To create a task:

1. Open the member message.
2. Select Push to Maintenance Ticket.
3. A new task is automatically created.

The task description is generated using the content of the linked message, reducing the need for manual data entry.

Review Task Details

After the task is created, you can review and update the task information.
By default, the task includes:

• Task description
• Medium priority
• Request status
• Linked member message
• Reporting member

You can also:

• Edit the description
• Change the priority
• Set a due date
• Add attachments
• Assign internal team members
• Add internal comments

Multiple messages can be linked to the same task, allowing the generated description to include additional context.

Categorize the Task

Assign the task to the appropriate maintenance category.
For example:

• Appliance
• Plumbing
• Electrical
• General Maintenance

If Appliance is selected and appliances have been configured for the property, you can associate the task with a specific appliance.
Tracking tasks by appliance allows PadPulse to monitor:

• Number of maintenance issues
• Repair history
• Total maintenance costs

On Pro accounts, AI Pulse may recommend replacing an appliance based on its repair history and maintenance costs.

Assign a Vendor

After reviewing the task:

1. Select a vendor from your Vendor Directory.
2. Save the task.
3. Select Send to Vendor.

Once sent:

• The task status changes to Open.
• The assigned vendor receives an SMS notification.
• A dedicated vendor chat is automatically created.

Communicate with Vendors

Each task includes a built-in two-way chat with the assigned vendor.
The chat can be used to:

• Discuss the repair
• Answer vendor questions
• Share updates
• Track communication throughout the job

All task status changes are recorded in the task history.

Vendor Experience

When a vendor receives the SMS notification, they can:

1. Open the Vendor Portal using the provided link.
2. Log in using their phone number and a one-time verification code.
3. Review the task details.
4. Assign the job to themselves or another member of their team.

If the task is reassigned within the vendor's team, the reassignment is automatically reflected in the task history and vendor chat.

Accept a Job and Submit a Quote

After reviewing the task, the vendor can accept the job.
As part of the acceptance process, the vendor can submit an estimate including:

• Hourly rate
• Estimated labor hours
• Optional travel fee
• Notes for the property manager

For example, the vendor can indicate when they are available to begin the work.

Download Task Records

After a task is completed, you can download a PDF task record.
The exported record includes the task history and activity log.
Attachments such as photos and videos are not included in the PDF and should be downloaded separately if needed.

Important Notes

• Tasks can be created directly from member conversations.
• Task descriptions are automatically generated from linked messages.
• Multiple messages can be attached to a single task.
• Appliance-linked tasks help track repair history and maintenance costs.
• Vendors receive task notifications via SMS.
• Every assigned task includes a dedicated two-way vendor chat.
• Vendor reassignments are automatically recorded in the task history.
• Completed task records can be exported as PDF files.

Updated on: 30/06/2026