> ## Documentation Index
> Fetch the complete documentation index at: https://help.liftai.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Track work with Custom Tasks

> Create a task on a property, move it through statuses on the board, log updates with evidence, set follow-up dates, and complete it.

**Custom Tasks** track work that doesn't fit an invoice, ticket or certificate: chasing a vendor for a quote, a callback that keeps recurring, a promise someone made on a site walk. Each task belongs to one property, has an owner, and keeps a log of everything the team did on it.

<video controls preload="none" poster="https://media.liftai.com/whats-new/2026-10-22-tasks-poster.jpg" src="https://media.liftai.com/whats-new/2026-10-22-tasks.mp4" />

> [!NOTE]
>
> Custom Tasks are available to the **consultant** role. Tasks are shared with everyone in your company who can access the property.

## Where to find tasks

* **Custom Tasks** in the sidebar lists tasks across all your properties.
* The **Custom Tasks** tab on a property page lists that property's tasks.
* The **Custom Tasks** tab on an elevator page lists tasks on that elevator, plus the property's tasks that don't name an elevator.

Select a task to open it. From a property or elevator tab it opens in a window; select **Open full page** to see it on its own page.

## Create a task

**1. Select New task**

Select **New task** on the Custom Tasks page, or on a property or elevator's Custom Tasks tab.

**2. Pick the property**

From the Custom Tasks page, pick the **Property**. From a property or elevator tab, the property is already set.

**3. Fill in the task**

* **Elevators**: pick the elevators it concerns, or leave it empty if the task covers the whole property.
* **Assign to**: the owner. It defaults to you and lists the people in your company who can access the property.
* **Task name**: a short description, such as "Car 2 doors reopening, tech callback needed".
* **Next follow-up**: optional. See [Set a follow-up date](#set-a-follow-up-date).
* **Description**: rough notes are fine. See [Tidy notes with AI](#tidy-notes-with-ai).

**4. Select Create task**

The task gets an ID such as **ISS-12**, starts in your first open status (**Drafted** by default), and opens.

To change the name, owner, elevators, description or category later, use **Edit task** on the task. The category defaults to **General**.

## Statuses and the board

Every task has a status. The default statuses are:

| Status | Meaning |
| - | - |
| **Drafted** | Open. New tasks start here. |
| **Working on it** | Open. |
| **Waiting on vendor** | Open. |
| **Blocked** | Open. |
| **Completed** | Closes the task. |
| **Canceled** | Closes the task. |

Group admins can customize the statuses: rename, recolor, reorder, add and remove the open ones, and recolor or reorder Completed and Canceled. See [Customize task statuses and update labels](/tasks/customize-statuses-and-labels.md).

Switch between two views at the top of the list:

* **Board** shows a column per status. Drag a card to another column to change its status.
* **List** groups tasks into a section per status. Drag a row by its handle to move it to another section.

You can also change the status from the status menu on the task itself. The change saves straight away.

### Filter and search

Narrow the list with **Property** (on the Custom Tasks page), **Owner**, and **Follow-up** (**Overdue** or **Due this week**), or type in **Search tasks…** to match a task's name, ID, owner, property or elevator. **Sort** orders tasks by **Newest first**, **Follow-up date** or **Last updated**. **Clear** resets the filters.

Open tasks always show, however old they are. The **Period** filter at the top of the page only narrows Completed and Canceled tasks, by the date the task was created. On an elevator's tab, the **Created** filter narrows open and closed tasks alike, so an older open task can be hidden there.

## Log an update

Log an update every time something happens: a call, an email, a vendor reply.

**1. Select Log update**

Select **Log update** at the top of the task or on its **Activity** tab.

**2. Pick a label**

Pick what kind of update it is. The default labels are **Update**, **Chase sent**, **Provider update**, **Scope change** and **Escalated**.

**3. Write what happened**

For example, "Called Schindler, quote promised by Friday." Add files with **Attach evidence** if you have them.

**4. Select Save log**

The update appears on the task's **Activity** tab.

Updates can't be edited or deleted once saved, so check them before saving.

The **Activity** tab lists every update with its date, label, author and files. It also records changes to the task itself, such as a new status or owner. Select **Hide system changes** to see only the updates people logged.

## Attach evidence files

You can attach PDFs, images (JPG, JPEG, PNG) and spreadsheets (CSV, XLS, XLSX) up to 5 MB each. Attach them in two places:

* On an update, with **Attach evidence** when you log it.
* On the task, with **Upload** on the **Attachments** tab.

The **Attachments** tab lists every file on the task, who uploaded it, and which update it came with. Select a file name to open it. Files can't be removed once attached.

## Set a follow-up date

A follow-up date is when someone should check the task again. Set it when you create the task, or from **Follow-up** at the top of the task: pick **Tomorrow**, **In 3 days**, **Next week**, or **Pick a date**.

On that date the task shows in **Needs Attention** as **Follow-up due**, and counts toward the badge in the sidebar. After the date passes it shows as **Follow-up overdue**, and the task's follow-up date is marked overdue.

Once you've checked on it, set the next follow-up date, or select **Clear follow-up** to take it off Needs Attention. Completing or canceling the task also takes it off.

## Tidy notes with AI

When you create or edit a task, you can type rough notes in **Description** and select **Let AI tidy these notes**. Lift AI rewrites them into clear sentences, keeping every fact and adding nothing. Read the result before you save.

## The AI summary

The **AI summary** at the top of a task is two or three sentences on where the task stands. Lift AI rewrites it from the whole task when someone opens the task after a new update or status change, so outdated facts drop out. In the List view, the **AI summary** column shows each task's latest summary.

## Complete a task

Move the task to **Completed**, by dragging it on the board or list, or from the status menu on the task. Completing a task takes any follow-up off Needs Attention.

LiftAI then asks **Anything the team should remember?** and shows draft knowledge entries written from the task's updates. Edit, delete or add entries, then select **Save to knowledge** (it shows how many, such as **Save 2 to knowledge**), or select **Cancel** to save nothing. The task stays Completed either way. See [Record what your team knows](/knowledge/record-team-knowledge.md#publish-from-a-task).

The prompt doesn't appear when:

* The task is moved to **Canceled**.
* The task moves to Completed from Canceled.
* The task was already published to knowledge and nothing has been logged since.
* Knowledge isn't turned on for your account.

If a task is no longer needed, move it to **Canceled**. Tasks can't be deleted.

## Related

* [Customize task statuses and update labels](/tasks/customize-statuses-and-labels.md)
* [Record what your team knows](/knowledge/record-team-knowledge.md)


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