Internal Jobs and Task Tracking for Coworking Centres
The module tracks fit-outs, servicing, vendor visits and audit preparation. Each job has an owner, a due date and a centre.
Work that has no ticket
Preparing a floor for a tenant, servicing the generator, chasing a signage vendor and refilling fire extinguishers are not member complaints, so they do not fit a ticket. Without a record, they live in one person’s notebook. Jobs give that work an owner and a date.
How a job is held
Jobs and tickets
A fit-out handover, step by step
Handing a floor to a new tenant is the job most centres drop things on. Written as steps, it stops depending on who is on shift.
Recurring jobs worth setting up first
- Fire extinguisher refills and fire equipment checks.
- Generator and UPS servicing.
- Water tank cleaning and pest control.
- Air conditioner servicing before summer.
- Lift inspection dates, where the building has a lift.
Rules that keep the job list honest
A job list that nobody trusts is worse than none. A few habits keep it alive.
Nearby screens
- Member tickets: complaints raised by the people who sit there.
- Assets and stock: the equipment a maintenance job concerns.
- Automation: repeating jobs raised to a schedule.
Agree the evidence before signing off this part.
Use a representative scenario to decide what this part of the system must show and where review is still needed.
Not a project planning tool
Which observation would change the proposed scope?
For “Not a project planning tool”, observe someone completing the task with a representative example. Record where they stop, ask another person or re-enter information, then choose the smallest change whose result the team can verify.
Background reading: GOV.UK: researching user needs
Final clean and sign-off
What needs fresh approval after a record is changed?
For “Final clean and sign-off”, change a material detail after approval during a scoped walkthrough. Agree the next responsible person and the evidence needed before the work can continue.
Background reading: ERPNext: approval transitions
Frequently asked questions
Can housekeeping use a daily checklist here?
Yes. A repeating job with steps works as an opening or closing checklist, ticked off on a phone by the supervisor.
Do vendors get a login?
No. Vendors are recorded on the job with their quote and visit date, and a member of your team updates it.
Can the owner see jobs across centres?
Yes. Jobs appear in one list, filtered by building or by owner. The overdue list is a common starting point.
Is it useful for a single floor?
It depends on the work. Day-to-day upkeep of one floor may run on a paper list. The module matters more with a fit-out, an inspection or a second building.
Can a job have two owners?
No, by design. One name carries the job, and others can be listed as helpers in the steps.
How do we keep quotes from vendors?
The quote amount and the visit date are noted on the job. Whether the quote document is attached depends on how you scope the module.
What happens when the owner leaves?
Open jobs can be reassigned in one go, so nothing stays under a name that no longer reads the list.
Tell us what you need.
Share your requirements and one of our engineers will come back to you within one business day.
What happens after you share your requirements
- A senior engineer reads your answers. Nobody phones first.
- Within one business day you get a written note: what we understood, what we would start with, and the questions we still have.
- If it fits, a proposal follows with the order of work, what we need from you and what you receive at each step.
- No call is booked and nothing is paid until you have read the note. Your details stay with us.
Start with your requirements
Seven short steps that tell us what you need. A senior engineer reads them before anyone gets in touch.
Share your requirements