Software for the team that keeps a residential tower running

What a residential team deals with every day

A residential tower produces a steady stream of small, urgent and repetitive work. Most of it arrives as a complaint: water coming through the bathroom ceiling in 1203, a lift lobby light that has flickered for a week, a gym door that will not close, a smell in the basement car park. The rest comes from the plant room: a chiller tripping on high pressure, a booster pump getting noisy, an AHU filter that is overdue.

The people handling it are usually a building manager or community manager, a concierge desk working shifts, a few maintenance technicians, a cleaning team, security, and outside firms for lifts, fire systems and chillers. The problem is rarely skill. The problem is that the work lives in a phone log, a notebook at the concierge desk, a WhatsApp group and the building manager’s memory. When a resident calls for the third time about the same leak, nobody can say who went up, what they found or why it is still dripping.

TaskLoop is built for that gap. It does not replace your building management system or your accounting. It gives every request and every job an owner, a deadline and a record.

How a resident complaint becomes a closed job

Every job in TaskLoop follows the same four steps: request, assign, act, rate.

Request. A resident calls or stops at the concierge desk to report water coming through the ceiling. The concierge registers it in the admin dashboard with the unit number, category, a short description and a priority. Residents can also scan a QR code in their unit or in a common area, such as the lift lobby or the gym, and submit the request themselves without calling.

Assign. The building manager, or whoever is running the desk, assigns it to a technician or to the maintenance department, sets a deadline and adds instructions: check 1303 above first, the resident there is home after six.

Act. The technician gets a push notification on the staff mobile app, accepts the task and updates its status as the work progresses. When it is done, they attach a photo of the repaired trap under the 1303 basin and complete the task. The completion time is recorded automatically.

Rate. The job closes with a full record of who did what and when. If the resident submitted the request through the QR flow, they can follow it and rate the service once it is complete.

If nobody picks the task up, or it runs past its deadline, it escalates to a supervisor. In practice this is the change teams notice first. A leak reported at nine on a Friday night no longer waits until someone remembers it on Monday morning.

Plant rooms, lifts and the work residents never see

Most of a building’s maintenance is never reported by anyone. Somebody has to read the chiller log, change AHU filters, test the fire pump, clean the water tanks and walk the car park looking for dead lights. When that work slips, it comes back later as a complaint, or as a breakdown in the middle of summer.

In TaskLoop, this work is a task like any other. The chief engineer or building manager creates “Replace AHU-2 filters, level 30 plant room”, assigns it with a deadline and instructions, and gets a photo back when it is done. Recurring schedules for preventive maintenance, such as monthly filter changes, quarterly fire pump tests and daily plant-room checklists, are set up once and generated automatically.

Specialist work usually goes to outside firms: the lift company, the fire contractor, the chiller service provider. Contractors can be assigned jobs and close them with photo proof, so their visits sit in the same record as your own team’s work. If you prefer, a member of your team can own the contractor task and attach a photo of the service report when the visit is done.

For a practical starting point on planned work, see our preventive maintenance schedule template for residential towers.

Fewer chase-up calls from residents

Resident frustration is often less about the fault and more about the silence after reporting it. A resident who reported a broken intercom on Monday and hears nothing by Thursday calls the concierge, then the building manager, then posts in the residents’ group. Each of those calls costs time that could have gone into fixing the intercom.

With every request logged and owned, the concierge can answer “where is my request?” in seconds: who has it, when it was accepted and whether it is waiting for a part. The building manager sees all open requests on one screen, along with each department’s workload, instead of walking the floors asking. For more on this, read how to handle tenant maintenance requests without a call centre.

A record you can show the owners

Residential buildings answer to someone: an owners’ association, a board, a developer or a property management company. When they ask how quickly complaints are handled, or whether the lobby lighting was fixed last month, a photo and a timestamp are a better answer than “I think so”.

TaskLoop’s reports show task completion rates, response and completion times, and staff performance. Bring them to the monthly meeting and look at which categories keep coming back. If the same stack of units reports leaks every winter, that is a capital-works conversation, not a maintenance one, and now you have the history to support it.

Who uses what

What TaskLoop does not do

TaskLoop is not a building automation system. It does not read chiller sensors, switch AHUs or raise alarms from your BMS. It is not accounting software either: service charges, invoices and owner ledgers stay where they are today. TaskLoop is the layer where people take on work and close it. If you are unsure where the lines fall between these systems, CMMS vs CAFM vs BMS explains the difference.

Getting started

Most residential teams start with the concierge desk and the maintenance team. For two weeks, log every call and walk-in as a request, assign it, and close it with a photo. At the end you will have something most buildings never see: a complete list of what residents report, how long each job took and where work stalls.

Pricing is quote-based and depends on the size of the building and the team. Book a free demo and bring a week of real complaints; we will walk through how each one would run in TaskLoop. You can also read more about building management with TaskLoop.