Learn how Mygate helps RWAs assign tasks, track progress, and manage recurring society operations efficiently.
It’s common knowledge that Managing Committee and RWA members have their hands full with daily society issues, over and above handling certain monthly and periodic society management tasks. With Mygate’s diverse and intuitive ‘Task Assignment and Management’ functionality, a great deal can be set on auto-reminder/auto-update mode so that you never have to run around for chores at the last minute. Mygate has multiple easy-to-use in-built tools to handle the smallest to the most complex society management tasks with highly user-friendly features and customizable templates.
In practical matters, a society functions through the collaboration of MC, maintenance staff, service providers, and residents. Each stakeholder must do their part on time for everything to flow smoothly.
Why housing societies need better task management
A typical apartment complex handles a wide range of recurring and one-time activities.
These may include:
- Maintenance collection follow-ups
- Vendor coordination and payments
- Lift and equipment servicing
- Staff scheduling and supervision
- Inventory and supply management
- Resident complaints and service requests
- Fire safety inspections
- Community events and meetings
- Amenity management
When these tasks are tracked through phone calls, spreadsheets, WhatsApp groups, or handwritten notes, it becomes difficult to monitor progress and accountability.
As communities grow larger, this challenge becomes even more visible.
The problem with manual task tracking
Many societies rely on individual committee members to remember deadlines, follow up with vendors, and coordinate staff.
This often creates situations where:
- Tasks get delayed
- Responsibilities become unclear
- Service requests remain unresolved
- Maintenance activities are missed
- Follow-ups depend on a single individual
Over time, this can affect both operational efficiency and resident satisfaction.
Common examples of routine and recurring management tasks done by MC, facilities manager, and/or service staff in a typical housing society:
1. Financial/administrative
- A monthly collection of maintenance dues
- Salaries of maintenance and service staff
- Invoicing members for bills and acknowledgment of payment received
- Society bank account maintenance (current/savings/FD)
2. Vendor payments
- Common light and water bill
- Waste collection
- Plumber, electrician, gardener, etc.
- Water tanker services
3. Maintenance
- In-site composting management
- Monthly inventory/supplies/hardware hauls
- Lift AMC and maintenance
- Service/Boiler room AMC
- Gardening supplies and disposal
- Overhead tank cleaning and maintenance
- Fire safety drills/safety equipment inspection
- Pool, gym, clubhouse AMC and monthly maintenance
- Booking amenities for residents monthly
- Solar panels/water/light meter/parking space routine maintenance
4. Miscellaneous
- Task list for society’s festivals and events
- Inspection, repair of electrical devices in common premises (light bulb/fixtures)
- Tasks and communication to be carried out for general/annual/special meetings
How task assignment improves society operations
A structured task management system helps committees organize responsibilities more effectively.
Tasks can be assigned to specific committee members, facility managers, maintenance staff, or vendors, ensuring that everyone knows what needs to be done and by when.
Instead of repeatedly following up through calls and messages, committees can track the status of tasks and monitor progress in a transparent manner.
This creates greater accountability and helps reduce the chances of important activities being overlooked.
How Mygate helps RWAs manage tasks
Mygate’s Task Assignment and Management module helps societies manage daily operations from a single platform.
Committee members can create tasks, assign responsibilities, set deadlines, and monitor completion status with ease.
Whether it is tracking a lift maintenance visit, assigning a resident complaint, following up with a vendor, or planning a community event, tasks can be organized and managed in a structured manner.
For recurring activities, automated reminders help ensure that routine responsibilities are completed on time without depending on manual follow-ups.
Setting up task assignment and management with Mygate app
1. Here’s how you can add staff
- Login to dashboard.mygate.com
- Click on People Hub icon present on the left-hand side of the screen
- Click on Add Staff option
- Enter the required details
- Click on Add
2. Here’s how you can create non-recurring tasks
- Click on the Society icon present on the left-hand side of the screen
- Click on Tasks option
- Under Non-Recurring Task, click on Create
- Enter the required details and click on Create
3. Here’s how you can create recurring tasks
- Click on the Society icon present on the left-hand side of the screen
- Click on Tasks option
- Under Non-Recurring Task, click on Create
- Enter the required details and click on Create
Here’s why you should use ‘Task Assignment and Management’
- Auto assignment based on categories of tasks and status tracking
- Ability to add or remove staff members/committee members and reassign workflow assignment
- Easy to use interface
- Simple configurations to get you started
- Assignment of residents’ complaints to the relevant department, like plumbing, cleaning, electrician, etc. with the features to manage staff roster and track status of service requests and auto-escalation.
- Editable Vendor Master for lists of vendors with complete details like department, bank details, contact numbers.
- End-to-end asset management with Asset Categorisation where admin can assign asset management to service staff
- Complete inventory management assignment and tracking with location, usage, custodians, and department
- Auto reminders for Annual Maintenance Contracts with vendor details and contact information.
- Flexible slot configuration for amenities bookings on a per-flat/monthly basis with custom slots with minutes, hours, or days duration along with sending amenities booking notifications to the facilities manager.
- Automation of monthly maintenance bill payments based on date/period for auto billing to residents with customised billing options, auto-calculation of charges, and SMS/Email reminders for residents to pay on time.
- Timely auto-settling of bills through advance payments and arrears calculations.
- Auto-generation of receipt of payment and tracking dues and overdues for each resident in app.