🎯 Goal
Create follow-up tasks against any record in Kato, a contact, a disposal, a requirement, a viewing, so your to-do list stays tied to the work it relates to, not floating in a separate tool.
❓ Why
Tasks kept in a separate app are tasks that get forgotten. Centralising to-dos in Kato, with tasks attached to the relevant disposal, requirement, or contact, keeps context, prompts you at the right time, and surfaces relationship-level activity when someone else on your team opens the record.
🔍 Overview
Tasks can be created from three places: the Home page, Tasks section, any record (disposal/requirement/contact/viewing), or from shortlist emails as follow-up reminders. Every task has four components: title & type, start/end/repeaters, assignee & notes, and relationships to other records.
📊 Step-by-step
Create a task from the homepage
Click Create New → Task. Good for a generic to-do not linked to a specific record.
Create a task from a record
Open a disposal, requirement, or contact. Use the Actions menu or the task area on the record. The task automatically links to the record — useful because opening the record later shows the task on it.
Create a task from a shortlist email
When sending shortlist emails to prospects or clients from a requirement, tick the follow-up task option to automatically create a reminder task after sending.
Fill in the four task components
Title and type — memorable title, pick task type from the dropdown (Call, Email, Follow-up, Meeting, etc.).
Start, End and repeaters — define when the task is due. Repeaters auto-recreate the task daily/weekly/monthly.
Assignee and notes — who completes it, plus any detail they need.
Relationships — link to related records (contact, property, disposal). Pre-filled when creating from a record.
Save
Task saves. You'll get an email notification on the morning the task is due.
✅ You've done it when...
The task appears in the Tasks section of Kato, on the linked record, and the assigned user will be notified by email on the task's due date.
💡 Common mistakes & pro tips
Attach tasks to records, not the void. A task "follow up with tech occupier" floating alone is hard to find; the same task attached to the requirement surfaces exactly when you need it.
Use recurring reminders for disposal hygiene. "Check property details still current" every 60 days keeps your listings live without manual tracking.
Complete tasks, don't just ignore them. Mark as Complete — or delete/reschedule if no longer relevant. Unactioned tasks distort reporting.
Task types matter for filtering. Use the type dropdown consistently — it's what makes task-list filtering useful.
💬 Need Help?
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