Docs

Calls, visits and Waiting on

Log a call, a visit or a note on a card in one line, plan a visit and record how it went, and keep track of what each contractor still owes you, with one reminder when its day passes.

Council only

Updated

What it is

Not everything happens by email. A contractor calls, someone meets the owner at the unit, a site visit is booked by text. Logging it on the card keeps the whole story in one place: in the card's Notes, in its Logs, and, when it was with one of the card's contractors, in that contractor's conversation between their emails.

Waiting on keeps track of what you're still waiting for from each contractor on a card (a quote, a scope of work, a report, an invoice, a reply, or a delivery or install date) and by when. When that day passes, Pleno reminds whoever set it, once, by email. It never writes to the contractor.

Logging a call, a visit or a note

Under Notes on the card's Content tab (on a project, Details), the line above the note box says what you're logging:

  1. Log: a Note, a Call, a Visit that happened, or a Planned visit.
  2. With (or About, for a note): one of the card's contractors, Someone else… to type a name (the owner of 1204, the electrician), or no one. A call needs who it was with.
  3. On: the day a call or visit happened, today unless you pick an earlier day. A planned visit asks for its day instead, today or later.
  4. Write what was said or done, then choose Log call, Log visit, Plan visit or Add note.

The note shows who and when above its text, for example "Call with Phoenix Restoration · Oct 3, 2026". The card's Logs say who logged it ("logged a call with Phoenix Restoration on Oct 3, 2026"). A contractor's name is taken from your contractor directory and kept on the note if the contractor is later deleted.

A call, visit or note logged with one of the card's contractors also shows in that contractor's conversation, in the Conversation tab, where it happened among their emails, marked Logged and "not sent to anyone". It's the council's own record: nothing goes to the contractor.

Planned visits

A planned visit shows Planned under its note until its day, then "The day has passed and no outcome is recorded". Record what happened with:

  • Done: it happened, on its planned day (or today, if it went ahead early).
  • No-show: it didn't happen.
  • Rescheduled…: choose the new day, today or later. The visit is marked rescheduled and a new planned visit, with the same who and what, is added for the new day.

An outcome is recorded once, and the card's Logs say who recorded it ("recorded the visit planned for Oct 3, 2026 as a no-show"). The days are your building's: a visit done today or earlier, a rescheduled one today or later. If the day passes with no outcome, Pleno emails whoever planned the visit, once, the day after.

Waiting on

Each contractor in the card's Contractors list says what you're waiting on from them, since when, and by when, for example "Waiting on: Delivery or install date · Waiting 6 days · expected Sep 5". Overdue lines turn red and say how many days.

  • Request quote sets Quote for each contractor it writes to. A contractor you wrote to from your own mailbox joins the list as Contacted, with nothing awaited until you set it.
  • A quote recorded for them on the card clears it: added by hand, from their reply, or forwarded by email. So does moving them on from Requested or Contacted (to Quoted, Selected or Declined).
  • Set what you're waiting on (or Change what you're waiting on) under a contractor sets what you're waiting for and, if you like, by when. Choose Nothing to clear it. The card's Logs say who set it.

When the expected day passes with it still awaited, Pleno emails whoever set it, once: "Still waiting on Brightline Restoration". Changing what is awaited or its day means a new reminder for the new day. The line then says when the reminder went, or "no one to remind" when there was nobody to send it to (see below). If a quote from them was recorded in the meantime, the line is cleared instead.

A project's Waiting on list

On a project, the Items tab lists everything the project and its items are waiting on, overdue first: each contractor with what's awaited and on which item ("Phoenix Restoration · Quote · MNT-043 Asbestos 201 · Waiting 6 days"), and each visit planned with no outcome yet. Each item opens from the list.

Who can do it

  • Log calls, visits and notes, and record a planned visit's outcome: council members who can edit cards, and the property manager, president or vice-president (a property manager without delegated admin included). Not during the 90-day read-only overlap after a term ends, and not on a plan that is read-only.
  • Set what you're waiting on: the property manager, president or vice-president, like the rest of the Contractors list. Every council member sees it.
  • A Pleno support session can add plain notes during a write session, but can't log calls or visits, record an outcome or set what you're waiting on.

Residents never see any of it.

By email

Email your strata's Pleno address with note and the card number at the start of the subject, for example "Note MNT-042: electrician came" or "[MNT-042] Note - call with Phoenix". The email goes on the card as your note: the subject's own words, then what you wrote above any quoted earlier email. Its attachments are added to the card's files. It isn't read for details on Pro. The card's Logs say "added a note by email".

Only "note" at the start of the subject, or right after the card number, counts: "Fwd: Credit note MNT-040" is filed as a forwarded email, as before. Each email adds its own note, even when two say the same thing; the same email delivered twice is filed once.

Limits and things to know

  • Logging calls and visits, and Waiting on, are on every plan: they're your record.
  • Reminders go out once a day, early in the morning, so a reminder can arrive up to a day after the date passes. They go to the email you sign in to Pleno with, while you're on council.
  • If whoever set it (or planned the visit) has left the council, been removed, is in the read-only period after their term, or has no email, the reminder goes to your property manager, president and vice-president instead (those who can still act, and only the roles you have), and says why. If none of them can be reached either, nothing is sent and the card says "no one to remind".
  • One reminder for each date. Nothing is sent to the contractor, ever. Archived cards get no reminders.
  • A draft card takes plain notes only. Publish it to log calls and visits, plan a visit or record a visit's outcome.
  • The installed mobile app shows logged calls and visits in a card's notes, but you log them, record a visit's outcome and set what you're waiting on in the web app.
  • A project item's own contractors appear in its Waiting on; a contractor asked on the project shows under the project.