The maintenance board
How the kanban board organizes planning, in-progress, on-hold, and done work.
What it is
The maintenance board is the council’s main workspace. Every piece of building work lives on a card in one of four columns: Planning, In progress, On hold, and Done.
Open Maintenance from the main navigation. In a phone browser, the board shows one column at a time: tap Planning, In progress, On hold or Done above it, each with its number of cards. On a phone in the installed app, open the Maintenance tab and pick a status at the top. The cards are grouped: drafts that need review (in Planning), cards that need your vote, and cards awaiting the rest of council come first, then the rest.
What you can do
- Browse cards by column
- Search by title
- Filter and sort by tags (and save board sort preferences for the strata)
- Open a card to see full detail
- Switch to Archived for older completed work
- Switch to Depreciation report (Upcoming) when your plan includes the forecast
Cards that still need review (drafts from email or incomplete intake) appear in a Needs review area at the top of Planning.
Putting a card on hold asks for a short reason, such as "Waiting on quote approval". You can't skip it, whether you drag the card, use Move to or move it in the app. The reason shows on the card and in its activity while it's on hold, and stays with that hold on the timeline afterwards. Cards put on hold before reasons were added have none.
Cancelling a card is for work that won't happen after all, for example a card that was planned, voted on or started, then dropped. Admins (president, VP, delegated PM) choose Cancel card… in the card's menu and give a reason. The card moves to Archived marked as cancelled, with who cancelled it, when and why, and it still shows in the archive and on the timeline. Any open council vote on it is cancelled. Cards can be cancelled from Planning, In progress or On hold; finished work is archived instead. In the archive, the Closed column shows the day a card was finished or cancelled. Delete is only for cards created by mistake.
Related cards can be grouped into a project. A project card shows its items, how many are done and the spend so far. Each item shows which project it belongs to and moves across the board on its own.
Who can do it
Council members only. Residents are redirected away from Maintenance.
Creating and moving cards requires an operate permission (core council, maintenance coordinator, privacy officer, transition member, or a property manager with delegated admin). Bylaw officers and non-delegated property managers generally cannot operate cards.
Limits and things to know
- There is no limit on maintenance cards, on any plan including Free.
- Overdue billing can put the strata in read-only mode.
- On a phone or a tablet (any touch screen), cards can't be dragged: open the card and use Move to in its ⋮ menu. A swipe that starts on a card scrolls the board.
- Very large boards may load in batches; search and filters still apply to what is loaded.