Articles on: Plexflow AI

Introduction to task lists in Plexflow AI

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Goal of the article


This article presents Plexflow AI and explains how smart task lists work: what they are for, how to set them up, and how to use them day to day.


Plexflow AI in brief


Plexflow AI is an innovative concept that aims to rethink and modernize ways of working in property management.
In Plexflow AI, two elements are presented in capsules:


  1. Smart task lists (this capsule)
  2. Interactive chat (next capsule)


What is a smart task list?


Smart task lists have two main uses:


  • Day-to-day tracking of actions to be done: they clearly display the tasks to be completed in your files, for example for Relevé 31 (Quebec’s RL-31 slip) or the follow-up of service requests.
  • Automation of certain actions: they can automate follow-ups such as late payments or certain steps when new tenants arrive (welcome message, important reminders, etc.).


Before you start: main account or subaccount


To set up Plexflow AI, it is important to choose whether you apply the configuration:


  • to the main account, or
  • to a specific subaccount


✅ Recommendation: for optimal use, configure the settings subaccount by subaccount, so that the automations can be adapted to each portfolio.


Accessing Plexflow AI settings


  1. Select the desired subaccount.
  2. Click Plexflow AI.
  3. At the top of the page, find the gear (⚙️) to access the settings.


This is the section where you configure the settings related to tasks and automated communications.


Turning on Plexflow AI for a subaccount


On the Settings page, you can turn Plexflow AI on or off for the subaccount.
⚠️ Attention: carefully check the selected subaccount before changing anything.


The yellow “Edit” button


You will see a yellow Edit button.


  • This button lets you adjust the settings specific to the subaccount.
  • If the subaccount configuration is not applied, the main account settings will be taken into account.


Choosing communication methods


After clicking Edit, you can define the communication methods used by Plexflow AI:


  • Email
  • SMS
  • Both


ℹ️ If there is no configuration specific to the subaccount, the main account settings apply.


General settings


You can also adjust general settings, such as:


  • the default sending time
  • the minimum time
  • the maximum time


Configuring the different tasks available


Further down, you will find the types of tasks you can turn on and configure:


  • Payment late
  • Collect payment
  • New tenants
  • Service Request
  • Relevé 31


🎯 For this capsule, Payment late is used as an example.


Example: “Late payment” configuration


1) Set the number of days before the notices


At the top of the section, you choose after how many days late to send:


  • the first notice
  • the second notice
  • the last notice


2) Understanding the task list (the lines)


Further down, each line represents a task in the process (e.g. send a notice, follow up, review a strategy, etc.).
For some tasks, you will see:


  • whether the task is turned on
  • whom it is assigned to
  • the communication section (if applicable)


⚠️ Important: late payment notices apply to both manual collections and automatic collections. It is therefore essential to record in the system when a payment has been made, in order to avoid unnecessary reminders.


Assignment: Manual or Plexflow AI


For some tasks, you have two options:


  • Manual: you complete the task yourself
  • Plexflow AI: the action is automated


If your settings are configured for Plexflow AI, some tasks will be assigned automatically to Plexflow AI by default.


Choosing a communication template


If a task is assigned to Plexflow AI, you can select the communication template.


  1. Click the blue text in the Communication column.
  2. The template opens in a preview window.
  3. You can choose:
    • the communication mode
  • the template
  • the language


⚠️ Attention: if you select a new template, you must configure two versions of the message: an email version and an SMS version, regardless of the communication mode used afterwards.


Using the task list day to day


Default view


By default, the preview displays the tasks scheduled for the current day.
You can also consult:


  • Upcoming
  • rescheduled
  • Completed


Available filters


You can filter:


  • by property
  • by Assignee (Plexflow AI or Manual)
  • by task type (late payment, collection, new tenants, etc.)


The large list on the right displays all the tasks to be done today. Each line corresponds to a specific task, with its type, the associated date, the tenant or file in question, and the linked property.


Detail of a task


By clicking a task (e.g. late payment), you access the detail of the process.
At the top left, you can:


  • Complete the task
  • Snooze the task to another date


To complete a step, check the box provided for that purpose. Then follow the list one task at a time to complete the file.

Updated on: 13/11/2026

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