Replaces manual reminder emails. System fires the deadline, manager acknowledges with a click, leadership sees the dashboard. Auto-escalation if not acknowledged within 7 days of due date.
📊 Leadership view — all properties · all quarters
Tizi sees this dashboard daily. Each color-coded tile is a portfolio of all 18 associations × current-quarter tasks.
82%Q2 acknowledged
14tasks completed
6due in 7 days
2overdue · escalated
Q2 · Apr 1 – Jun 30 · per association
Association:
Q1 Budget summary review
Due April 15, 2026 · responsible: Manager · supervisor: Tizi Goncalves
Reviewed Q1 actuals vs. 2026 budget. Variance < 5% all line items. Notes uploaded to Drive.
✓ Acknowledged Apr 14by Melissa Lopez
Vendor contract review
Due April 30, 2026 · responsible: Manager
14 active vendors reviewed. Smackdown Lawncare contract renewed. Pool service quote re-bid scheduled for May.
✓ Acknowledged Apr 22by Melissa Lopez
Reserve study review
Due May 15, 2026 · responsible: Manager + Treasurer
Mid-year reserve study check. Confirm major repair line items (roof, elevators, paint) on track. Compare actual reserve balances to study projections.
⏳ In progress · 17 days remaining
Insurance renewal check
Due May 31, 2026 · responsible: Manager · escalates to Tizi at T-14d
Master policy expires June 30. Confirm renewal quote received from broker by May 15. Verify wind/flood/general liability coverage adequate. BOD presentation by June 1.
⏳ Quote requested · pending
Mid-year financials reconciliation
Due June 15, 2026 · responsible: Manager + Accountant (Kyle)
Reconcile bank statements with AppFolio ledgers for first half of year. Confirm all delinquencies have NOLAs sent. Pull mid-year operating vs reserve summary for board.
⏳ Scheduled · 47 days
SIRS / Milestone Inspection status check (Plaza Tower only)
Due April 25, 2026 · responsible: Manager · 3 days overdue
For COAs 3+ stories: confirm Structural Integrity Reserve Study and milestone inspection are current per §718.301. Plaza Tower's last SIRS was 2024 — mid-cycle review required.
⚠ Overdue · escalated to Tizi yesterday
DBPR FAQ refresh confirmation
Due January 31, 2026 · carried forward · responsible: Manager
Annual DBPR FAQ refresh complete. Sent to Tizi 2026-01-22.
✓ Acknowledged Jan 22
Annual meeting schedule confirmation (next year)
Due June 30, 2026 · responsible: Manager
Confirm 2027 annual meeting date with BOD. Add to AppFolio + Google Calendar with Patty & Kyle as guests. Backfill 90/60/30/14-day reminder windows.
How acknowledgment works. Each task includes who's responsible, the deadline, and an auto-set escalation chain. Manager clicks "Acknowledge" once the task is done — the click stamps a timestamp + manager identity into the audit log. Leadership (Tizi) sees a dashboard of all acknowledgments across all properties. If a task isn't acknowledged within 7 days of the due date, an escalation email goes to the supervisor automatically. If still unacknowledged at 14 days, the board liaison is CC'd.
