{ "version": 4, "kind": "lists", "app": "Experto", "exportedAt": "2026-10-01T04:05:45.784Z", "settings": { "theme": "light", "language": "en-US", "timeZone": "America/Sao_Paulo", "selectedListId": "comece", "activeTab": "lists", "lastSyncAt": null, "seededMessagesAt": null }, "profile": null, "lists": [ { "id": "comece", "name": "Start here", "color": "#4f7fe8", "position": 0, "kind": "account", "createdAt": "2026-10-01T04:05:45.784Z", "updatedAt": "2026-10-01T04:05:45.784Z", "deletedAt": null }, { "id": "abertos", "name": "Open requests", "color": "#f26d6d", "position": 1, "kind": "account", "nextListId": "atendimento", "nextEstimate": { "amount": 2, "unit": "business_days" }, "createdAt": "2026-10-01T04:05:45.784Z", "updatedAt": "2026-10-01T04:05:45.784Z", "deletedAt": null }, { "id": "atendimento", "name": "In progress", "color": "#f2b233", "position": 2, "kind": "account", "nextListId": "confirmacao", "nextEstimate": { "amount": 3, "unit": "business_days" }, "createdAt": "2026-10-01T04:05:45.784Z", "updatedAt": "2026-10-01T04:05:45.784Z", "deletedAt": null }, { "id": "orcamentos", "name": "Quotes to approve", "color": "#8c62e0", "position": 3, "kind": "account", "nextListId": "atendimento", "nextEstimate": { "amount": 5, "unit": "business_days" }, "createdAt": "2026-10-01T04:05:45.784Z", "updatedAt": "2026-10-01T04:05:45.784Z", "deletedAt": null }, { "id": "confirmacao", "name": "Manager confirmation", "color": "#3aa2e6", "position": 4, "kind": "account", "nextListId": "resolvidos", "nextEstimate": { "amount": 1, "unit": "business_days" }, "createdAt": "2026-10-01T04:05:45.784Z", "updatedAt": "2026-10-01T04:05:45.784Z", "deletedAt": null }, { "id": "resolvidos", "name": "Resolved", "color": "#6f9a80", "position": 5, "kind": "account", "createdAt": "2026-10-01T04:05:45.784Z", "updatedAt": "2026-10-01T04:05:45.784Z", "deletedAt": null }, { "id": "mensal", "name": "Monthly maintenance", "color": "#37b58f", "position": 6, "kind": "account", "nextListId": "mensal", "nextEstimate": { "amount": 1, "unit": "months" }, "createdAt": "2026-10-01T04:05:45.784Z", "updatedAt": "2026-10-01T04:05:45.784Z", "deletedAt": null }, { "id": "semestral", "name": "Six-month maintenance", "color": "#2bb3c4", "position": 7, "kind": "account", "nextListId": "semestral", "nextEstimate": { "amount": 6, "unit": "months" }, "createdAt": "2026-10-01T04:05:45.784Z", "updatedAt": "2026-10-01T04:05:45.784Z", "deletedAt": null }, { "id": "anuais", "name": "Annual renewals", "color": "#7a8aa0", "position": 8, "kind": "account", "nextListId": "anuais", "nextEstimate": { "amount": 12, "unit": "months" }, "createdAt": "2026-10-01T04:05:45.784Z", "updatedAt": "2026-10-01T04:05:45.784Z", "deletedAt": null } ], "items": [ { "id": "item-1", "listId": "comece", "title": "1. Turn on sub-accounts as Clients", "description": "**Why:** each building you manage becomes a sub-account. That's what keeps each building's requests and maintenance apart and lets the building manager see only their own building.\n\n**How to do it:**\n\n1. Open **Administration › Account**.\n2. Switch on **Turn on sub-accounts**.\n3. In **Call them**, choose **Clients**: each building is one of your firm's clients.\n\n**Done when:** **Manage clients** shows up on the account page.", "dueAt": null, "durationMinutes": null, "startAt": null, "startMode": "auto", "done": false, "completedAt": null, "position": 0, "createdAt": "2026-10-01T04:05:45.784Z", "updatedAt": "2026-10-01T04:05:45.784Z", "deletedAt": null }, { "id": "item-2", "listId": "comece", "title": "2. Add your buildings", "description": "**How to do it:** in **Administration › Account › Manage clients**, create a **New client** for each building, with its name, a color and a photo of the front. One account holds up to 500 clients.\n\n**What comes with it:** each building you create automatically gets a list of its own, **Lista - {building name}** (you can rename it). Use it as a direct line to the building manager for one-off requests: a copy of a bill, a document for the meeting, a question about the fees.\n\n**Heads up:** this list starts open to the building, which means the building manager sees and can complete whatever is in it. For internal notes, open the list settings and set **Clients who see it** to **None**.\n\n**Done when:** every building you manage is added.", "dueAt": null, "durationMinutes": null, "startAt": null, "startMode": "auto", "done": false, "completedAt": null, "position": 1, "createdAt": "2026-10-01T04:05:45.784Z", "updatedAt": "2026-10-01T04:05:45.784Z", "deletedAt": null }, { "id": "item-3", "listId": "comece", "title": "3. Choose who's in each list", "description": "**Why:** the template's lists arrive set to **Admins only**. Your team only sees the lists after this step.\n\n**How to do it**, in each list's settings, under **Who’s in**:\n\n- **Open requests, In progress and Resolved:** **Everyone in the account**.\n- **Quotes to approve, Manager confirmation, Monthly maintenance, Six-month maintenance and Annual renewals:** **Specific people**, with your portfolio managers. They're the ones who get the **Guest completed** notification when a building manager approves or confirms something.\n\n**Tip:** a portfolio manager finds their buildings by filtering by building in the list or in the Organizer.\n\n**Done when:** each person on the team sees the lists they work in.", "dueAt": null, "durationMinutes": null, "startAt": null, "startMode": "auto", "done": false, "completedAt": null, "position": 2, "createdAt": "2026-10-01T04:05:45.784Z", "updatedAt": "2026-10-01T04:05:45.784Z", "deletedAt": null }, { "id": "item-4", "listId": "comece", "title": "4. Open the building manager's lists to them", "description": "**Why:** the building manager should see what's waiting for their approval or confirmation and the building's maintenance calendar, and only for their own building.\n\n**How to do it:** in the settings of **Quotes to approve**, **Manager confirmation**, **Monthly maintenance**, **Six-month maintenance** and **Annual renewals**, under **Clients who see it**, choose **All clients**. **Open requests**, **In progress** and **Resolved** stay on **None**.\n\n**Careful:** an item with no building tagged shows a crossed-out eye in these lists. That means no guest sees that item.\n\n**Done when:** only these five lists (and each building's own list) are open to building managers.", "dueAt": null, "durationMinutes": null, "startAt": null, "startMode": "auto", "done": false, "completedAt": null, "position": 3, "createdAt": "2026-10-01T04:05:45.784Z", "updatedAt": "2026-10-01T04:05:45.784Z", "deletedAt": null }, { "id": "item-5", "listId": "comece", "title": "5. Check your business days and hours", "description": "**Why:** request deadlines are counted in business time, based on your firm's working hours.\n\n**How to do it:** in **Administration › Account**, open **Business days and hours** and check the weekdays, the hours and the time zone.\n\n**Done when:** the account's working hours match your firm's.", "dueAt": null, "durationMinutes": null, "startAt": null, "startMode": "auto", "done": false, "completedAt": null, "position": 4, "createdAt": "2026-10-01T04:05:45.784Z", "updatedAt": "2026-10-01T04:05:45.784Z", "deletedAt": null }, { "id": "item-6", "listId": "comece", "title": "6. Invite each building's manager and superintendent", "description": "**How to do it:** on the building's profile, use **Invite guest** with the building manager's email and, if it makes sense, the superintendent's.\n\n**How it works for them:**\n\n- Guests are free, unlimited and don't take a seat.\n- A guest only sees their own building's items, in the lists open to clients, with title, description, deadline and attachments.\n- They can only complete. In **Quotes to approve**, completing means \"I approve\"; in **Manager confirmation**, \"it's done\"; in the maintenance lists, \"the service happened\". After completing, they have a few seconds to undo.\n- It works on the web and in the iPhone app.\n\n**Testing tip:** create a test building and invite yourself with another email to see exactly what the building manager sees.\n\n**Done when:** each building manager accepts the invite.", "dueAt": null, "durationMinutes": null, "startAt": null, "startMode": "auto", "done": false, "completedAt": null, "position": 5, "createdAt": "2026-10-01T04:05:45.784Z", "updatedAt": "2026-10-01T04:05:45.784Z", "deletedAt": null }, { "id": "item-7", "listId": "comece", "title": "7. Turn on incoming requests", "description": "**From a form:** in the **Open requests** settings, under **Receive from another tool**, click **Turn on** and copy **This list's address**. Paste that address into the request form your residents already use. Each submission becomes an item right away.\n\n**So the request arrives with the right building:** send a **subaccount** field in the form with the building's name, exactly as it's registered, or put `#BuildingName` in the title.\n\n**Came in by message, email or phone?** Log it in **New item** in **Open requests**, with `#BuildingName` in the title.\n\n**Done when:** a test request shows up in **Open requests** on its own, already tagged with the building.", "dueAt": null, "durationMinutes": null, "startAt": null, "startMode": "auto", "done": false, "completedAt": null, "position": 6, "createdAt": "2026-10-01T04:05:45.784Z", "updatedAt": "2026-10-01T04:05:45.784Z", "deletedAt": null }, { "id": "item-8", "listId": "comece", "title": "8. Add each building's maintenance and renewals", "description": "**One item per service, for each building**, in the list for how often it happens:\n\n- **Monthly maintenance:** the elevator service visit, the monthly statement for the building manager.\n- **Six-month maintenance:** water tank cleaning, pest control in common areas.\n- **Annual renewals:** building insurance, fire safety certificate, fire extinguisher recharge, annual general meeting.\n\nCopy the description from the sample items and fill in the company, the contract and the expiry date.\n\n**How to create them:** in **New item** in the right list, type the title and `#BuildingName`, for example `[Maintenance][Laurence] - Elevator service visit #Laurence`. The `#Laurence` disappears from the title and the item comes in with the right building. Then set the deadline for the next time.\n\n**With lots of buildings:** ask your AI agent (step 12), up to 50 items per request.\n\n**Done when:** each building has its services added, with deadlines.", "dueAt": null, "durationMinutes": null, "startAt": null, "startMode": "auto", "done": false, "completedAt": null, "position": 7, "createdAt": "2026-10-01T04:05:45.784Z", "updatedAt": "2026-10-01T04:05:45.784Z", "deletedAt": null }, { "id": "item-9", "listId": "comece", "title": "9. Agree on the rules with your team", "description": "- **Every item named with the same pattern:** `[Type][Building] - Title`, with the type Request, Maintenance, Renewal, Finance or Meeting. With the type and building up front, anyone can find the item by searching, in the panel or in the Organizer.\n- **Whoever handles a request Pulls it.** The request goes into that person's daily checklist, and everyone sees who has it. Ran out of time? Push sends it back.\n- **Completing in Open requests** means \"it's been routed\": the request moves to **In progress**, with a deadline.\n- **Needs a quote:** attach the quotes to the request and use **Move to… › Quotes to approve**, with a deadline. The building manager approves by completing it, and the request goes back to **In progress**.\n- **The building manager didn't approve:** they say so in the building's own list. Swap the quote on the item and keep the request in **Quotes to approve**.\n- **Service done:** complete it in **In progress**. The building manager confirms it in **Manager confirmation**. No confirmation on time? The item turns red; talk to them and, if needed, complete it yourself.\n- **In Resolved:** get back to whoever opened the request and complete it. The request closes for good. Don't use **Clear** on the Completed group if you want to keep the history.", "dueAt": null, "durationMinutes": null, "startAt": null, "startMode": "auto", "done": false, "completedAt": null, "position": 8, "createdAt": "2026-10-01T04:05:45.784Z", "updatedAt": "2026-10-01T04:05:45.784Z", "deletedAt": null }, { "id": "item-10", "listId": "comece", "title": "10. Take the sample request through the workflow", "description": "There's a sample request in **Open requests** and another in **Quotes to approve**. Use both to see the whole workflow before opening it to building managers:\n\n1. Tag both items with the test building (the item's **Client** field).\n2. In **Open requests**, **Pull** the request and complete it: it moves to **In progress**, with a deadline.\n3. Complete it in **In progress** and watch it arrive in **Manager confirmation**.\n4. Sign in as the test building manager, confirm the request and approve the other item's quote.\n5. See the first request in **Resolved** and the second back in **In progress**.\n6. As the building manager, complete an item in **Monthly maintenance** and check that it comes back open, with a deadline next month.\n\n**Done when:** the first request is completed in **Resolved**.", "dueAt": null, "durationMinutes": null, "startAt": null, "startMode": "auto", "done": false, "completedAt": null, "position": 9, "createdAt": "2026-10-01T04:05:45.784Z", "updatedAt": "2026-10-01T04:05:45.784Z", "deletedAt": null }, { "id": "item-11", "listId": "comece", "title": "11. Match the deadlines to your portfolio's pace", "description": "Each list gives the item a deadline when it moves to the next one (list settings › **Connected list** › **Estimate**):\n\n| On arrival in | Deadline |\n|---|---|\n| In progress (from Open requests) | 2 business days |\n| In progress (from Quotes to approve) | 5 business days |\n| Manager confirmation | 3 business days |\n| Resolved | 1 business day |\n| Monthly maintenance (back again, after completing) | 1 month |\n| Six-month maintenance (back again, after completing) | 6 months |\n| Annual renewals (back again, after completing) | 12 months |\n\nIn the maintenance and renewal lists, the new deadline counts from the day the item was completed. Anything that renews after more than a year, like the fire safety certificate in some places, gets the right deadline on the item itself.\n\n**Done when:** the deadlines match your contracts and your portfolio's real pace.", "dueAt": null, "durationMinutes": null, "startAt": null, "startMode": "auto", "done": false, "completedAt": null, "position": 10, "createdAt": "2026-10-01T04:05:45.784Z", "updatedAt": "2026-10-01T04:05:45.784Z", "deletedAt": null }, { "id": "item-12", "listId": "comece", "title": "12. Connect your AI agent (optional)", "description": "**How to turn it on:** in **Administration › AI agents**, switch on **Allow AI connections** and choose whether the AI can only read or also edit. Then each person connects their own agent (Claude, ChatGPT or another MCP-compatible app) at getexperto.com/app/mcp. The AI only sees what that person sees.\n\n**Account context for the AI** (on the same page): write the buildings in your portfolio, each one's manager at your firm, your suppliers and the item naming pattern (`[Type][Building] - Title`).\n\n**Example requests:**\n\n- \"What's due in the next 30 days across all buildings?\"\n- \"Add the insurance, fire safety certificate and fire extinguisher recharge for the new building to Annual renewals, with the deadline from the attached contract.\" (up to 50 items per request)\n- \"Which requests have been waiting for the building manager's confirmation for more than 3 days?\"\n\nThe AI never deletes anything.", "dueAt": null, "durationMinutes": null, "startAt": null, "startMode": "auto", "done": false, "completedAt": null, "position": 11, "createdAt": "2026-10-01T04:05:45.784Z", "updatedAt": "2026-10-01T04:05:45.784Z", "deletedAt": null }, { "id": "item-13", "listId": "abertos", "title": "[Request][Example Building] - Light out in the block B lobby", "description": "**Sample request.** Take it through the workflow following step **10** of **Start here** and, at the end, complete it in **Resolved**.\n\n**Request template** (the form can send these fields):\n\n- **Opened by:** name and unit.\n- **Where:** block, floor or common area.\n- **What happened:** in one or two sentences.\n- **Photo:** attach it to the item.\n- **Urgency:** if anyone is at risk, call before logging it.", "dueAt": null, "durationMinutes": null, "startAt": null, "startMode": "auto", "done": false, "completedAt": null, "position": 0, "createdAt": "2026-10-01T04:05:45.784Z", "updatedAt": "2026-10-01T04:05:45.784Z", "deletedAt": null }, { "id": "item-14", "listId": "orcamentos", "title": "[Request][Example Building] - Replace the garage gate motor", "description": "**Sample item.** The building manager sees this description and the attachments, and approves by completing it.\n\n**What it is:** the garage gate motor burned out and needs replacing.\n\n**Attached quotes:** attach the quotes you received and sum up each company, price and timeline here.\n\n**Your firm's recommendation:** which quote and why.\n\n**To approve:** complete this item. If you'd rather go with another quote, say so in the building's own list.", "dueAt": null, "durationMinutes": null, "startAt": null, "startMode": "auto", "done": false, "completedAt": null, "position": 0, "createdAt": "2026-10-01T04:05:45.784Z", "updatedAt": "2026-10-01T04:05:45.784Z", "deletedAt": null }, { "id": "item-15", "listId": "mensal", "title": "[Maintenance][Example Building] - Elevator service visit", "description": "**Sample monthly routine item.** The superintendent or building manager completes it when the company comes by, and the item comes back open with a deadline next month.\n\n**Company:** name and phone.\n\n**Contract:** number and expiry date.\n\n**At the visit:** ask for the report and attach it to the item.", "dueAt": null, "durationMinutes": null, "startAt": null, "startMode": "auto", "done": false, "completedAt": null, "position": 0, "createdAt": "2026-10-01T04:05:45.784Z", "updatedAt": "2026-10-01T04:05:45.784Z", "deletedAt": null }, { "id": "item-16", "listId": "mensal", "title": "[Finance][Example Building] - Monthly statement for the building manager", "description": "**Sample monthly routine item.** Attach the month's statement to the item. The building manager completes it after checking, and the item comes back open with a deadline next month.", "dueAt": null, "durationMinutes": null, "startAt": null, "startMode": "auto", "done": false, "completedAt": null, "position": 1, "createdAt": "2026-10-01T04:05:45.784Z", "updatedAt": "2026-10-01T04:05:45.784Z", "deletedAt": null }, { "id": "item-17", "listId": "semestral", "title": "[Maintenance][Example Building] - Water tank cleaning", "description": "**Sample six-month routine item.** Agree on the date with the superintendent and let residents know ahead of time. The superintendent or building manager completes it when the service is done, and the item comes back open with a deadline 6 months later.\n\n**Company:** name and phone.\n\n**After the service:** attach the certificate to the item.", "dueAt": null, "durationMinutes": null, "startAt": null, "startMode": "auto", "done": false, "completedAt": null, "position": 0, "createdAt": "2026-10-01T04:05:45.784Z", "updatedAt": "2026-10-01T04:05:45.784Z", "deletedAt": null }, { "id": "item-18", "listId": "semestral", "title": "[Maintenance][Example Building] - Pest control in common areas", "description": "**Sample six-month routine item.** The superintendent or building manager completes it when the service is done, and the item comes back open with a deadline 6 months later.\n\n**After the service:** attach the certificate to the item.", "dueAt": null, "durationMinutes": null, "startAt": null, "startMode": "auto", "done": false, "completedAt": null, "position": 1, "createdAt": "2026-10-01T04:05:45.784Z", "updatedAt": "2026-10-01T04:05:45.784Z", "deletedAt": null }, { "id": "item-19", "listId": "anuais", "title": "[Renewal][Example Building] - Building insurance renewal", "description": "**Sample annual routine item.** Set the deadline about 30 days before the policy ends, so there's time to get quotes. The building manager completes it once the new policy is attached, and the item comes back open with a deadline 12 months later.\n\n**Current coverage:** write down the start and end dates.\n\n**Policy:** attach it to the item.", "dueAt": null, "durationMinutes": null, "startAt": null, "startMode": "auto", "done": false, "completedAt": null, "position": 0, "createdAt": "2026-10-01T04:05:45.784Z", "updatedAt": "2026-10-01T04:05:45.784Z", "deletedAt": null }, { "id": "item-20", "listId": "anuais", "title": "[Renewal][Example Building] - Fire safety certificate renewal", "description": "**Sample item.** How long the certificate is valid depends on where the building is and what kind of building it is. Set the deadline well before it expires and, when you complete it, adjust the next renewal's deadline on the item if it isn't 12 months away.\n\n**Current expiry:** write down the date.\n\n**Certificate:** attach it to the item.", "dueAt": null, "durationMinutes": null, "startAt": null, "startMode": "auto", "done": false, "completedAt": null, "position": 1, "createdAt": "2026-10-01T04:05:45.784Z", "updatedAt": "2026-10-01T04:05:45.784Z", "deletedAt": null }, { "id": "item-21", "listId": "anuais", "title": "[Renewal][Example Building] - Fire extinguisher recharge", "description": "**Sample annual routine item.** The superintendent or building manager completes it when the company returns the recharged extinguishers, and the item comes back open with a deadline 12 months later.\n\n**Company:** name and phone.", "dueAt": null, "durationMinutes": null, "startAt": null, "startMode": "auto", "done": false, "completedAt": null, "position": 2, "createdAt": "2026-10-01T04:05:45.784Z", "updatedAt": "2026-10-01T04:05:45.784Z", "deletedAt": null }, { "id": "item-22", "listId": "anuais", "title": "[Meeting][Example Building] - Annual general meeting and accounts", "description": "**Sample annual routine item.** Set the deadline on the day the meeting notice goes out. The building manager completes it once the meeting happens, and the item comes back open with a deadline 12 months later.\n\n**What to bring:** the year's accounts, next year's budget and the agenda. Attach the minutes to the item afterwards.", "dueAt": null, "durationMinutes": null, "startAt": null, "startMode": "auto", "done": false, "completedAt": null, "position": 3, "createdAt": "2026-10-01T04:05:45.784Z", "updatedAt": "2026-10-01T04:05:45.784Z", "deletedAt": null } ], "notes": [], "messages": [], "pending": { "lists": [], "items": [], "notes": [], "messages": [] } }