Key items are scheduled responsibilities at your locations that do not fit the permit lifecycle model — they do not have an application, payment, or verification stage. They are simply obligations that must be completed by a certain date, and then repeated on a schedule.

Examples of key items

• Annual fire extinguisher inspection
• Grease trap cleaning every 3 months
• HVAC filter replacement every 6 months
• Staff food safety certification renewal
• Lease review or renewal date

Key items vs. permits — when to use each

What are assets?

Assets are physical items at a location that you want to track — equipment, appliances, vehicles, fixtures, or any item with a lifecycle. Each asset record holds details like the purchase date, serial number, warranty expiry, and any notes relevant to its maintenance. Assets can be linked to key items (for example, the annual service of a specific piece of equipment).

Key items are created at the location level. You can create them directly from the Key Items & Assets module or from within a specific location record.

Creating a key item

• 1Go to Workspace → Key Items & Assets, or open a Location record and select the Key Items tab.
• 2Click Add Key Item.
• 3Fill in the key item details — see the field guide below.
• 4Click Save. The key item appears in the location's key item list and on your dashboard.

Key item fields

Sitehub tracks each key item's status automatically based on its due date and whether it has been marked complete. You can also update the status manually at any time.

Key item statuses

Marking a key item complete

Open the key item record and click Mark as Complete. Sitehub records the completion date, updates the status to Completed, and — if the item recurs — automatically generates the next instance with the updated due date.

An asset record in Sitehub represents a physical item at a location that you want to track — its condition, warranty, service history, and any key items linked to its maintenance.

Adding an asset

• 1Go to Workspace → Key Items & Assets and select the Assets tab, or open a Location record and select the Assets tab.
• 2Click Add Asset.
• 3Complete the asset details — see the field guide below.
• 4Click Save.

Asset fields

Linking assets to key items

When creating or editing a key item, you can link it to a specific asset. This is useful for scheduled maintenance — for example, linking a quarterly service key item to the HVAC unit it refers to. The linked asset appears on the key item record, and the service history appears on the asset record.

Overdue key items appear prominently on your dashboard and in your weekly digest. Here is how to quickly find, triage, and resolve them.

Finding overdue key items

• Dashboard: The Key Items tile shows a count of overdue items. Click the arrow to open the filtered list.
• Key Items & Assets module: Use the Status filter and select Overdue to see all outstanding items across your portfolio.
• Weekly digest: Overdue key items are listed under the action required section of your digest email.

Resolving an overdue key item

• 1Open the overdue key item record.
• 2If the task has been completed outside of Sitehub, click Mark as Complete and enter the actual completion date.
• 3If it is still pending, update the Assigned To field if needed and add a note in the Notes field to record the reason for the delay.
• 4If the item is no longer applicable, update the status to Not Required to remove it from compliance tracking.

Tasks in Sitehub are flexible action items that can be created by any user and assigned to any team member. They can stand alone or be linked to a specific location, permit, or key item — giving context to the work that needs doing.

What tasks are used for

• Following up on a permit renewal or verification step
• Scheduling a vendor call or site visit
• Assigning internal compliance actions to team members
• Capturing ad-hoc to-dos that relate to a specific location
• Flagging an issue at a site for someone to investigate

How tasks differ from key items

Tasks can be created from the Tasks module, from a location record, or directly from a permit or key item record. Creating a task from within a record automatically links it to that record.

Creating a task

• 1Go to Workspace → Tasks, or open the record you want to link the task to and click the Tasks tab.
• 2Click Add Task.
• 3Complete the task details — see the field guide below.
• 4Click Save.

Task fields

Task statuses reflect where the work sits in your workflow. You update them manually as progress is made — Sitehub does not change task statuses automatically, except when a due date passes without completion.

Task statuses

Overdue tasks

When a task's due date passes and its status is still To Do, In Progress, or Pending, Sitehub automatically flags it as overdue. Overdue tasks are highlighted in the task list and appear in the dashboard action items. The assignee and the task creator both receive a notification.

Updating a due date

Open the task record and edit the Due Date field. You can extend or bring forward a due date at any time. Sitehub recalculates the notification schedule automatically when a due date changes.

The Tasks module gives you a consolidated view of all tasks across your account. You can filter, sort, and bulk-update tasks to keep your list manageable.

Filtering your tasks

Use the filter bar at the top of the Tasks module to narrow your list:

• Assigned To — view tasks assigned to a specific user, or only your own tasks.
• Status — filter by To Do, In Progress, Pending, Completed, Overdue, or Cancelled.
• Priority — show only High or Medium priority tasks.
• Due Date — filter by due this week, this month, or a custom date range.
• Location — see all tasks linked to a specific location or company.

Bulk updating tasks

Select multiple tasks using the checkboxes and use the bulk action bar to reassign, update status, or set a new due date across all selected tasks at once. This is useful when a team member changes role or when you need to push back a group of deadlines.

Viewing tasks from a location record

Open any Location record and select the Tasks tab to see all tasks linked to that location, regardless of who created them or who they are assigned to. This gives location managers a full picture of outstanding work at their site.

Sitehub sends task-related notifications to keep assignees on track and alert creators when action is needed. Notification timing is based on the task's due date.

When task notifications are sent

Controlling task notifications

Task notification preferences are managed from your Notification Preferences — go to your profile icon and select Notification Preferences, then adjust the Tasks section. You can turn email and in-app task notifications on or off independently.