The following examples demonstrate how tasks in Moderan can be used to manage time-critical activities and ensure responsibilities are clearly assigned and tracked. 

They illustrate practical workflows for handling building certificate renewals and rental contract end processes, including task creation, record updates, and task completion once the required actions are carried out.


Certificate Renewal – Step-by-Step Instructions


Goal: Track a certificate renewal using a task, upload the renewed certificate to the Building card, and close the task once the process is completed.


Step 1 — Create a Task under Interactions & files

▶ Assets > Building card > Interactions & files


  • Open the relevant Building card in Moderan
  • Go to the Interactions & files section
  • Click +ADD NEW
  • Create a Task with a clear description (e.g. Renew BREEAM In-Use certificate). If needed, include additional instructions as steps in the description.
  • Set the Due Date for the certificate renewal
  • Assign the task to the responsible person
  • and Save




Step 2 — Renew the Certificate

▶ Activities


The assigned person reviews the task in their Activities task list and proceeds with the certificate renewal process.



Step 3 — Add the Certificate to the Building Card

▶ Assets > Building card


  • Open the same Building card
  • In the Building Certificate/ESG Certificate field, add a new entry and fill in all required details for the renewed certificate


  • Upload the new/renewed certificate file in the Interactions & files section


  • Verify that the certificate is saved and visible on the Building card


Step 4 — Mark the Task as Done

▶ Assets > Building card > Interactions & files


  • In the Interactions & Files section of the Building card
  • Open the Certificate renewal task
  • Change the task status to Done


  • Once the task is marked as Done, it is removed from the active task list and serves as a record that the certificate renewal has been completed


Hint: In Activities, tasks can be filtered by Status, allowing you to view:
- To Do tasks (open and pending), and
- Done tasks (completed activities):


You can read more about Activities here.


Lease End – Step-by-Step Instructions


Goal: Create a task to notify the lease manager that a rental contract is approaching its end, have the lease extended, update the contract in Moderan, and close the task.


Step 1 — Create a Task for Lease Renewal

▶ Contracts > Rental Contracts > Interactions & files


  • Navigate to the Rental Contract that is approaching its end date
  • In the Interactions & Files related section, click +ADD NEW
  • Create a task with a clear description, for example: Lease end approaching – renewal required. Add any additional notes or instructions if needed.
  • Set the Due Date to a suitable lead time before the lease end (so the manager has time to act)
  • Assign the task to the Lease Manager



Hint: When a task is created, Moderan automatically sends an email notification to the assigned user if the due date is today or in the future.



Step 2 — The Lease manager Reviews the Task

▶ Activities


The Lease manager reviews the task in their Activities task list and initiates the lease renewal process.



Step 3 — Update the Rent Contract after the extension is agreed

▶ Contracts > Rental Contract

  • Open the Rental Contract and click EDIT
  • Change the End of Rental Period date to the new agreed end date


  • Add the lease extension agreement or related documentation under the Interactions & files section


Step 4 — Mark the Task as Completed

▶ Contracts > Rental Contract > Interactions & files


  • Go to the Rental Contract > Interactions & Files section
  • Open the Lease renewal task 
  • Change the task Status to Done


  • Once the task is marked as Done, it is removed from the active task list in Activities and serves as a record that the lease renewal process has been completed.