Sharing Tasks Publicly

Share tasks with people outside your SuiteOp organization — such as contractors, cleaning crews, or property owners — using secure public links. Recipients can view task details or complete checklist items without needing a SuiteOp account.

There are two types of public links:

• View link — read-only access to the task, its requirements, and completion status. Ideal for property owners who want to monitor progress.
• Execute link — allows the recipient to complete checklist items, upload photos, add comments, and update the task status. Ideal for external workers performing the task.

Note

Execute links require email verification via a one-time passcode (OTP). This ensures only authorized people can modify the task.

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Enable public access on a task

Before you can share a task, you need to enable public access for it.

1. Tasks
2. Select a Task
3. Share

1. Open the task detail page

   Go to Tasks and click the task you want to share.

2. Open the Share dialog

   Click the Share button in the task detail toolbar.

3. Enable public access

   If public access is not yet enabled, you will see a prompt. Click Enable Public Access to generate shareable links.

   Two links appear: a View Link and an Execute Link. Both are ready to copy or send via email.

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Share a link by copying

Once public access is enabled, copy either link to share it manually:

• Click the copy icon next to the View Link to copy the read-only URL.
• Click the copy icon next to the Execute Link to copy the editable URL.

Paste the link into an email, message, or any communication channel you use with the recipient.

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Share a link via email

You can send the link directly from SuiteOp:

1. Choose the link type

   In the Share dialog, under Send via Email, select either View or Execute.

2. Enter the recipient’s email

   Type the recipient’s email address in the input field.

3. Send the email

   Click Send. SuiteOp sends the recipient an email with the link and task details.

   A confirmation appears below the input showing the email was sent.

Caution

Each email address can only receive one share email per task per cooldown period. If you see “Email already sent to this address,” wait before resending.

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How the execute link works for recipients

When an external worker opens an execute link, they go through a short verification process before they can start working.

1. Enter your identity

   The recipient enters their full name and email address on the verification page.

2. Receive a verification code

   A 6-digit one-time passcode (OTP) is sent to the provided email address.

3. Enter the code

   The recipient enters the code on the verification page. Once verified, they are taken directly to the task.

4. Complete the task

   The recipient can now:

   • Complete checklist items — check off items, enter counts, ratings, text, or select dropdown options
   • Upload photos — attach photos for photo-type requirements (images are compressed automatically)
   • Add comments — leave notes on any section of the task
   • Update the task status — start, pause, resume, or mark the task as complete

Note

After verification, the session lasts 30 days. The recipient won’t need to re-verify each time they open the same link.

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How the view link works for recipients

View links provide read-only access with no verification required. The recipient sees:

• Task name, property, due date, and priority
• All requirement sections with their current completion status
• Completed checklist values displayed as plain text (not editable controls)
• Comments left on the task

This is useful for property owners or managers who want to check on task progress without the ability to modify anything.

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Revoke public access

If you no longer want a task to be publicly accessible:

1. Open the Share dialog

   Go to the task detail page and click Share.

2. Revoke access

   Click the Revoke Access button at the bottom of the dialog.

   All public links for this task are immediately invalidated. Anyone with an old link will see an error page.

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Requirement types supported

External workers completing tasks via an execute link can interact with all eight requirement types:

Type	What the worker does
Checklist	Check a box to mark it done
Photo	Upload one or more photos
Yes / No	Select Yes or No
Count	Enter a numeric value
Text	Type a free-text response
Rating	Select a rating value
Dropdown	Choose from a list of options
Condition	Select Good, Fair, or Poor

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Related articles

• Creating Tasks — how to create tasks that you can then share
• Task Templates — set up reusable templates with requirement sections
• Completing Tasks — how internal team members complete tasks via the mobile app