Taplog is a two-part workflow: walk a property on your phone to capture issues with photos and voice, then manage, assign follow-up tasks, and report from your desktop.
Everything starts on your phone at the property. When you get back to the office, you finish the job on desktop.
Open the Walk tool on your phone at https://taplog.ai/re/walk.html. You'll need location, camera, and microphone access - approve each prompt when asked.
Open the walk tool and sign in with your email and password. You only need to do this once - the app stays signed in between visits.
The moment you're signed in, the app silently requests your GPS location and cross-references it against every property in your portfolio. This is almost always instant.
What happens automatically:
If GPS can't find a property in your list, a sheet slides up with three options. Pick the one that fits your situation:
| Tab | When to use |
|---|---|
| Add New | This is a brand-new property. Give it a name and confirm the address, then tap Save property. It's added to your portfolio and set as the current property. This should only be used when a new property has been added to your management portfolio. |
| Use Existing | You already have this property saved but GPS didn't match it. Pick from the dropdown. GPS data is not saved. This is useful if you are uploading photos but not currently at the property. |
| Link Address | The property exists but has multiple addresses (shopping center, campus, multi-building complex). This saves the GPS address as an alias so future visits auto-match correctly. |
You can also tap Switch at the top at any time to manually select a different property.
Tap Open camera. Allow camera access when prompted. Point at the issue and tap anywhere on the screen - or press the shutter button at the bottom.
After capturing a photo, tap Add voice note. Speak naturally about what you see: the location, the condition, how long the issue has been present, any safety concerns. Then tap the screen to stop.
The voice note automatically attaches to your most recently captured photo. It is transcribed by AI and will be used to make the issue entry more accurate.
Spotted something that needs a specific person to handle it? Tap Assign, just below Add voice note, to hand the latest photo to a teammate without leaving the camera. Pick who it goes to, add a short note, and decide whether it's urgent.
Already have photos from a previous visit, or captured issues in your native camera app? Tap Files (bottom left) to open your device's photo library. Select one or multiple photos - they upload the same way as live camera captures.
When you've documented all the issues, tap Close to exit the camera. The upload process continues in the background.
The Manage tool is optimized for desktop use. Open it in your browser after completing a walk to review AI-processed issues, organize them, generate reports, and track progress over time.
This is the home page of Manage. Every issue captured during walks appears here as a card, complete with the AI-generated description, photo, priority, and status.
Click the property name dropdown at the top left to switch between properties or see all at once. The issue count updates instantly.
Filter by status (To Do, In Progress, Done, Ignore), priority, responsible trade, date range, and who captured the issue. Stack multiple filters - they work together.
Sort issues by Date, Priority, or Status. Toggle Asc/Desc with the arrow button. Default is newest first.
Tap Create Report to export the current filtered view as a PDF or CSV. Reports go to the Report Center automatically.
Click Batch Select, then tap the issues you want. A floating action bar appears with bulk operations, including a public sharing option when the selected issues are from one property.
Click the status or priority badge directly on any issue card to change it without opening the full edit dialog. Fast for quick triage passes.
When Batch Select is active, a floating toolbar appears at the bottom of your screen. Select individual issues by clicking them, or use Select All to grab everything in the current filtered view.
| Action | What it does |
|---|---|
| Share link | Create a read-only public link for up to 50 selected issues from one property. Recipients do not need a Taplog account. |
| Move | Reassign selected issues to a different property. Useful when issues were captured under the wrong property. |
| Change Date | Update the walk date for selected issues. Use this to correct date-stamp errors or reassign issues to the correct walk session. |
| Update Status | Set all selected issues to To Do, In Progress, Done, or Ignore in one click. |
| Set Priority | Bulk-set High, Medium, Low, or remove priority from all selected issues. |
| Export (selected) | Export only the selected issues as CSV or PDF - useful for creating targeted reports. |
| Delete | Permanently removes selected issues. A confirmation dialog appears first. This cannot be undone. |
Public links let you send a clean, read-only issue view to owners, vendors, contractors, and other recipients who do not have Taplog accounts. Only users with Manager-level access can create, copy, or revoke a public link.
Open an issue and click the share icon beside the priority and status badges. You can also open Actions and choose Share public link.
Filter to one property, click Batch Select, choose up to 50 issues, then click Share link. A public link cannot combine issues from different properties.
Links default to Never. You can instead choose 30 days, 7 days, 3 days, or 1 day. Use a shorter expiration when the recipient only needs temporary access.
Link creation is added to every included issue's Activity tab. Open Activity to copy an active link or revoke it when access is no longer needed.
| Step | What to do |
|---|---|
| 1. Select issues | Open one issue, or use Batch Select for multiple issues from the same property. A link can include up to 50 issues. |
| 2. Review the setup | Give the shared view a clear name, choose an expiration, and confirm the included issues. The shared view is always read only. |
| 3. Create and send | Click Create public link. Copy the recipient link, or click Open recipient view to check it before sending. |
| 4. Copy again | Open any included issue, choose Activity, and click Copy link beside the active public-link entry. |
| 5. Revoke access | In Activity, click Revoke and confirm. The recipient view becomes unavailable immediately, and every included issue records the revocation. |
When a teammate assigns an issue to you - from the field or from Manage - it lands in My Assignments in the sidebar. The red badge shows how many assignments still need your attention, and the link in the assignment email opens the exact issue directly in Manage, no searching needed.
The number on the sidebar shows how many of your assignments still need attention. Acknowledging an assignment clears it from the count and stops the reminders for that task.
Each entry shows the issue photo, the sender's note, when it was assigned, and an Urgent marker if it needs fast action. Urgent items appear at the top.
Jumps straight to the full issue so you can see all photos, notes, and details before acting on the task.
Tells the sender "I saw this." For urgent tasks, the original sender is notified the moment you acknowledge. Acknowledged assignments stay in your list as history.
| Event | What happens |
|---|---|
| Urgent assignment created | The assignee is notified immediately by email. |
| Urgent assignment acknowledged | The original sender is notified that the task was seen. |
| Non-urgent assignment created | Held for a digest email instead of an immediate message, so inboxes don't flood during a busy walk. |
| End Visit & Send Digests | Sends the eligible non-urgent assignments from the current visit right away. |
| Automatic digest | If you don't end the visit manually, the digest sends on its own after capture activity has been quiet for a while. |
Click any issue card to open the full Edit Issue dialog. This is where you review, refine, and take action on individual captured issues.
The AI fills in description, item type, estimated price, responsible trade, and recommended action. Review and refine these as needed.
Draw directly on the photo to highlight specific areas. Choose from pen, arrow, or text tools. Pick from 6 colors. Use the eraser or undo to fix mistakes. Annotations appear in exported reports.
Add or re-record a voice note directly from the edit dialog. Useful for adding follow-up context after you're back at the office. Remember to allow microphone access.
Use the Assign action to hand this issue to a teammate, even long after the walk. Pick the person, add a note, and mark it urgent if it needs fast action. You can assign to any active Manager or Contributor with access to the property.
Click the share icon beside the issue badges, or open Actions and choose Share public link. Manager-level access is required.
A Last action row shows the most recent thing that happened to this issue. Expand it to see assignments, acknowledgments, notifications, manual notes, field changes, and public-link activity. Active public links include Copy link and Revoke controls for authorized managers.
Reassign this single issue to a different property if it was captured under the wrong one.
Correct the date stamp for this individual issue using a calendar picker. Time of day is preserved.
Remove this issue permanently. Use Ignore status instead if you want to keep the record but exclude it from reports.
View all properties in your portfolio, see issue counts at a glance, and quickly navigate to specific walk dates.
Each property shows its name, address, and open issue count. Click a card to jump to that property's issues in the main Issues view.
Each property card lists up to 4 recent walk dates as clickable buttons. Tap a date to see only the issues captured that day - perfect for reviewing a specific visit.
Hover over a card to reveal an Edit button. You can update the name, address, icon, and cover photo for reports.
Click New Property to add a property directly from the desktop - useful for setup before a walk, or if the mobile GPS step was skipped.
The Insights page gives you a real-time portfolio health dashboard. Use it to identify which properties need the most attention and spot patterns across your portfolio.
Area chart showing issues captured each week for the last 8 weeks, stacked by priority. Spot spikes that indicate a busy walk period or a new problem emerging.
Bar chart of your top recurring issue categories. If HVAC appears in 30% of issues, that's a portfolio-wide capital planning signal.
Table ranking your properties by open issue count, high-priority count, and issues captured in the last 30 days. The top property needs the most immediate attention.
Auto-surfaced list of your highest-risk open issues - those marked High priority or that have been open more than 21 days.
Every PDF report you generate is saved here. Filter by property to find reports quickly. Reports can be renamed, viewed, or deleted.
Click View on any report card to open the PDF in a new browser tab. You can download or print it from there.
Click the ⋯ menu on a report card and choose Rename to give it a descriptive name. Useful when sharing externally.
Removes the report card and the underlying PDF file. Confirm the deletion in the dialog. This cannot be undone.
Use the property dropdown in the top right to show only reports for a specific property. Report count is shown next to each property name.
The Users page is where you invite team members to the system and control which properties they can access. Only users with Manager-level access to a property can invite others to that property.
When you invite someone to a property, you choose one of two roles. You can change a user's role at any time from the Active Access table.
| Role | What they can do |
|---|---|
| Manager | Full access to that property: capture issues, view and edit all issues, assign issues to teammates, manage assignments for the properties they manage, generate reports, invite other users to the property, and manage existing access. Think of this as the property supervisor role. |
| Contributor | Field-capture access: can use the Walk tool to capture photos and voice notes for the property, and can receive and acknowledge tasks assigned to them. Cannot invite other users, change property access, or generate reports. Ideal for on-site staff or contractors doing the walk and the follow-up work, but not the reporting. |
Enter the person's email, an optional display name, and select one or more properties - with a role for each. Click Send Invite. They receive an email with an acceptance link valid for 7 days.
Invites that haven't been accepted yet appear in the Pending Invites table. You can cancel a pending invite at any time - the acceptance link will stop working immediately.
In the Active Access table, click the role dropdown next to any property assignment and choose a different role. The change takes effect immediately - no re-invite needed.
In the Active Access table, find the user and use the "Add property" row that appears inline. Select the property and role, then click Grant access.
Click Revoke next to a specific property in the Active Access table. The user immediately loses access to that property. Their account is not deleted - only their access to that property is removed.
Switch to the Audit tab for a timestamped log of all access activity: invites sent, invites accepted, role changes, access grants, and revocations. Filter by date range or event type. Useful for compliance or troubleshooting.
Settings controls how the AI and reports behave across your account. Changes here apply to all properties you manage. Some settings (like the company logo) are only visible to organization administrators.
| Setting | What it does | Default |
|---|---|---|
| Priority labels | Prints the priority badge (High / Medium / Low) on each issue card in PDF reports. | On |
| Status labels | Prints the status badge (To Do / In Progress / Done) on each issue card in PDF reports. | On |
| Cover page | Adds a title page to the front of each PDF: property name, address, walk date, and cover photo. | On |
| Estimated prices | Shows the AI-estimated repair cost on issue cards and a summary total in PDF reports. Only available when Price Estimating (Beta) is enabled. | Off |
| Annotations | Overlays any drawn annotations (arrows, text, highlights) directly onto the issue photo in exported PDFs. | On |
Upload a PNG or JPG logo (square format, at least 256 px wide). It appears on every generated PDF report. Use Change Logo to replace it or Remove Logo to clear it. Org admins only.
When enabled, the AI will estimate a repair cost for each issue. These estimates are experimental and may be inaccurate - treat them as a rough planning figure, not a contractor quote. The estimated prices toggle in Report Settings is only available when this is on.
The default levels are High, Medium, and Low. You can add custom priority levels (e.g. "Critical" or "Deferred") for more granular triage. Default levels cannot be removed. Custom levels can be deleted anytime.
The default statuses are To Do, In Progress, Done, and Ignore. Add custom statuses (e.g. "Waiting on Vendor" or "Needs Approval") to match your team's workflow. Default statuses cannot be removed.
The trade list drives the "Responsible trade" field on each issue. Add or remove trades to match the vendors and contractors in your portfolio. Use Reset to Defaults to restore the original list - this overwrites any customizations. This setting is only available to Org Admins.
Read these before your first walk.
| Situation | What to do |
|---|---|
| GPS matched the wrong property | Tap Switch at the top of the Walk screen and manually select the correct property. |
| Denied camera or mic access by accident | Go to Settings → Privacy → Camera (or Microphone) → enable for Safari or Taplog, then reload the page. |
| Photos uploaded to wrong property | In Manage, select the issues → Batch Select → Move, and choose the correct property. |
| Issues showing the wrong walk date | In Manage, Batch Select the issues → Change Date, pick the correct date from the calendar. |
| Issue still processing after 5 minutes | Refresh the Manage page. If still missing, check your walk upload count and re-upload if needed. |
| Want to exclude an issue from reports without deleting it | Set its status to Ignore. It stays saved but is filtered out of default views and reports. |
| AI description is incorrect or incomplete | Click the issue card to open Edit Issue and correct any fields directly. |
| Need someone to handle an issue | In Walk, tap Assign after the photo uploads. Back at the desk, open the issue in Manage and use the Assign action instead. |
| Assignment button is disabled | Confirm a property is selected and the latest photo has finished uploading, then try again. |
| Need to send non-urgent assignments before leaving | Tap End Visit & Send Digests on the Walk screen once uploads are done. |
| Assignee says they didn't receive an urgent email | Have them check their spam folder, then open the issue's Activity Log to confirm the notification was sent. |
| Need to confirm whether someone acknowledged a task | Open the issue in Manage and check the Last action row or the Activity Log. |
| Need to see the full assignment history for an issue | Open the issue in Manage and expand the Activity Log - every assignment, acknowledgment, and note is listed there. |
| Need to share one issue outside Taplog | Open the issue and click the share icon beside the status and priority badges, or choose Actions → Share public link. |
| Need to share several issues outside Taplog | Filter to one property, click Batch Select, choose up to 50 issues, then click Share link. |
| Need to copy or stop a public link | Open any included issue, choose Activity, then click Copy link or Revoke beside the active public-link entry. |
| Something isn't working as expected | Contact support at help@taplog.ai and include your property name and a brief description of the issue. |