Manage follow-ups
Agree the next update, keep reporters informed, and route help to the right lead.
Breeks follows up active records and Kanban tasks in the current project. Record/task comments can count as responses and provide AI evidence. Linked drawing metadata can provide evidence; drawings and drawing comments do not receive standalone coordination reminders.
Turn on coordination
An administrator opens Project settings → Coordination, chooses Progress and next update, reviews the working calendar and urgency rules, and enables coordination. Coordination is off by default.
Choose a project coordinator as the escalation fallback. Under Escalation contacts, choose a named lead for each assignee who needs one. Contacts must be active project members with permission to view records and tasks. Contact changes save immediately; save the policy with Save coordination settings.
Existing projects keep Legacy acknowledgement until an administrator switches workflows. Switching starts fresh follow-up timing and invalidates old reminder actions. It does not change records, deadlines or assignees.
What counts as urgent
High/critical priority, overdue work, or work due within the configured hours qualifies automatically. The default deadline threshold is 24 elapsed hours. Additional AI findings need a project administrator’s approval before starting follow-up.
The default calendar is Monday–Friday, 08:00–18:00, Asia/Singapore. Delivery respects the configured calendar. Completing a task or publishing an RFI as answered ends the assignee’s follow-up. An answered RFI remains available for review and closure under existing permissions.
Respond alongside your work
From the inbox or item details:
- Working on it records a response and the next-update time.
- Update progress adds a normal comment, using your existing comment permissions, and saves the next update.
- Need help records the blocker and alerts your named lead, informing the reporter.
A next-update time is prefilled: an existing future commitment, otherwise two working days later at the same working time, or an earlier future deadline. Change it before submitting. Normal assignee comments and published status changes count as responses without another acknowledgement. Private drafts, read receipts and comments from other people do not count. A normal comment preserves an existing help request; choosing Working on it resumes work without that help flag.
Promises control follow-up timing, not the work’s deadline. A new due-soon/overdue condition still alerts the assignee. Persistent overdue work can escalate even when a later update is promised. Comments do not restart the overdue escalation clock.
Reporter and escalation
The creator is the default reporter. They can see the latest update, next-update time and escalation contact on the item. They receive alerts about blockers, missed commitments and completion; routine comments remain on the item rather than becoming extra alerts.
If the assignee misses the promised update, Breeks requests progress and informs the reporter. After the configured escalation interval, default two working dates, it alerts the assignee’s named lead, or the project coordinator if that lead is unavailable. No response to a first reminder uses the same interval. Need help routes the blocker immediately, with quiet hours respected.
This introduces no mandatory reporter acceptance of every completion. Viewing a notification does not count as progressing the work.
Inbox and WhatsApp
Current follow-up shows one card per item, grouped by project. History retains previous notifications. Routine WhatsApp follow-ups are grouped into one private summary per project and recipient at the working-day opening. Work becoming urgent after that opening waits for the next summary; newly critical items, deadline attention and help requests have separate alerts.
Each WhatsApp item has its own code:
ack CODE: “Working on it” using the displayed suggested next-update time. If that suggestion has passed, Breeks chooses a fresh suggestion and states it in the reply.update CODE YYYY-MM-DD HH:MM: choose a next-update time in the project timezone. Add a short progress note after the time if useful.help CODE DESCRIPTION: request help and record a blocker.
Codes remain bound to the current assignee, project and reminder generation. The inbox remains available without a linked WhatsApp identity. Queued messages recheck membership, assignment, evidence access and current work before sending.
Legacy acknowledgement
Legacy projects retain Acknowledge, which stops follow-ups for the current urgency episode, and Snooze, which defers until the next working day. Neither changes work status. Legacy escalation goes to authorized project administrators.
Agent-proposed assignments and status changes continue to require confirmation in both workflows. Closing RFIs, formal responses and other consequential actions retain their existing permissions and confirmation requirements.