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Handling Tasks

📋 Creating & Assigning Tasks​

  • Automatic Creation: Tasks can be automatically created whenever new reservations sync.
    For example, a new cleaning task is created each time a reservation arrives in the system.

  • Manual Creation: Property Managers can also manually create tasks at any time. They can assign these tasks to specific service providers or crew members.

  • Reassigning: Service Providers who receive tasks can reassign them to their crew if needed (e.g., if someone else on the team is better suited to the job).

✅ Tracking Task Completion​

  • Tasks Dashboard: Users can update tasks on the Tasks Dashboard, which is also the app’s home page.
  • Calendar View: Tasks can also be updated from the Calendar by clicking on a task to open its details.
  • Tasks Page: Users can view, add, edit, or delete tasks from the dedicated Tasks Page (see below for more details).
  • Status & Images: Status updates (e.g., “In Progress,” “Completed”) and images (if required by the task type) ensure work is properly verified.
  • Checklist Items: Some task types include checklist items. All items must be checked off before setting the task to “Completed.”
  • Required Images: If a task type requires images, you must upload them before you can close that task.

The Tasks Page​

In addition to the Dashboard and Calendar, the Tasks Page provides a comprehensive view of your tasks in a filterable, sortable table. From here, you can manage all tasks in bulk or individually, with more advanced filtering options than on the Dashboard.

Filterable & Sortable Task Table​

The top section of the Tasks Page displays a table listing all tasks you have access to. Key features:

  • Bulk Selection: Use the checkbox in the table header to “Select All” tasks, or select tasks individually to perform batch actions (if available).
  • Sortable Columns: Click on a column header (like Property, Task Type, Channel Reservation ID, etc.) to sort tasks in ascending or descending order.
  • Filters:
    • Text Filters: Filter by property name, task type, or reservation ID.
    • Date Filters: Filter by date ranges such as Start After, End Before, Scheduled Start, Started On, and Completed On.
    • Assignees: A dropdown list that lets you filter tasks by specific users or teams assigned to those tasks.
  • Pagination: If you have many tasks, use the pagination controls at the bottom to navigate between pages. You can also change the number of tasks displayed per page (10, 20, 50, or 100).

Each row in the table represents a single task. Clicking on a row opens the Task Form (described below) so that you can view or modify the task details.

Adding a New Task​

You can add a new task by clicking on “Add Task” (or the equivalent button) on the Tasks Page. This will load the Task Form in a panel where you can fill in all the required information.

Editing a Task​

To edit an existing task, simply click on the task row in the table. The Task Form appears, showing the current details for that task. You can update any field (if you have permission), then save your changes.

Task Form Breakdown​

When you create or edit a task, the Task Form will appear. This form has multiple sections and fields, described below:

  1. Property

    • Select the property where this task will take place.
    • Required field.

  2. Task Type

    • Choose the type of task (e.g., Cleaning, Maintenance, Inspection).
    • Certain task types may require images or checklists to be completed before you can set the task to “Completed.”

  3. Reservation

    • If the task relates to a specific reservation (e.g., a cleaning needed after a guest’s stay), select it here.
    • This field is often optional, unless your process specifically requires linking tasks to reservations.

  4. Status

    • The current state of the task (e.g., Not Started, In Progress, Completed, Cancelled).
    • You cannot set a task to “Completed” if there are unchecked checklist items or if required images have not been uploaded.

  5. Price

    • Enter the monetary cost or price for this task, if applicable.
    • Often used for billing and invoicing.

  6. Start After

    • The earliest time the task can start (e.g., after a certain check-out time).

  7. End Before

    • A deadline indicating when the task should be finished.

  8. Scheduled Start

    • The planned date/time for starting the task (used for scheduling).
    • This can differ from Start After if you plan to schedule it for a specific time window.

  9. Started On

    • The actual date/time the work was started.
    • Often filled in by the assignee when they begin the job.

  10. Completed On

    • The actual date/time the work was completed.
    • Often filled in by the assignee or manager once all work is done (including checklists and images).

  11. Expected Duration

    • Specifies how many hours/minutes the task is expected to take.
    • Helps in resource planning and scheduling.

  12. Assignees

    • The user(s) or crew member(s) responsible for carrying out the task.
    • You can select multiple assignees if needed.

  13. Payors

    • The individual(s) or entity/entities responsible for paying for this task.
    • Could be the property owner, management company, etc.

  14. Checklist Items

    • If your chosen Task Type has a checklist (e.g., steps to complete a cleaning), these items will appear.
    • Each item must be checked off before the task can be marked “Completed.”

  15. Images

    • If the Task Type requires images, you will need to upload them here to finalize the task.
    • Examples: Before-and-after photos for a repair task, photos showing that cleaning was done correctly, etc.

  16. Notes

    • Task Notes: Any comments, clarifications, or updates specific to the task.
    • Property Flags/Notes: If the property has any special flags (like “Broken lock on back door” or “Allergies to certain cleaning products”), they will be displayed as warnings.

Once you’re satisfied with the task details (including uploading images, if necessary), click Save. If you need to cancel or discard changes, click Cancel (if available).

Summary of the Workflow​

  1. Open the Tasks Page to see all tasks in a filterable, sortable table.
  2. Filter/Sort to find tasks by property, task type, assignee, or date range.
  3. Click a Task Row to open the Task Form and view or edit details.
  4. Update the Task (status, checklist, assignees, images, etc.) as needed.
  5. Save your changes. If you are completing the task, make sure all required items (checklists and images) are done.

Next Steps​

Once your tasks are well-organized and completed, you can move on to the next phase of your workflow:

đź“Ś Next: Learn how to Manage Invoices.