Tasks Frequently Asked Questions

One of my users cannot see tasks, why?

A user can only see tasks assigned to them. A supervisor can see all the tasks that they supervise.

Will tasks get canceled if my reservation is canceled?

Yes, the task will automatically be canceled if the reservation is canceled. Unless the task was modified from the Mobile App.

Will the task title change when the reservation dates are modified?

Yes, the task title will automatically be updated based on reservation date changes. 

Will the tasks schedule be modified if my reservation dates change?

Yes, the task will automatically be updated based on reservation date changes. Unless the task was modified (smart task) from the Mobile App.

Will all tasks be visible in the calendar?

Tasks that are linked to reservations are visible in the calendar. If a task is created from an Auto-task, it will be visible in the calendar. Tasks that are linked to a listing with a scheduled date are visible in the calendar. For that, you should go to Calendar and select Show "All Tasks". Tasks are symbolized by a black barrel.

Tasks that are not linked to a reservation (Manual Task) or a listing, even if it has a scheduled date, will not be displayed in the calendar. Archived tasks will not be displayed in the calendar.

Can I add a Checklist to a Task/Auto-task? Can it be managed from the Mobile App as well?

Yes. The Checklist can be added from the Dashboard and the Mobile App and any modification will be displayed on both platforms.

Can I add an attachment to a Task/Auto-task? Can it be managed from the Mobile App as well?

Yes. Attachments can be added to a Task, but not to an Auto-task, from the Dashboard and the Mobile App and any modification will be visible on both platforms.

Can I assign the Task to a user/supervisor/user group? Can it be managed from the Mobile App as well?

Yes. Task assignment is supported by the User, Supervisor, and User group. It can be managed from the Dashboard and the Mobile App and any modification will be visible on both platforms.

What is the purpose of Custom Fields in Tasks?

When you add information to the Hostaway software, this information is shown in fields. This way, you have a field "guest_name", "country", etc.

When you need to store additional information in the software, you can use the option called "Custom fields". For example, you can add a custom field "Toilet paper rolls" to tasks so your cleaner knows how many rolls are needed to be in the apartment. To learn more go to Manage Custom Fields.

What do Task statuses mean?

• To Do: any task that has been created manually or by the system, and is waiting to be picked up
• Accepted: state to provide feedback that someone accepted to work on it, but the work has not started yet
• In Progress: someone has started to work on the task
• Done: the work has been finished
• Archived: similar to Gmail, a task can be archived to not be visible on the board

How can I change the status of a task on the Dashboard and in the Mobile App?

In the Dashboard:

• Manually entering the task detail and changing the status based on the dropdown
• Manually dragging the task from one column to another

In the Mobile App: 

• Manually entering the task detail and changing the status based on the dropdown

Will my modifications to a task status on the Dashboard be displayed on the Mobile App as well? Or vice versa?

Yes, any modification on either platform will take place on the other. 

How do I know if it is a task of an Auto-task?

Any task in the dashboard that is a task of an Auto-task will have an icon to indicate it was created based on an Auto-task. To identify which Auto-Task that was, just hover over the icon and you will see the title of the Auto-task.

Can I deactivate an Auto-task? Will it affect the existing tasks?

Yes, from the Auto-task directly. Deactivating will not affect any existing tasks. However new tasks will not be created after a deactivation.

Can I modify an Auto-task? Will it affect the existing tasks?

Yes, from the Auto-task directly. However, the modification will not affect any existing tasks. But new tasks will be created based on the modification.

What is the Time Report?

Time report will provide information on the total time spent on tasks in a period, per assignee. Time report reports back on each task, on the period tasks spent in "In Progress" status. If the task was not put into "In progress" status the tracking will show zero for that task.

What do all the filter options mean on the board?

• View: previously saved filters can be accessed directly under the "View" filter
• Listing: filter for a specific listing to see all the tasks that are linked to the listing
• Channel: filter for a specific channel to see all the tasks that are linked to the channel, or all the tasks that are for a reservation from the selected channel
• Assignee: filter by the assignee to see all tasks assigned to the user
• Starts after: using the date selector you can filter for all tasks that start after the selected date
• Starts before: using the date selector you can filter for all tasks that start before the selected date
• Deadline after: using the date picker you can filter for all tasks that are to be finished after the picked date
• Deadline before: using the date picker you can filter for all tasks that are to be finished by the picked date

How will the different user types view the feature in the Mobile App?

Users and Account logins can equally manage tasks:

• They can change the status of the tasks
• They can put the status "In progress"
• Users will see the "Start" button, clicking on it will also put the task "In progress" 

Who has permission to change the statuses of the Tasks board?

All users have permission to change the status of a Task, including the account owner. Except if the User has view-only permission.

Can we set up a task in the past?

Yes, the schedule will show the task should have started already.

Can users set up a deadline that is earlier than the start date?

No, only dates and times in the future (compared to the start date and time) can be set up.

Can I duplicate an Auto-task without creating it from scratch?

Yes, it is possible to duplicate Auto-task. You will find a “copy” icon next to each Auto-task.