Task Frequently Asked Questions

One of my users can't see tasks, why?

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

Will tasks get cancelled if my reservation is cancelled?

Yes, the task will automatically be cancelled if the reservation is cancelled. 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 changed?

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 AutoTask, 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 need to go to Calendar and select Show "All Tasks". Tasks are symbolised by a black barre.

Tasks that are not linked to a reservation (Manual Task) nor to a listing, even if it has a scheduled date, will not be visible in the calendar.
Task that are archived will not be visible in the calendar.

Can I add a checklist to a task/AutoTask? Can it be managed from the mobile app also?

Yes. The checklist can be added from the dashboard and from the mobile app and any modification will be visible on both platforms.

Can I add an attachment to a task/AutoTask? Can it be managed from the mobile app also?

Yes. Attachments can be added to a task (not to AutoTask) from the dashboard and from 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 also?

Yes. Task assignment is supported to User, Supervisor, User group. It can be managed from the dashboard and from the mobile app and any modification will be visible on either platform.

What is the purpose of custom fields in tasks? 

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

When you need to store additional information to 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.
https://support.hostaway.com/hc/en-us/articles/360002563714-Manage-Custom-Fields

What do all the statuses mean?

To Do: any task that has been created manually or by the system, and it is waiting to be picked up.

Accepted: state to provide feedback that someone accepted to work on it, but the work did not start yet.

In Progress: someone has started to work on the task. 

Done: the work has 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 visible on the mobile app also? 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 AutoTask?

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

Can I deactivate an AutoTask? Will it affect the existing tasks?

Yes, from the AutoTask directly. However, deactivating will not affect any existing tasks. But new tasks will not be created after a deactivation. 

Can I modify an AutoTask? Will it affect the existing tasks?

Yes, from the AutoTask 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 time period tasks spent in `In Progress` status. If the task was not put into `In progress` status the tracking will show 0 for that task.

What do all the filter options mean on the board?

View: previously saved filters can be accessed directly under 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 picker you can filter for all tasks that are to start after the picked date

Starts before: using the date picker you can filter for all tasks that are to start before the picked 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 the tasks. It can change the status of the tasks. 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 start date and time) can be set up.

Can I quickly duplicate an auto-task without creating it from the scratch?

Yes, it's possible to duplicate auto-tasks - You will find a “copy” icon next to each auto-task

 

When a task is unassigned from a user

When a task is unassigned from a user, Hostaway will notify that user.
When a task assignee changes from one user to another, Hostaway will notify both users.
The notification will include the information about the old assignee and the new assignee.