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Tasks: Create, Manage & Assign Tasks

Victor
  • Updated

How to use the Task feature?

In this article, we will explain:

  • How to create a manual task
  • How to create an auto-task
  • How to change the task status
  • Add a checklist to a task
  • Add a note
  • Add cost
  • Add resolution
  • Add an attachment

Additional Info:

How to create a Manual Task?

To create a Manual Task follow the next steps:

  1. Go to your Hostaway Dashboard > Tasks
  2. Click on Add Task
  3. Insert the Task Title
  4. Set up the Schedule, Details, Links & Attachments
  5. Save Task

Notes:

  • You can create the Task for one specific listing and channel
  • User and Supervisor can be assigned if you have them already created in the User Management module. Please check How to Create a User.

 

How to create an Auto Task?

To create an Auto Task please follow the next steps:

  1. Go to your Hostaway Dashboard > Tasks
  2. Select Manage Auto-tasks
  3. Click on Add Auto-tasks
  4. Choose a Task Title
  5. Set up the Schedule, Details, Links & Attachments
  6. Save Auto-task

Notes

  • You can not select multiple channels in the auto-task feature. You can choose only one channel or you can leave it without choosing any channel so auto task will apply for all channel reservations
  • If you would like to apply an Auto-task to existing reservations, please do not forget to click on "Create tasks" from the auto-task for existing reservations

Duplicate an Auto-task

You can click on the "copy" icon next to each Auto-task to create a duplicate Auto-task

 

Generate an auto-task for an upsell

Sometimes you may need to create an auto-task after the guest has purchased an upsell so that you have a reminder to prepare the item. For that scenario please follow the next steps:

  1. Go to your Hostaway Dashboard > Tasks > Manage auto-tasks > Add auto-task
  2. Choose a Task Title
  3. Select event > Upsell added
  4. Set up the Schedule, Details, Links & Attachments
  5. Save Auto-task

 

How to change the Task status?

Tasks Statuses

  1. To Do: any task that has been created manually or by the system, and is waiting to be picked up
  2. Accepted: state to provide feedback that someone accepted to work on it, but the work has not started yet
  3. In Progress: someone has started to work on the task
  4. Done: the work has been finished

You can change the Tasks Status in two different ways:

  1. Manually changing the status via the drop-down within the Task
  2. Dragging the task to the corresponding column (To Do, Accepted, In Progress and Done)

Changing the start and end date/time of auto tasks

It's expected behavior for auto-tasks created from a reservation to be in sync with the check-in/check-out times of the related reservation, the start and end time of the task should update automatically based on the reservation check-in and check-out changes. However, whenever an auto-task is updated manually on the start/end times it will no longer sync with the reservation check-in/check-out changes.

  • Manual changes on the start/end time of an auto task, then the reservation start/end time changes will NOT update the task.

  • Manual changes on an auto task other than the start/end time, then the reservation start/end time changing should update the task

 

Add a checklist to your task

Some of your tasks might need a check if all sub-tasks are done. For example, a guest is asking for a champagne breakfast basket - for this, you can add multiple items to the task checklist so the user or team member can check them off when completed. You can also use the pre-defined checklists that you can create in checklist templates.

 

Add task costs

The one who is doing this task might need to spend some money on the task. For example, the assigned user would need to buy new toilet paper and you can add in how much this costs. In this window, the task creator, supervisor, or assigned user can make a note of these costs.

Notes:

  • This module has the most common currency options available. When your currency is not listed, you can leave it empty
  • You can have this cost added to Financial Reporting

 

Add resolution notes to a Task

When you would like to get feedback from the task assignee or leave feedback for them about the result of the task, you can use this window and provide it with an end score.

 

Add an attachment to a Task

You can upload different files to tasks or for example, help your cleaners to upload images before and after they have cleaned the room.

 

Filter Tasks

You can filter tasks based on Supervisor, Listing, Channel, Asingee, and Sort order. To filter tasks you should:

  1. Go to your Hostaway Dashboard > Tasks
  2. Select the Manage Tasks bar
  3. Click on the Filter you would like to apply
  4. Select the desired one from the dropdown

 

When a task is unassigned from a user

Initial considerations:

  • 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 information about the old assignee and the new assignee

Unassigned Tasks can be found in the Dashboard

To find this feature please follow the next steps:

  1. Go to your Hostaway Dashboard > Tasks > Manage Tasks
  2. Click on the "Assignee" filter and select "Unassigned"
  3. This makes it easier for you to find tasks that need to be assigned

Same-day reminders for Tasks

With same-day reminders for Tasks, you can send notifications on the day a task should start, at 8 am listing time, to the task assignee.

These reminders can also be sent by SMS, for those users who prefer that over push/email notifications.

 

Notifications for tasks not starting/ending on time

Enabling these notifications will notify the user if they are set as the task supervisor, 30 minutes after the start time of the task (if the task has not been moved to In progress) and 30 minutes after the end time of the task (if the task has not been moved to done).


 

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