Automated tasks allow you to automatically generate recurring tasks based on reservations. This saves time and helps ensure that important tasks are not overlooked. Automated tasks are useful for scheduling end-of-stay cleaning, preparing bed linen, or creating welcome tasks for arriving guests.
Before assigning tasks, make sure that businesses, groups, and staff members have been set up correctly in the system. This helps create a clear task structure and provides better oversight within your organization. For more information, see the article Creating businesses, groups, and staff members.
Follow the steps below to create an automated task:
Navigate to Tasks > Tasks > Automated Tasks.
Click New automated task.
Enter a clear title for the task and add a description if required.
Assign the task to a task group or a specific staff member and set the appropriate priority level.
Select when the task should be generated. Tasks can be created on several specific moments:
On or after the reservation date
On, before, or after the arrival date
On, before, or after the departure date
On every day during the guest's stay
Choose which reservation information should be copied to the task:
The company
The guest details
The number of nights
The number of pets
The next arrival
Add conditions to ensure that the task is only generated for specific reservations. For example, you can limit the task to certain supplements, accommodations, or accommodation categories. This ensures that tasks are only created when they are actually required.
Add an attachment or checklist to the task if additional instructions are needed.
Click Save changes to create the automated task.
Applying automated tasks to existing reservations
New automated tasks are only applied to reservations that are created after the task has been set up. If you want the task to be generated for existing reservations as well, you will need to perform a batch update.
Click the three dots in the top-right corner of the screen, next to your profile picture or company logo, and select Batch update.
In step 1 of the batch update, select Update automated tasks for reservations.
In step 2, choose the period for which the update should be performed. It is recommended to use the arrival date or departure date as the reference date, depending on the task settings. Then select the desired date range and the accommodations that should be included in the update.
In step 3, carefully review the batch update and make sure the selected action only relates to tasks. Batch updates can perform various actions, so selecting the wrong option may have unintended consequences.
Once everything has been configured correctly, click Schedule reservations update to start the update. Please note that this process may take several minutes to complete.