Automated tasks in our booking system help you manage recurring activities by automatically creating tasks for reservations. This saves time and ensures that important tasks are never overlooked.
For example, you can automatically schedule final cleaning after check-out, prepare bed linen or arrange a welcome package before guests arrive.
Before you begin
Before creating automated tasks, make sure that businesses, groups and staff members are correctly configured in the system. This allows you to assign tasks to the appropriate employees or task groups. For more information, read our article Creating businesses, groups, and staff members.
How to create automated tasks
Follow these steps to set up a new automated task.
Click New automated task.
Enter a title and, if needed, a description.
Assign the task to a task group or employee and set its priority.
Optionally, link the task to a project. For more information, read our article Creating and managing projects.
Choose when the tasks should be scheduled:
On the reservation date or ... days afterwards
On, or ... days before or after the arrival or departure date
Every day during the stay
Select which reservation details should be included in the task, such as guest information, party details, number of pets or the next arrival.
In the Conditions tab, optionally set conditions based on additional charges, accommodations or accommodation categories. This ensures that the tasks are only created for relevant reservations.
Add an attachment or checklist if needed.
Click Save changes.
The automated task will now be created automatically for new reservations that meet the configured conditions.
How to apply automated tasks to existing reservations
Want to apply a newly created automated task to existing reservations as well? You can do this by running 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.
Choose Update automated tasks for reservations.
In step 2, select the reference date (preferably the arrival or departure date), date range and accommodations you want to include.
In step 3, carefully review the settings and make sure the update only affects automated tasks.
Click Schedule reservations update to start the update.
The batch update may take a few minutes to complete.
Please note: carefully review the batch update settings before starting to prevent unintended changes to reservations.