Tasks

Raise and track guest requests and jobs, such as an extra pillow, a broken AC or a wake-up call, by department, priority and due time, with templates for jobs that come up often.

Tasks is the hotel's job list: guest requests, repairs and follow-ups. Each task has a department, a priority, a due time and the person doing it. Overdue tasks stand out here and on the hotel dashboard.

Before you begin

• The staff you assign tasks to are users of your company. See Users & Roles.
• Room cleaning is planned on the Housekeeping task board, not here.

Where to find it

Open Hotel → Operations → Tasks.

Raise a task

1. Click + New task.
2. Type the Summary, for example AC not cooling in Room 204.
3. Pick the Department: Front Office, Housekeeping, Maintenance, Food & Beverage, Sales, Security or Management.
4. Pick the Priority: low, normal, high or urgent.
5. Pick who to Assign to, or leave it Unassigned.
6. Set when it is Due and add Details.
7. Click Create task.

Work the list

• The counts at the top show what is overdue, due today and unassigned. Click overdue to see only those.
• Switch between Live, Overdue, Completed and All, and filter by department and priority.
• Click Complete when the job is done and type What was done?. Click Reopen on a completed task and type Why is it being reopened?. Both notes are kept on the task.

A task that runs late is marked escalated as the hours go by, so a manager sees it.

Use templates for repeat jobs

1. Click Templates, then + New template.
2. Enter the Title, Department, Priority, Due within (hours) and Details.
3. Keep Active ticked and click Save template.

Next time, click Raise task on the template. The new task is filled in for you.

Common questions

Who gets told about a new task? Nobody is messaged. The task shows on this list and in the dashboard's overdue banner. Assign it so the person knows it is theirs.

Can a task be linked to a room? The form has no room field, so put the room number in the Summary. A task that carries a room or reservation shows them under its summary.

Where do I see task history? Completed tasks keep their completion note. Pick Completed or All.