Scheduled tasks are tasks linked to bookings and will always be associated with them. If a booking is modified, all its related tasks will be updated accordingly.
Instructions depend on your account version. To see the correct instructions, follow these steps:
Go to the left-hand menu and select Calendar.
Choose the version you see in your account:
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Former version |
New version |
To view instructions, identify your account version above and click the corresponding button.
Former version
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Example of a scheduled task behavior
Imagine that you have 2 consecutive bookings for the same rental separated by 2 days. You have created a scheduled cleaning task based on the check-out ➡ the task will start at the set check-out time and finish at the time of check-in for the next booking, or last a maximum of 48h. If the check-in day of the second booking is moved to the check-out date of the previous, the cleaning task will automatically be modified accordingly even though it belongs to the first booking which actually wasn't modified. In this case, the task will automatically be shortened between the check-out and the check-in.
Team members will be notified depending on their role and their relation with the task if there is any kind of modification such as:
- a new task created
- dates of a task modified
- a task assigned
- a task gets completed
- a task was inspected
- a task was rejected or uncompleted after inspection
Create a scheduled task
To create a scheduled task, you first need to have created at least one Task Template. To learn how to create a task template, take a look at this article. Once a task template is created, you can start setting up scheduled tasks. To do so, follow these steps:
- Go to the PM Modules section, and select Tasks from the sidebar menu.
- Then choose Scheduled tasks and click on the + icon in the bottom-right corner.
- Now fill give your task a Title and Description and set up the conditions.
| Setting | Notes |
|---|---|
| Enable | Switch the toggle on if you want this task to become active straight away. |
| Remove upon booking cancellation | Switch this toggle on if you want the task to be removed (become inactive) in case a booking gets canceled (e.g., check-in task). |
| Task priority | Give your task a priority (from 1-5 = Low-Urgent), so your staff knows which tasks to prioritize. |
| Select the rentals for task completion with each reservation |
Click Select Rentals and choose which rentals this task applies to. 💡 Note: You can filter them by City or Owner. If you click Select, all the highlighted rentals will be assigned. |
| Select when the task should start |
Select one of the options from the drop-down menu.
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| Select when the task should end |
Select one of the options from the drop-down menu.
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| Choose the task template with the list of subtasks to be performed |
Select one of your task templates from the drop-down menu. Check out how to create a task template. 💡 Note: You can only assign a task to people that have access to all the rentals you selected above. A nice option here is to assign the tasks to a role (e.g. Cleaning Staff). This means that all people with that role and access to the rental (from the specific booking) will be able to see the task and claim it for completion. Once a scheduled task is created through a booking, you can also assign it manually instead of people claiming it. This can be done in the Tasks Calendar on the PM Modules website. |
| Task requires inspection |
Switch the toggle on if you want this task to be inspected after completion, and then select one of the team members from the drop-down menu as an Inspector. The selected person will be in charge of Approving or Rejecting the task once the Assignee has completed it. If the Inspector rejects the task, it will be marked as uncompleted and will go back to the list of current taskq. |
Important facts about scheduled tasks
Now, there are some things you should know about scheduled tasks:
- The system will look for new tasks to create or modify every 5 minutes. However, for newly created bookings or modifications, the tasks of that booking are created/modified instantly.
💡 Note: Closed periods or bookings imported via iCal will not be taken into account. - The system will create tasks 365 days in advance.
- If a booking is canceled, the tasks related to it will also be removed if this option is enabled in the task settings.
- If there is a change in the dates or check-in/check-out times of a booking, the task will move with the booking. No need to manually change anything.
- If a task is assigned to a Role, all the members of that role and with access to the Rentals of the Scheduled task will be able to claim the task. Any person in that role but without access to the rental will not see the task.
New version
Read about:
Example of a scheduled task behavior
Imagine you have two consecutive bookings for the same rental with a 2-day gap. You’ve scheduled a cleaning task based on the first check-out time. This task starts at check-out and ends at the next check-in, or lasts up to 48 hours. If the second booking’s check-in is moved to the first booking’s check-out day, the cleaning task will automatically adjust, even though the first booking didn’t change. The task duration will be shortened accordingly.
Team members will be notified depending on their role and their relation with the task if there is any kind of modification such as:
- a new task created
- dates of a task modified
- a task assigned
- a task gets completed
- a task was inspected
- a task was rejected or uncompleted after inspection
Create a scheduled task
To create a scheduled task, follow these steps:
- Go to the Calendar section and select Tasks.
- Click on the + icon to create a task.
- Choose a rental you want the task to be assigned to.
💡 Note: Since your scheduled task will be based on a booking, you won’t be able to select “no rental” and then create a scheduled task. - Toggle on Auto-schedule cleaning after check-out to automatically generate your task after check-out.
💡 Note: You cannot see the auto-scheduled tasks if you haven’t received any bookings for the assigned rental yet. - By default, the start time will be the check-out time of the selected rental, but you can change it. You can also adjust the end time.
💡 Note: Currently, tasks can only start and end on the same day. - Then, select the Assignee. Tasks can be assigned either to a role (e.g. “any cleaning staff for this rental”) or to a specific person.
- Toggle on the inspection option if an inspection is required after the task is completed, and select a team member from the drop-down menu as Inspector.
The selected person will be responsible for approving or rejecting the task once the Assignee has completed it. - Add a title and an optional description.
- You can then add a checklist. Checklists help users by providing a clear, step-by-step guide to complete a task, and they help inspectors ensure that tasks are completed in their entirety. You can also require the person completing the task to upload mandatory photos for checklist items. In this case, users must upload a photo for each checklist item before they can mark the task as complete.
- Then click Save.
Important facts about scheduled tasks
Now, there are some things you should know about scheduled tasks:
- Only account-holders, admins, and rental managers can create tasks.
- The system checks for new or updated tasks every 5 minutes. But when a booking is created or changed, its tasks are updated right away.
💡 Note: Blocked periods and bookings imported via iCal are not included. - Tasks can be scheduled up to 365 days in advance.
- If a booking is canceled, its tasks will also be deleted. If the booking dates or check-in/check-out times change, the task will automatically move with the booking. You don’t need to update tasks manually.
- If a task is assigned to a Role (like “Cleaning staff”), all members of that role who have access to the rental will see the task and can claim it. Members without access to the rental won’t see the task.