Scheduled Jobs create jobs according to your bookings and their settings. Those jobs will always be related to bookings. This means that whenever a booking is canceled, its related jobs will also be deleted if you allow so on the Scheduled Job settings. If a booking is modified, all its associated jobs will be modified accordingly.
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Example of a scheduled job behavior
Imagine that you have 2 consecutive bookings for the same rental separated by 2 days. You have created a scheduled cleaning job based on the check-out ➡ the job 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 job will automatically be modified accordingly even though it belongs to the first booking which actually wasn't modified. In this case, the job 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 job if there is any kind of modification such as:
- a new job created
- dates of a job modified
- a job assigned
- a job gets completed
- a job was inspected
- a job was rejected or uncompleted after inspection
Create a scheduled job
To create a scheduled job, 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, or check out our full tutorial about how to create task templates and scheduled tasks. Once a job template is created, you can start setting up scheduled jobs. To do so, follow these steps:
💡 Note: Jobs/tasks can only be created on the PM Modules website, not the mobile app.
- 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 job a Title and Description and set up the conditions.
| Setting | Notes |
|---|---|
| Enable | Switch the toggle on if you want this job to become active straight away. |
| Remove upon booking cancellation | Switch this toggle on if you want the job to be removed (become inactive) in case a booking gets canceled (e.g., check-in job). |
| Task priority | Give your job a priority (from 1-5 = Low-Urgent), so your staff knows which jobs to prioritize. |
| Select the rentals for task completion with each reservation |
Click Select Rentals and choose which rentals this job 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.
|
| Select when the task should end |
Select one of the options from the drop-down menu.
|
| Choose the task template with the list of subtasks to be performed |
Select one of your job templates from the drop-down menu. Check out how to create a task template. 💡 Note: You can only assign a job to people that have access to all the rentals you selected above. A nice option here is to assign the jobs 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 job and claim it for completion. Once a scheduled job 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 job 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 job once the Assignee has completed it. If the Inspector rejects the job, it will be marked as uncompleted and will go back to the list of current jobs. |
Important facts about scheduled tasks
Now, there are some things you should know about scheduled tasks/jobs:
- The system will look for new jobs to create or modify every 5 minutes. However, for newly created bookings or modifications, the jobs 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 jobs 365 days in advance.
- If a booking is canceled, the jobs related to it will also be removed if this option is enabled in the job settings.
- If there is a change in the dates or check-in/check-out times of a booking, the job will move with the booking. No need to manually change anything.
- If a job is assigned to a Role, all the members of that role and with access to the Rentals of the Scheduled Job will be able to claim the job. Any person in that role but without access to the rental will not see the job.
Now you know how to set up the Tasks Module. Learn here how to use it on a daily basis, creating manual tasks, completing them, assigning them to a user, etc.,