Task Management

Tasks are how you coordinate day-to-day work across your properties -- from turnover cleans and pool treatments to guest request follow-ups and supply runs. This guide covers creating, assigning, tracking, and completing tasks.

Overview

The task management system lets you create work items, assign them to staff members, set priorities and deadlines, and track progress from open to complete. Tasks can be linked to specific properties and bookings, making it easy to see what needs to happen before a guest checks in or after they check out.

Every task follows a simple status workflow: Open, In Progress, and Completed. Combined with priority levels and due dates, this gives property managers a clear picture of what is happening across their portfolio at any time.

Creating a Task

To create a new task:

1. Navigate to Tasks from the main sidebar.
2. Click New Task.
3. Fill in the task details:

Field	Description
Title	A clear, action-oriented name -- e.g., "Deep clean Villa Sunset before check-in."
Description	Additional context, special instructions, or notes for the assignee.
Assignee	The staff member responsible for completing the task.
Property	The property this task relates to (optional but recommended).
Booking	Link to a specific booking if the task is guest-related (optional).
Priority	Low, Medium, High, or Urgent.
Due Date	When the task must be completed.

4. Click Create Task.

[Screenshot: New task form showing title, assignee, property, priority, and due date fields]

Linking Tasks to Bookings

When you link a task to a booking, the task appears in the booking's detail view alongside reservation details. This is especially useful for turnover tasks -- you can see at a glance whether the clean, inspection, and restocking are done before the next guest arrives.

For example, if a guest checks in at Villa Mariposa on Saturday at 3:00 PM, you might create three linked tasks: "Turnover clean" due by 1:00 PM, "Pool chemical check" due by 2:00 PM, and "Welcome basket setup" due by 2:30 PM.

Priority Levels

Priorities help your team understand what to tackle first and allow you to filter for the most time-sensitive work.

Priority	When to Use	Example
Low	No time pressure. Can be completed when convenient.	Reorganize storage closet at Villa Palma.
Medium	Standard work with a defined deadline. Most tasks fall here.	Turnover clean before Saturday check-in.
High	Time-sensitive or guest-impacting. Needs prompt attention.	Fix broken A/C in occupied villa before evening.
Urgent	Immediate action required. Safety or critical guest impact.	Water leak in master bathroom -- guest currently in residence.

Priority is displayed as a color-coded badge on the task list and detail pages. Urgent tasks also trigger a visual indicator to ensure they are not overlooked.

Task Status Workflow

Every task moves through three statuses:

1. Open -- The task has been created and assigned but work has not started.
2. In Progress -- The assignee has begun working on the task.
3. Completed -- The task is finished.

Staff members update the status from the staff portal or the task detail page. Property managers can also update statuses on behalf of their team.

[Screenshot: Task detail page showing status progression from Open to In Progress to Completed]

Checklists

For tasks that involve multiple steps, you can add a checklist directly to the task. Checklists break complex work into discrete items that can be checked off individually.

Adding a Checklist

1. Open a task (new or existing).
2. In the Checklist section, click Add Item.
3. Type the checklist item -- e.g., "Wash all linens," "Sanitize bathrooms," "Restock minibar."
4. Repeat for each step.
5. Save the task.

Using Checklists

As the assignee works through the task, they check off each item. The task detail page and task list show checklist progress -- for example, "4 of 7 items complete." This gives managers visibility into partial progress without needing to message the staff member.

Checklists are especially valuable for standardized procedures like turnover cleans, where every step must be completed consistently across all properties.

Filtering and Searching Tasks

The task list provides several filters to help you find what you need:

Filter	Options
Status	Open, In Progress, Completed
Priority	Low, Medium, High, Urgent
Assignee	Any staff member
Property	Any property in your portfolio
Due Date	Today, This Week, Overdue, Custom Range

You can combine filters -- for example, show all High and Urgent tasks that are Open or In Progress at Villa Sunset. The search bar also lets you find tasks by title or description keywords.

[Screenshot: Task list with filters applied showing filtered results]

Bulk Actions

When you need to manage multiple tasks at once, use bulk actions:

1. Select tasks using the checkboxes on the task list.
2. Choose an action from the bulk actions menu:
   • Change Priority -- Update the priority of all selected tasks.
   • Reassign -- Move all selected tasks to a different staff member.
   • Mark Completed -- Close out multiple finished tasks at once.

Bulk actions are useful during scheduling changes -- for example, if a staff member calls in sick, you can select all their open tasks and reassign them to another team member in a single step.

Key Concepts

• Property-linked tasks -- Associating a task with a property keeps your work organized by location and ensures the right context is always visible.
• Booking-linked tasks -- Connecting a task to a booking ties operational work to the guest timeline, so nothing falls through the cracks around check-in and check-out.
• Checklist progress -- Partial completion tracking lets managers monitor complex tasks without interrupting staff for status updates.
• Priority as triage -- Use priority levels consistently across your team so everyone understands the urgency scale.

Common Questions

Can I create a task without assigning it? Yes. Unassigned tasks appear in the task list and can be claimed by any staff member or assigned later by a manager.

Who can see tasks? Admins and property managers see all tasks for their properties. Staff members see only tasks assigned to them, visible through the staff portal.

Can I set a task to repeat on a schedule? Recurring tasks are managed through the scheduling system. See the Scheduling guide for setting up repeating work.

What happens to tasks when a booking is cancelled? Tasks linked to a cancelled booking remain open -- they are not automatically cancelled. Review and close them manually, since some work (like a clean that is already in progress) may still need to be completed.

Can I attach photos to a task? Yes. Staff members can add photos from the task detail page -- useful for documenting completed work or flagging maintenance issues.

Related

• Staff Management -- Adding and managing your team members.
• Scheduling -- Shifts, recurring schedules, and time-off management.
• Staff Reports -- Performance metrics based on task completion data.
• Maintenance Guide -- Work orders for repairs and preventive maintenance.