Flexkeeping's task functionality simplifies the process of creating assignments for your staff, serving multiple purposes such as managing guest requests and internal jobs that need to be done on a daily basis. It's important to note that any maintenance-related tasks are efficiently managed through the Repairs module.

In this article, you will learn about:

• CREATING A NEW TASK
• ADDITIONAL OPTIONS
• HOW TO WORK WITH THE LIST OF TASKS
• COMPLETING A TASK
• EDITING A TASK
• FUTURE AND RECURRING TASKS

CREATING A NEW TASK

Creating tasks is a simple process that can be done either on the web or through the phone app, involving three easy steps:

STEP 1: Adding a task

On the web, navigate to the Assignment menu -> Tasks. Click on the green "Add Task" button and select one of the following options:

• Add Internal task (not linked to guest reservations),

• Add guest request (linked to guest reservations) or

• Add pre-arrival request (linked to reservations)

On the mobile app, select "Room" from the menu, and a large green plus button will appear in the lower right corner. Tap on it to access the option to add a task.

STEP 2: Entering the information

On this page, you can also change the task priority, by selecting from the following options:

• Low

• Medium

• Urgent

Select code: From the list, select the code that applies. The codes that appear here can be added to the assignment code page.

Select space: If the task is related to a specific room, select it from the list, and the assigned housekeeper for that room will automatically be assigned to the task.

Assign: If you need to assign the task to a specific person, select them from the list. You can also assign the task to a group of users, and everyone in the group will receive a notification to complete it. 
Once you have completed the form, click "Save," and the task will be created.

NOTE: In order to create a task, you need to fill out at least one of the options: space or assignee

ADDITIONAL OPTIONS

On the web, these additional options appear on the right side of the screen, and on the mobile app, they can be accessible at the bottom of the screen.

1. Priority: Change the importance of the assignment (Low, Medium, High)

2. Due date: you can add the date and time by when the task needs to be completed

3. Assignment scheduling: applies when we are setting up future

4. Repeating Assignment: create recurring tasks

5. Attachments: This function allows you to add pictures, videos or files.

6. To-Do List: you can add additional sub-tasks that need to be actioned. 
   
   
   

Web

Mobile app

HOW TO WORK WITH THE LIST OF TASKS

Once a task is assigned to a person, they will receive an immediate sound notification. Additionally, a notification will appear next to the bell icon.

Web

On the web, all tasks can be accessed from the tasks page. By clicking on a task, an additional box will appear on the right side, providing options to edit, comment, or mark the task as complete. At the top of the page, users can switch between different filters to view tasks based on various stages, including:

• Submitted

• All

• My Tasks

• Done

• On Hold

• Recurring

• Future

• Cancelled

The visibility of the tasks can also be changed by adjusting the Sorting, Grouping or using Filters

Sort By

The default display is sort by Created Date. The arrow on the side shows the order, Ascending or Descending. The default is Descending.

Group By

This options changes the way we group the assignments, giving a better visibility on the pending assignments

In this example below, we are grouping the tasks for 'Future Date', which allows the user to see the tasks pending for the future

The visibility of the task's overview depends on the user group and the assigned rights. Different user groups may have different levels of access to task information.

Mobile app

From most of the screen, users can easily see and access the bottom toolbar that offers an overview of the comments, tasks & repairs. The same list can also be opened from the main menu of the app by selecting Tasks. Upon accessing this page, you will find a list of tasks that are relevant to you. Each task can be opened, and its details can be edited (subject to permissions). All changes made are recorded for reference. Furthermore, you have the option to add comments, which can be valuable for sharing additional information about the task with your colleagues. Similar to the web version, the user can apply various filters (1) to display tasks based on specific criteria, as listed above.

COMPLETING A TASK

To complete the tasks assigned to you, please follow these steps:

• Access the list of tasks

• Locate the specific task you wish to mark as complete.

• Click on the "Submit" icon 

• Press the "Done" button to confirm its completion.

                                                                  

     On the web

Mobile app

EDITING A TASK

The tasks can be edited both on the web and phone app.

• On the web: click on the three dots and select edit. Add and adjust the information and save

• One app: Click on the task, and on the top right corner click on the pen. Adjust the task and click save.

  
 On the web

Mobile app

FUTURE TASKS

This feature enables you to create future tasks that needs to be completed on a specific date. To create such tasks, follow the steps below.

Begin by accessing the task creation. Select the appropriate code, space, or user relevant to the task. Once this is completed follow the steps below.

• On the right-hand side of the box, on 'Schedule for' click on the blank field to select the date

• A calendar will appear where you can choose the future date and the time, if no time is chosen the task will be created at 00:00. Click 'OK' to confirm selection

RECURRING TASKS

This feature allows you to create recurring tasks or repairs that needs to happen on a regular time schedule.

Begin by accessing the task creation. Select the appropriate code, space, or user relevant to the task. Once this is completed follow the steps below.

• On the right-hand side of the box, enable the 'Repeating Assignment' option
• Choose the frequency: Daily, Periodically, Weekly, Monthly, Yearly
• Select how often this task needs to be completed
• Ends: Define whether this task should have an end date or continue indefinitely. (If it's a guest request, you will have an option to end the repeating on the day of guest departure)
• After configuring the options, click on "Save".

Any recurring task you create can be found on the tasks page under the section dedicated to recurring tasks.

When editing a recurring task it will prompt the pop-up below, where you should choose if you want the new settings to be changed only on that specific assignment or to all future assignments.