How to create an Automated Task

Introduction

The property management module enables you to create tasks such as Housekeeping, Linen & Laundry, Meet & Greet, etc...   These tasks are linked to a property and ensure that your property is ready for the guests arrival.

The key to 'Tasks' is that you can track your costs based on time and hourly rate and at what rate this is going to be charged back to the owner if any.

How to create an automated task

• Step 1: Navigate to Property Manager > Tasks
• Step 2: Click 'Add Task'
• Step 3: Create an 'Event' based task
• Step 4: Choose which date will determine the due date for the task
• Step 5: Choose your task and describe what is required
• Step 5: How to set the financial items
• Step 6: Assign your new task to all future bookings

Step 1: Navigate to Property Manager > Tasks

Step 2: Click 'Add Task'

Step 3: Create an 'Event' based task

An event based task is created when an event happens i.e. a new booking is created.  You will also have the option to include 'Owner Bookings'

Step 4: Choose which date will determine the due date for the task

You will then choose which date the task should be scheduled against.

If you choose 'Check In' or 'Check Out', you will have the option to set x nights before or after.

Step 5: Choose your task and describe what is required

Task Type

Choosing your 'Task Type', you can define your task type within the Settings section.

Explanation for Each Field

Description

The description is free text and is limited to 256 characters, this description is visible on the owner statement.

Priority

Set your priority based on a scale of 1 to 10, with 10 being the highest priority

Property

This is a compulsory field, every task must be assigned to a property

BookingID

The bookingID will be automatically set so this should be left blank

Staff / Supplier

You can choose to assign every task to the same staff or supplier, or you can choose to leave blank and assign each created task closer to the time.

Step 5: How to set the financial items

Staff Rate

This is the rate that you pay to the person carrying out the task

Staff Time

This is the budgeted amount of time the task should take, this can be adjusted before marking the task as completed

Net Cost

This field is automatically populated based on Rate x Time

Price

This is the amount charged back to the owner, if you are not charging this to the owner you can enter 0 here.  Please note that in the task settings you can setup your default markup so it will automatically set the price based on the net price + markup.

Add Tax

Depending on how your tax is setup you may wish to charge tax on the gross amount or the commission you earn.

Commission

This is the amount the agency has earned for the task

Tax

This is the tax that the agency is liable to pay

Total

This is the total amount that is deducted from the owner statement

Step 6: Assign your new task to all future bookings

When you click on 'Save' or 'Save & Exit', you will be prompted with a message:

"Would you like to add this task to all future bookings where the owner has not yet been paid via a previous statement run and where the due date is equal to or greater than xx/xx/xxxx?"

If you say 'Yes' to this it will automatically add the task to all tasks where applicable, if you say 'No' the task will only be added to bookings which are created after the automated task has been finalised.

NOTE: When a booking cancels, the bills will remain linked to the booking. As cancelling a booking is a manual process you will also need to remove the applicable bills accordingly.

This process is the same for cancelled "Website booking in process" bookings.

You would just go into the booking:

Then delete the bills that need to be removed: