How to Create a Recurring 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 a task

• Step 1: Navigate to Property Manager > Tasks
• Step 2: Click 'Add Task'
• Step 3: Create a task for a specific date
• Step 4: Choose your task and describe what is required
• Step 5: How to set the financial items

Step 1: Navigate to Property Manager > Tasks

Step 2: Click 'Add Task'

Step 3: Create a task for a specific date

You will need to choose 'Specific Date', you can then set the date you wish the task to be completed by followed by the recommended time.

Step 4: Set the task to repeat based on a schedule

When setting the switch to "Yes" you will get the following settings to configure in regards to when is this task / bill going to repeat.

There are 4 options

• Daily
• Weekly
• Monthly
• Yearly 

Each option has its own sub settings.

1. Daily:

2. Weekly:

3. Monthly:

4. Yearly

Then you have two options.

1. Would you like to set an end date for the task or create x number of tasks in advance?

Selecting this option, it will create all the tasks / bills based on the configuration up until that end date. So its creating a bulk of date specific bills from the start date to the end date you have configured.

2. Create x number of tasks in advance

Choosing this option it will not create a bulk load of bills but will automatically create a X amount of new ones for the configured date every time a task is closed a new one is scheduled

We recommend putting any number that is higher than 1 in this field so they always show in the next statement run. 

Step 5: How do I see and update all my recurring and scheduled tasks

These will then create the bills and tasks which show in bills and tasks and normal. But to view, edit or delete the automation that is creating these tasks or bills you click on "Scheduled tasks / bills" contained in the property manager module:

Step 6: 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