Task Rules

The following topics are covered in this article:

Task Rules dictate how and when tasks are auto-generated on your Scheduling and Master Calendar.  The first step in creating a Task Rule is choosing a Task Type such as Before Check-in, After Check-out, Mid-vacancy.  Once a Task Rule Type is selected settings are embedded in the coding that drives the Scheduling Calendar and Master Calendar to auto-generate associated tasks. 

Note: Task types cannot be changed once a rule has been created in order to prevent any legacy of the old record type from misdirecting the calendar engines.

There are 5 steps to make an effective Task Rule.

  1. Add Rule
  2. Edit Assignments to the Rule and Save. 
  3. Review the Master Calendar for accuracy.
  4. Edit Notifications (optional).
  5. Add or Edit Task Forms (optional).

Step 1: Add Task Rule 

  1. Setup --> Task Rules
  2. Click on +Add Task Rule.
  3. Follow the prompts and enter the field details for the new Task Rule such as Task Name and Abbreviation. Abbreviations will show on both your Master Calendar and Scheduling Calendar. 
  4. Click Save or Skip step 1 to Edit Task Rule
  5. Tips:

    1. For Checkout and Dependent Task Types, Select the Show Next Booking Notes Instead of Previous if you would like Staff to see notes for the incoming booking rather than the previous Booking.

    2. Use the Start and Stop Scheduling date fields to control seasonal Tasks such as pool heat that is only needed part of the year. And the Complete by Time field to set a time outside of the booking times.

    3. Select Show Property Status for the Task Rule if you would like your Staff to view the status of the property on their Mobile Dashboard for that Task.

Step 1b: Edit Task Rule

All users will have default Task Rules that were set up during sign up. These or existing Task Rules can be modified or deleted. 

  1. Click on the Edit (pencil) button in the Edit Column of the Task Rules Table.
  2. Follow the prompts and enter the revised field details for the rules.
  3. Click Save.
Tip 1: Keep rules simple to first, then as you proceed with the program Task Rules can be modified or split based on the specific properties needs using the Copy to New feature.  

Tip 2: To edit a specific task from the Scheduling and Master Calendar click on the task to open the Task Pop-Up Window. 

Step 1c: Edit Task Rules after setup

Once a Task Rule has been created the task type cannot be changed.  Edit Task Rules using the following tools: Copied to New, and/or Make Inactive.

Copy to New

1. Use Copy to New to split the rule.    

a.  For Example, your properties are scattered all throughout Southern Djibouti.  All the properties have Check-Out Cleans, but half of the properties should have divergent notification settings.   

b. Go to Setup --> Task Rules; for the appropriate Rule click Copy to New (double paper icon).  Name the New Rule Check-Out Clean Alternate Notifications.  Adjust the new Rule's notifications, then un-assign/assign properties appropriately for each rule (important step).   

3. Use Copy to New to reclassify a Rule's Task Type and then delete the old Rule.  For example, if you want to change an On a Schedule Rule to a Standard Single Task Rule.

Make Inactive

You can not delete a rule that has completed tasks associated with it because reports would be affected.  Also, be aware that when a Task Rule is Made Inactive any tasks generated but not completed will be pulled off the calendar.

Step 2: Make Task Rule Assignments

Assignments are an essential part of Task Rules functionality. The higher quality of the information you add, the easier scheduling is going to be.  Every rule must be assigned to a property or the rule will not be activated.

Tip: Set up a generic property called My Rental Co. Other Tasks or Errand so you can assign the "property" tasks not associated with an actual property such as "go to Costco". Then create a task anytime needed, assign it to the "Other Tasks" property and it will show up on your calendar.

  1. In the main Task Rule Page, scroll down to the New Task Rule in the Task Rule Table
  2. Click the People Icon in the Edit row to assign each property to this rule
  3. For each property, set auto-scheduling rules. 
    1. To assign Labor, Materials, and Linen Fee Amounts make sure the feature is Enabled (Setup --> System Settings --> Edit). Then enter the standard labor, materials, and linen fee amounts allocated for each job.
    2. Minimum and Maximum Time is used for workload balancing on the Scheduling Calendar 
    3. Number on Team allows assignments of up to 4 people to each task. Each team member will be assigned the total time frame (minimum time to maximum time).
    4. Assign staff to the task at each property or select unassigned if you want to manually assign them each time.
    5. To use Piece Pay make sure it is Enabled (Setup --> System Settings --> Edit). Then enter the standard amount you pay each staff for each job.

Tip: When the list of Task Rules is quite long, use the filters to pull up specific Task Rules

Step 2b: Check Property, Update Task, Choose Update Type, and Save

    Important Tip:   Current task assignments, estimates, and piece pay will only be updated if the property is selected, the Update Tasks On Save box, AND the Update Type are selected.  If you  uncheck a property, incomplete tasks generated by this rule will be  deleted regardless of any checked boxes or date settings. 

    To Save the Task adjustments
    1. Check all the Properties to Update.
    2. Check Update Tasks on Save.
    3. Choose the Update Type desired.  
      1. Rebuild will reschedule any previously generated tasks for this task rule. 
      2. Update Current Tasks will preserve previous work in the Scheduling and Master Calendar with notes and assignments.
      1. Update Current Tasks with Min/Max times and Labor, Materials, and Linen Fee will update the variables noted.
      2. Update Current Tasks with Piece Pay will update the Piece Pay amounts.
      3. Move Current Tasks to default scheduled date will move existing Tasks back to the original date set by the Task Rule.
      4. Click Save

Step 3: Review the Master or Scheduling Calendar for Accuracy

This step is important.  Review the Master Calendar to ensure the tasks are generated accurately (there may be a delay as your tasks are generated).

If adjustments are needed, go back to  Setup --> Task Rules; Edit (pencil next to the rule) then adjust the settings. 

Step 4: Modify Notifications 

  1. Go to Setup --> Staff and Owner Notifications
  2. Read the article on Staff and Owner Notifications
  3. Go to Setup --> Administrator Notifications
  4. Read the article on Administrator Notifications

Tip: Once the Staff is set up, you can view their dashboards by clicking on DB on the Scheduling Calendar to ensure they are viewing the correct information and have the correct options selected.

Step 5: Add or Edit Task Forms as needed 

  1. Go to Setup --> Task Forms
  2. Read the article on Task Forms
Note: The Start After Previous Task Rule Type, can only be a dependent Task for the following Task Rule Types: Before Check In; After Check Out; Mid Vacancy and Changeover.