Notifications - Overview of All Possible Auto-Notifications

This article documents Notifications that can be sent.  If your Staff, Owners, or Vendors are getting over-notified, use this list to check settings.

Troubleshooting with Sent Notification Reports

View notifications previously sent from Reports --> Notification History.  This is a great way to troubleshoot which notifications are going out.

Individual Email and Text Settings

All notifications for a Staff Member, Owner or Vendor can be turned on and off. 

From Setup --> Staff; Vendor or Owner click edit. Set the Send Email Notifications and Send Texts settings.

Staff Notifications

Setup --> Staff, click edit (pencil icon).  For each Staff record see the following sections:

Maintenance Staff Options


Note: For Maintenance Staff Options, notifications will only go out if they do not also have Administration Access. To notify Administrators of submitted Issues turn on  Administrator Notifications

Notifications

Choose Tasks and Bookings notifications.

Note: The Auto Assigned Task Notification is limited to 90 days in the future. The Last Minute Booking Notification will not be sent if Email Bookings List is also set to send.

Administrator Notifications

Notifications alert Administrators when a specific action happens.  

Step 1: Allow Administration Area Access and Assign Properties.

Assign Properties in Setup --> Staff, edit the staff member and use the Property and Booking Access section.

Make sure Allow Administrative Access is checked and enter a password. 

Tip: In the Administrative Access Area staff does not have to be given Administrator access to the navigation bars in order to receive notifications. 

Step 2: Set Administrator Notifications

From Setup --> Administrator Notifications choose the Administrator click View and then click Edit in the upper right corner of the page

Tip: Set rules for All Task vs.Per Task Rules to prevent oversights when new Task Rules are added.

Choose Notification Types for each Event, then click Save

Events

  • Send Owner Booking Notes Notification is triggered when an owner enters a booking or a note through the owner dashboard.
  • Checked Out Notification is triggered only if the property is integrated with Smart Home software and the guests check-out.
  • Accept Notification is triggered when Staff accepts a task.
  • Decline Notification is triggered when Staff accepts a task.
  • Complete Notification is triggered when Staff completes a task.
  • Urgent Notification is triggered when Staff submits an issue form and checks it as urgent.
  • Damage Notification is triggered when Staff submits an issue form and checks the damage checkbox.
  • Maintenance Notification is triggered when Staff submits an issue form and checks the maintenance checkbox
  • Housekeeping Notification is triggered when Staff submits an issue form and checks the Housekeeping checkbox
  • Lost and Found (L & F) Notification is triggered when Staff submits an issue form and checks the L&F checkbox (and enters the item found).
  • Supplies Notification is triggered when Staff submits an issue form and checks the Supplies checkbox (and enters supplies needed).
  • Staff Note Notification is triggered when Staff submits an issue form and adds a Staff note.
  • Not Yet Done Notification is triggered when Staff has not marked the task complete and there are the selected number of hours left until the task becomes overdue.
  • Overdue Notification is triggered when Staff has not marked the task complete and the time window for the task becomes overdue.

Review Notification Properties

Review the properties assigned to Administrators on the Notification page, adjust in Setup --> Staff per Step 1.

From Setup --> Staff and Owner Notifications click Edit in the upper right corner of the page

Staff Notifications

Choose Notification Types for each Event, then click  Save

Tip: Set notifications and timing the same as the Administrator settings so everyone is on the same page at the same time. For example: If you set your administrator to be notified on Not Yet Done for 2 Hours before, set your Staff to Not Yet Done for 2 Hours before.

  • Check-Out Notification is triggered only if the property is integrated with Smart Home software and the guests check-out.
  • Not Yet Done Notification is triggered when Staff has not marked the task complete within the time frame chosen.
  • Overdue Notification is triggered when Staff has not marked the task complete and the time window for the task has expired.

Owner Notifications

Choose Notification Types for each Event, then click  Save

  • Task Complete Notification is triggered when Staff completes a task.
  • Check the Checkbox to Include a Note to the Owner or staff such as "Your property is clean." (This note can be edited by staff on mobile Dashboards)

Tip: To review all Owner notifications settings at once, Setup --> Owners; click the Show All Details button. 

Learn more about Owner Communication Owner Task Reports

Notifications within After Previous Task Rule

After Previous Task Rule type has the option to notify Staff when the selected previous Task is marked complete. 

1. To adjust this go to Setup --> Task Rules; Add a new Rule (upper right of the screen) or edit existing Rule (pencil icon)

2. In the Start After Previous Task Details area choose the parent task and the type of notification to be sent

Vendor Notifications

1.  Setup --> Vendors

Tip: To review all Vendor notifications settings at once, click the Show All Details button. 

Click Edit on each Vendor record and review the following sections:

Notifications review the setting: Email Booking List. An updated Bookings List will be sent when a new booking is added. 

Task Notifications Rules

Notification Rules allow Operto Teams Administrators to set notification parameters for upcoming Tasks upon previous Task completion. When the selected Task is completed it will trigger a notification to be sent to the scheduled Staff member of the upcoming chosen Task scheduled before the next check in. 

Learn more about Staff Notification Rules

Owner Notifications Rules

Owner Notification Rules allow Owners to be notified before a Task is scheduled and after Tasks are completed. These notifications are customizable. 

Learn more about Owner Notification Rules