5 steps

Creating and Managing Front Desk Tasks

Learn how to create new tasks, assign them to team members, and progress them through completion.

Creating a New Task

To create a new Front Desk task: 1. Go to the Front Desk Tasks page 2. Look for the 'CREATE TASK' or '+' button 3. A task creation form appears with: - Task Title (required): Clear description of what needs to be done - Priority: Select Low, Normal, High, or Critical - Room/Unit: Select which room the task relates to - Category: Choose from available categories (Room Maintenance, Guest Request, etc.) - Description: Add detailed notes about what's needed - Guest (optional): Link to a specific guest if applicable - Assigned To (optional): Assign immediately or leave unassigned 4. Click CREATE to save the task 5. The task appears in the 'Open' section of the task list 6. You can edit the task at any time before it's completed

Assigning Tasks to Team Members

To assign a task to a team member: 1. Click on an OPEN TASK in the task list 2. The task details panel opens on the right 3. Look for the 'ASSIGNED TO' field 4. Click on the field to see team members dropdown: - Shows all available staff members - Displays their current workload - Can filter by department if available 5. Select a team member to assign the task 6. The assignment takes effect immediately 7. The team member receives a notification 8. The task card updates to show the new assignee TIPS FOR ASSIGNMENT: - Assign to team members who specialize in that type of task - Consider workload - don't overload one person - For urgent tasks, assign to whoever is available - You can reassign a task if the original assignee finishes early or needs help - Unassigned tasks appear in the 'Open' section to catch attention

Updating Task Status

Tasks progress through a lifecycle to track completion: 1. OPEN → Initial status when task is created - Task is ready to be worked on - May or may not be assigned yet - Can be edited or reassigned at this stage 2. IN PROGRESS → Task is being worked on - Assigned team member starts working on the task - Click status button and select 'IN PROGRESS' - System records when work started - Cannot be reassigned while in progress (usually) 3. DONE → Task is completed by assignee - Team member finishes the work - Clicks status button and selects 'DONE' - System records completion time - May need approval from supervisor 4. COMPLETED → Task is closed and archived - Supervisor reviews and approves - Task is moved to archive - Can no longer be edited - Shows in historical reports TO CHANGE STATUS: 1. Click on the task card 2. Look for the STATUS button (colored badge showing current status) 3. Click the status button 4. Select new status from dropdown 5. Add optional notes about the status change 6. Click CONFIRM to save CANCELLING TASKS: - If a task is no longer needed, change status to CANCELLED - Add a note explaining why it was cancelled - Cancelled tasks still appear in history for auditing

Finding and Filtering Tasks

With many tasks happening daily, filtering helps find what you need: 1. STATUS FILTER (Top bar): - All: Shows every task regardless of status - Open: Tasks awaiting action - In Progress: Tasks being worked on currently - Done: Recently completed tasks - Cancelled: Cancelled or removed tasks 2. SEARCH BOX: - Type task title, guest name, or room number - Search updates list in real-time - Case-insensitive search 3. FILTERING BY ASSIGNEE: - View only tasks assigned to a specific person - Click 'Filter by Assignee' in toolbar 4. FILTERING BY PRIORITY: - See only critical tasks - Or only low-priority tasks - Helpful for focusing on what matters most 5. DATE FILTERS: - Show tasks created today - Show tasks created this week - Show overdue tasks 6. COMBINING FILTERS: - You can combine multiple filters - Example: Show HIGH PRIORITY tasks that are OPEN and assigned to John - Helps narrow down quickly

Connecting Tasks to Guests and Rooms

Front Desk tasks are most useful when connected to guest bookings: 1. LINKING TO BOOKINGS: - When creating a task, select the room/unit - System auto-populates guest information - Task card shows guest name and booking ID - Guest details appear in the sidebar 2. ROOM NUMBER DISPLAY: - Each task shows the room number it relates to - Helps staff quickly navigate to the room - Updates automatically if room assignment changes 3. SOURCE CONTEXT: - Some tasks come from room service requests - Or directly from guest calls/walk-ups - Source is recorded and displayed - Provides context for why task was created 4. GUEST INFORMATION: - Click on guest name in task to see full details - Shows booking dates, contact info, special requests - Can add notes about guest preferences - Helps personalize service 5. LINKING TO SERVICE REQUESTS: - When a room service request becomes a task - It maintains link to original request - Photos and details carry over - Staff can see why the request was made 6. MULTI-ROOM TASKS: - Some tasks affect multiple rooms (repairs, pest control) - These can be created without room association - Or associate with primary room affected