The Checklist exception surfacer agent helps you catch important issues that might be missed in completed tasks. It reviews tasks your team has marked as complete and flags any with unchecked checklist items or field notes, ensuring nothing falls through the cracks.
When the agent finds a completed task with unchecked items and an explanatory note, it proposes a follow-up task for you to review. You can approve, edit, or decline these suggestions, giving you full control over what new tasks are created.
Important:
- The agent never creates a task without your explicit approval. If you don't respond to a proposed follow-up task within 24 hours, the suggestion expires, and no task is created.
- The agent doesn't guess the reason for an unchecked item if no note is provided and won't propose a task in those cases.
Limitations
Review the following limitations before using the Checklist exception surfacer agent:
- Note context: A note on a task is task-level, not item-level. The agent can't determine which specific checklist item a note refers to.
- Report generation: If a run generates a follow-up task suggestion that requires your approval, the activity feed for that run is only generated after you respond. If you don't respond to the approval request, that specific run won't produce a report. However, the flagged task will be re-evaluated in the next scheduled run.
- Task creation failures: If an approved follow-up task fails to be created, the agent will report the failure. The task won't be reported as created, and you will need to create it manually.
Understand the Checklist exception surfacer agent
The Checklist exception surfacer agent runs twice a day, at 06:00 and 18:00, based on your account's timezone. Each run reviews tasks that were completed since the previous run. The agent can also be triggered manually.
During each run, the agent does the following:
- Reads the tasks your team has marked as complete since the last check.
- Identifies tasks that were closed with checklist items still unchecked or that have a note from the person who completed the work.
- Proposes a follow-up task, with a suggested title and priority, only when a note provides context for what went wrong.
- Creates a new task for each suggestion you approve and includes all other findings in its report, with a direct link to every flagged task.
The agent is designed to prevent creating duplicate follow-up tasks. If a previously flagged task already has an open follow-up task, the agent will skip it and report it as a skip.
Run the Checklist exception surfacer agent manually
In addition to the scheduled run, you can trigger the agent manually at any time from the Agents hub.
Step by step:
- Sign in to your Guesty account.
- In the side navigation menu, select
Agents hub. - At the top, select the Operations tab.
- Click the Checklist exception surfacer tile.
- Under "When it runs", click Run now.
Review the results and status of the run in the activity feed.
Review the activity feed
Follow the steps below to review your activity feed.
Step by step:
- Sign in to your Guesty account.
- In the side navigation menu, select Agents hub.
- In the left submenu, click Agent activity.
- Click the relevant row with the agent's name to review the report details in the right-side panel.
Understand the report status and details
The report will have one of the following statuses:
- Done: The agent ran successfully and found no issues requiring your approval.
- Action needed: The agent has proposed one or more follow-up tasks that require your review.
The report contains a digest of the run and is divided into sections:
- A summary of how many completed tasks were reviewed and how many were flagged.
- A line item for each flagged task with a link to the original task.
- A follow-up section detailing what was proposed, approved, created, declined, or skipped as a duplicate.
Review and resolve flagged tasks
The agent categorizes flagged tasks into three groups based on its findings. The primary action you may need to take is to review proposed follow-up tasks.
Understanding flagged task groups
- Unchecked, with a note: The task was closed with unticked checklist items and a note from the relevant team member. The agent uses the note's content to propose a relevant follow-up task for your approval.
- Unchecked, no explanation: The task was closed with unticked items but no note. The agent reports this finding but doesn't propose a follow-up task, as there is no way to determine why the items were left unchecked.
- Note only: The task was closed with all checklist items ticked but includes a note. The agent flags this as something that may be worth reading but doesn't classify it as an incomplete task.
Approve or decline a follow-up task:
When the agent proposes a follow-up task, it appears as an approval card in the report. You have 24 hours to respond before the suggestion expires.
Step by step:
- From the agent's activity feed, locate the approval card for the proposed task.
- Review the suggested task title and priority. You can edit the title directly in the text field to change what the created task will be named.
- Choose one of the following actions:
- Click Approve to create the follow-up task. The new task is created for the same property, and the report is updated to reflect its creation.
- Click Decline to reject the suggestion. No task is created, but the original finding remains documented in the report.
