You can create the following types of tasks in Guesty:
  • A calendar-based task, either a one-time or a recurring, applied to a property or a specific reservation. You can prepare a description, checklist, or attachment, and schedule its delivery timing. You can assign it to a specific member or a group.
  • An automated task ("Auto Task"), configured at the listing level, is initiated by an event in the reservation's life cycle. Once the conditions you set are fulfilled, the Auto Task will cause the listing's cleaning status to be updated and/or the dispatch of a message to a guest or team member. For example, you can set an Auto Task for cleaning a property one hour after check-out and meet with the guest or property owner for their scheduled arrival time.

See the instructions below or watch our video to create a calendar-based task.



Note:

Currently, a maximum of 150 properties can be assigned to a task.

Tip:

Learn our best practices for tasks.

Creating a task

Before creating the task, familiarize yourself with the different parameters involved in the creation process:

Note:

"Name" is the only field required to create an un-repeated task. "Timing" and "Recurrence" are required to create a recurring task. All other fields are optional.

Name

Name the task: This will help you and your team identify it.

Timing

You can provide the time frame for the task:
  • Specific time: You decide for the assignee of the task when to begin the task - at the "Start date" and "Start time" set by you.
  • Flexible time frame: The assignee of the task decides for themselves when to begin and complete the task - anytime between the "Can start from" date and time and the "Must finish before" date and time set by you.
You can also add the "Planned duration" of the task:
  • Schedule and prioritize tasks more efficiently based on the estimated task length
  • Set expectations with the assignee regarding task length

Recurrence

You can choose how often you want the task to repeat itself:
  • Does not repeat
  • Daily
  • Weekly on Wednesday (for example)
  • Monthly on the second Wednesday (for example)
  • Monthly on the last Wednesday (for example)
  • Custom...

Tip:

Depending on the month, a fourth Wednesday of the month may also be the last Wednesday of that month (for example). Thus, be sure to choose the correct recurrence based on your needs: Do you want the task to repeat on the last Wednesday of every month, even if it turns out to be the fifth Wednesday in some months?

Task Details

You can add free text to provide your team with more information about the task.

Checklist

You can create a task to-do list:

  • Click Add Item to start creating the list.
  • You can re-reorder individual items when needed by clicking and dragging the item to a different spot on the list.

Note:

The character limit is 2,000 in total.

Documents & Instructions

You can add files to provide your team with important information about the task: Click Upload and select the relevant files or drag and drop files from a folder on your computer.

Priority

You can set the priority of the task: From the drop-down at the right sidebar, select Low priority, Medium priority, or High priority

Assignee

You can assign the task to your team: Under "Assignee" at the right sidebar,  select Member to assign the task to a specific person, or Group to assign the task to a group of users. A member of the group can then assign the task to themselves. Select the relevant option from the drop-down.

Supervisor

Assign a supervisor to the task: From the drop-down under "Supervisor" ar the right sidebar, select the relevant option.

Applies to

You can specify whether the task relates to a reservation or a property:

  • To apply it to a reservation, click Reservation under "Applies to" at the right sidebar, and select the relevant option from the drop-down.
  • To apply it to a property, click Property under "Applies to" at the right sidebar, and choose one of the following options:
    • All will apply the task to all existing and future properties. If needed, you can exclude specific properties.
    • By rule will apply the task to existing and future properties that match one of the cities you select and at least one of the tags. If needed, you can exclude specific properties that would otherwise match this combination of cities and tags.
    • Specific will apply the task to specific properties.

Note:

  • When you set a flexible time frame, the assignee of the task decides for themselves when to begin and complete the task - anytime between the "Can start from" date and time and the "Must finish before" date and time set by you.
  • When setting a recurring task, a series of recurring instances of the task will be created. The series is created six months into the future and is updated daily: At any given moment, the latest instance you see will be up to six months from your current date.

Step by step:

  1. Sign in to your Guesty account.
  2. In the top-right corner, click the plus icon. Then, select New task.
  3. Fill in the relevant information. To set the task as recurring, change the "Recurrence*" of a task from "Does not repeat" to the desired option. Learn more about the recurrence of a task here.
  4. Click Save.

Editing a series of tasks / an instance

Note:

  • When the assignee of a task is edited manually, the assignee group will be overridden. To retain both the assignee and the assignee group, the user has to accept the task.
  • A field that was edited for a single task in a series will not be overridden if you edit that field for the entire series later on, for example: If you changed the title of an instance to "A" and then you change the title of the series to "B", the title of above instance will still be "A".
  • Once you edit the timing of the task, all upcoming tasks that have not yet started will be deleted and new tasks will be created based on the new timing.

Pro users Lite users

Step by step:

  1. Sign in to your Guesty account.
  2. From the top navigation bar, click the mode selector, then select Operations mode.
  3. Click Field operations, then select Tasks.
  4. Select the relevant task.
  5. To the top-right, click Edit.
  6. From the drop-down, select Edit instance or Edit series.
  7. Adjust the relevant information.
  8. Click Save, then click Save.

Deleting a series of tasks / an instance 

Pro users Lite users

Step by step:

  1. Sign in to your Guesty account.
  2. From the top navigation bar, click the mode selector, then select Operations mode.
  3. Click Field operations, then select Tasks.
  4. Select the relevant task.
  5. To the top-right, click Edit.
  6. From the drop-down, select Edit instance or Edit series.
  7. To the top-left, click the trash can icon.
  8. In the pop-up, click Delete.
  9. Click Save, then click Save.
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