Task Automations

Task automations let you create tasks automatically based on booking events. Instead of manually creating a reminder after every checkout or scheduling an inspection before each long stay, you set up the rule once and hejGuide handles the rest.

How automations work

An automation is a rule that says: "When a specific booking event happens, create a task with these settings." Each automation has a trigger (the event), a timing offset (when to create the task relative to the event), and the task details (type, assignee, urgency).

Creating an automation

1. Go to Tasks in the sidebar.
2. Click the Automations tab.
3. Click New Automation.
4. Configure the automation:
   • Name -- Give the automation a descriptive name (e.g., "Post-checkout inspection" or "Monthly maintenance reminder").
   • Trigger event -- Choose the booking event that fires the automation:
     • After check-in -- Task is created relative to the guest's check-in date.
     • After check-out -- Task is created relative to the guest's check-out date.
     • Before check-in -- Task is created ahead of the guest's check-in date.
     • Before check-out -- Task is created ahead of the guest's check-out date.
     • Recurring interval -- Task is created on a repeating schedule (e.g., every 30 days).
   • Timing offset -- Set how many days before or after the event the task should be due (e.g., "1 day after checkout" or "2 days before check-in").
   • Listings -- Choose which listings this automation applies to. You can select specific listings or apply it to all.
   • Task type -- Select the type of task to create (Checklist, Reminder, Inspection, Maintenance, or Custom).
   • Urgency -- Set the urgency level for the auto-created task.
   • Assign to -- Choose a team member who will be responsible for the task, or leave it unassigned.
   • Title and description -- Set the default title and description for the created task.
5. Click Save.

The automation is now active and will create tasks automatically based on your configuration.

Examples of useful automations

• "Create inspection task 1 day after checkout" -- Ensures every property is inspected after a guest leaves.
• "Create maintenance reminder every 30 days" -- Schedules regular maintenance checks for HVAC, plumbing, or general upkeep.
• "Create supply check 2 days before check-in" -- Reminds your team to verify that toiletries, linens, and other supplies are stocked.
• "Create deep clean task 1 day after checkout for stays longer than 7 nights" -- Triggers a more thorough cleaning after extended stays.

Enabling and disabling automations

You can turn automations on or off without deleting them:

1. Go to Tasks in the sidebar and click the Automations tab.
2. Find the automation you want to toggle.
3. Use the enable/disable switch to activate or deactivate it.

Disabled automations will not create any new tasks, but tasks that were already created by the automation remain unaffected.

Editing an automation

1. Open the automation from the Automations tab.
2. Make your changes to the trigger, timing, task details, or listing selection.
3. Click Save.

Changes only affect tasks created going forward. Existing tasks are not modified.

TIP

Start with a few key automations -- such as a post-checkout inspection and a monthly maintenance reminder -- and add more as you discover recurring patterns in your operations. It is better to automate gradually than to create too many rules at once.

WARNING

Be careful when applying automations to all listings. If you have properties with very different needs, consider creating separate automations for each property type to avoid generating irrelevant tasks.

Related

• Managing Tasks -- Create, filter, and complete tasks
• Task Types -- Different task types and their workflows
• Tasks Overview -- Module overview
• Cleaning Tasks -- Auto-generated cleaning tasks from bookings
• Automated Emails -- Automate guest communication