Tasks user manual

Complete Setup

1. Open Tasks and use Setup to review assignees, cleaning companies and onboarding guidance.
2. Add assignees with names and roles, then map cleaning companies to the properties they serve.
3. Create departure-cleaning and service rules in Automations, manually or with an AI draft.
4. Test one reservation and task before enabling broad automation. Reopening Setup starts at the beginning for review.

Understand fields and permissions

1. Task Status records workflow state such as New, Assigned, Completed or Canceled.
2. Cleanliness Status (Clean/Dirty) records room condition separately; priority records urgency.
3. Role describes the team and assignee describes the responsible person/team. A cleaning company is a separate property mapping.
4. Account administrators manage account settings; property administrators have the supported property-context controls. Read the interface explanation when a setup control is disabled.

Create a task

1. Choose Add task and select property, due date, title and at least one unit.
2. Search units by ID when needed and review every selected unit.
3. Set role, assignee, priority, cleanliness, description and any maintenance details offered.
4. Add comments, images or short videos when useful and save. Multiple selected units create separate tasks.

Use templates or AI assistance

1. Select a template to populate reusable task fields. Property, date, units, notes and images stay specific to the current draft.
2. Save the finished standard fields as a template when they should be reused.
3. If using AI task creation, review matched units, dates and all generated fields before saving.

A standard title/task code and a one-off description have different purposes. Use stable task codes for rules and reporting.

Find and update work

1. Choose the date range first, then filter/search by unit, title, assignee, company and the other available fields.
2. Use column sorting to inspect due dates, priority or other supported fields.
3. Click a status, priority, role or assignee value to quick-edit it.
4. Expand the row to inspect fields hidden by the responsive layout, comments and attachments.
5. Verify the saved result or displayed error before moving to another task.

Cover an absent staff member

1. Filter today’s outstanding tasks by the absent assignee and review the selected property scope.
2. Reassign the work through the assignee field or the available bulk assignment action. Verify that the replacement is valid for every selected property and task.
3. Check the saved assignments, record handover details and review configured staff notifications.
4. To investigate work completed late, compare the task’s due date with its recorded completion time/history. The Overdue metric counts currently incomplete work; it is not a completed-late report.

Completed and canceled tasks

1. Complete work using the task’s status/completion controls and verify its completion timestamp.
2. Use Canceled to stop a task while preserving history.
3. Enable Show canceled in table options to inspect canceled tasks.
4. Review filters if completed tasks disappear from the current view.

Canceling keeps the task record. Task completion, cancellation and cleanliness are separate fields.

Record the work

1. Expand/open the intended task and check its property, unit and reservation.
2. Edit the offered task fields, add a comment and upload relevant images or short videos.
3. Review unit information or supplies controls when the account has enabled them.
4. Inspect change/transfer history where configured, especially when dates or responsibility changed.
5. Check failed-save messages before assuming that an edit or attachment was stored.

Maintain assignment setup

1. Open Assignees and add/edit the name, role and supported property scope.
2. When selecting an assignee on a task, review the suggested role and adjust it if required.
3. Open Cleaning companies and map each company to the properties it serves.
4. Review company filters and the company shown on new and future tasks after mapping changes.

Automatic company assignment requires exactly one clear company match for a property. Multiple company mappings require an explicit choice.

Past tasks retain their previous company assignment so historical reporting remains meaningful.

Create a rule

1. Open Automations and create a rule manually or start from Draft with AI.
2. Choose an event/topic or recurring trigger and set the property/unit scope.
3. Add conditions and exceptions, reviewing field paths, operators and grouping.
4. Set task title/code, description, role, assignee, priority and other intended task fields.
5. Choose the due-date reference and offset. For recurring rules, configure frequency, local execution time and time zone.
6. Review the preview and save the intended enabled state.

Reservation-based examples

1. For departure cleaning, review the check-in creation, reservation-change updates and checkout date behavior together.
2. For extra services, verify service IDs/codes, dates and quantities rather than relying only on the service name.
3. Test changed dates, changed units and a non-matching reservation, then inspect execution traces.

Repeated reservation events are deduplicated/debounced, but a rule still needs the relevant event or schedule. Do not create duplicate rules to compensate for an unverified trigger.

For a departure inspection, choose a supported departure event and due-date reference/offset, assign responsibility and supervise the outstanding work. The next arrival can be displayed as context, but there is no next-arrival due-date mode or interlock that guarantees completion before the next guest arrives.

Maintain rules

1. In Automations, search rule names and open a rule to inspect trigger, conditions, timing and task fields.
2. Use enable/disable to control a rule and Modify for editable definitions.
3. Recognize Execution rule entries: runtime rules can be read-only in the editor even when their enabled state is visible.
4. Use the delete control only for the intended rule and verify the result.

Rulebooks and traces

1. Use the JSON rulebook/snapshot controls to review automation rules and property task overrides in the format shown.
2. Validate imported JSON and inspect the resulting definitions before enabling them. Disabled examples are starting points for review.
3. Search traces by automation name/ID or the offered event/reservation identifiers.
4. Inspect match decisions, sample coverage where shown, scheduled timing and execution errors.

A saved definition and a successful execution are different evidence. Use a later trace to verify live behavior.

Review behavior before enabling

1. Open Task settings and review Task codes and Reservation changes.
2. Use stable codes to connect rules, standard task behavior and reporting.
3. Review due-date policies and the offered arrival/departure references, offsets and linked-maintenance behavior.
4. Configure how changes to a reservation reconcile its tasks and how manual task edits are preserved.
5. Use the saved automation pause/control state when background processing should stop and verify the saved banner.

Enabling a task behavior policy does not itself enable an automation. Review both the rule and the account behavior settings.

Set task rates

1. Open Task settings → Task pricing.
2. Review the rates for each task code, property and unit group.
3. Configure the offered base, weekend/holiday or other rate fields and holiday dates.
4. Use search and pagination to locate the exact rate row before editing.
5. Save and check the pricing shown on representative tasks/reports.

Task prices are operational task rates. They do not by themselves change a guest’s Apaleo room rate.

Service policies

1. Open Task settings → Services & invoices and add/review the intended reservation policy.
2. Choose its task code and enable service reconciliation.
3. Select service codes/IDs and whether rate-plan-included services count.
4. Choose each booked service date, arrival or departure as the task-date reference, with the needed offset.
5. Choose booked count, guest count or one as the quantity basis and review the multiplier.
6. Save and test a reservation with the relevant service and dates.

Extension-invoice follow-up

1. Use the extension-invoice policy for the intended task code.
2. Review the rate-plan-name condition, extension due-date offset and optional zero-balance requirement.
3. Save and test an extended stay, then inspect the resulting task and trace.

Service and extension-invoice behavior are separate alternatives on a policy. The UI disables the other when one is selected.

Configure effects

1. Open Task settings → Completion & edits.
2. Review housekeeping task-code behavior and what should happen on completion or reopening.
3. Review maintenance roles, release cutoff time and fallback time zone.
4. Configure Slack change notifications and role/mention mappings when the Messaging webhook is available.
5. Review assignment-reset rules for role/company changes.
6. Save and test one task before applying the behavior broadly.

Review effect deliveries

1. Open the delivery/effect review controls when an effect fails or remains unconfirmed.
2. Inspect the task, effect type, destination and last error before retrying.
3. Confirm an uncertain Slack delivery rather than assuming it was never sent.

Effects can change room/maintenance state or send staff messages. Their configuration is separate from the task’s own status.

Units and supplies

1. Open Task settings → Units & supplies.
2. Configure the unit information label and exact property/unit/value mappings where needed.
3. Enable supplies for the intended roles and maintain item name, category and unit of measure.
4. Review history/transfer options, property/role filters and time zone.
5. Set heat-map age limits and save, then inspect a representative task and heat-map unit.

Recovery and exceptions

1. Open Recovery & exceptions and review recovery rules, look-ahead days, local time, time zone and property/status filters.
2. Configure maintenance-move behavior for the intended maintenance type, matching description, roles and task codes.
3. Review checkout exceptions, unit-group types, same-day checkout handling and ignored receipt hours.
4. Review cancellation follow-up scope, sources, excluded client IDs and the task fields it should create.
5. Test matching and excluded cases and inspect traces before relying on the policy.

Send and verify

1. Review MSG access and channel configuration for the account.
2. Choose the task/assignee and the available notification action.
3. Check recipient, channel, language and task context before sending.
4. Inspect the send result or effect delivery record if a notification is missing.

Creating an assignee does not automatically establish a working email, phone or Slack destination.

Reporting and exports

1. Open the report view from More and review counts/charts by status, role, assignee, priority and cleaning company.
2. Check the active date and property scope before comparing workload.
3. Use Export PDF for a printable list or Export Excel for a workbook based on the current filtered view.

Heat map

1. Open Heat map and choose the standard task/template and relevant unit scope.
2. Review how recently each unit received that task and the configured age thresholds.
3. Review the missing/red tasks before using the generate control.
4. Check the created tasks in the list and avoid repeating generation without checking the result.

Configure shared choices

1. Open the dropdown/title/role settings from the available More/settings controls.
2. Add or edit suggested task titles, descriptions and assigned roles.
3. Review saved values in Add task; free-text fields remain available where supported.

Configure your list

1. Open column settings and set column order and visibility priority.
2. Preview the list at the screen size you use. Lower-priority fields move into expanded details as space runs out.
3. Use Reset to default to restore the standard column layout.

Use AI assistance

1. Open the relevant AI task-creation or automation-draft control and describe the intended work.
2. Review matched units, properties, trigger, conditions, dates, task fields and enabled state.
3. Edit the result and save through the normal task/rule workflow.
4. Use feedback controls for incorrect drafts and review trace evidence when a generated automation behaves unexpectedly.

Usage settings

1. Open AI settings to review included usage, account/user usage and remaining requests.
2. Review optional paid usage controls and the displayed billing terms before enabling them.
3. Check the saved state and usage meter after a request.

AI drafts need the same review as manually entered tasks and automations. The assistant cannot verify a real unit or reservation solely from a written description.

Create credentials

1. Open Tasks API tokens using an authorized account context.
2. Name the integration, create the token and copy it immediately into a server-side secret manager.
3. Review active/revoked tokens and revoke unused credentials.

Use the endpoint shown by Tasks

1. Use the running Tasks app’s endpoint ending in /api/tasks/api and Authorization: Bearer YOUR_TASKS_API_TOKEN.
2. GET supports id, ids, externalId, bookingId, reservationId, propertyId, status, from, to, includeCanceled and includeFull filters.
3. POST accepts task or tasks, up to 500 tasks per request.
4. PATCH uses id and patch for a supported task update.
5. Inspect the JSON ok field. Respect 120 reads/minute and 30 writes/minute per token and handle 429 with Retry-After/RateLimit headers. Up to 10 active tokens are supported per account.

{"id":"TASK_ID","patch":{"status":"Completed","isCompleted":true}}

Check the relevant layer

1. If tasks are missing, check the bounded date range, property, status and canceled filters first.
2. If setup is disabled, check the Apaleo role and active account/property context.
3. If automation did not create a task, inspect enabled state, global pause state, webhook readiness, trigger, conditions and trace.
4. For services, verify the exact service code/ID and quantity/date policy.
5. For a missing company, check whether the property has exactly one company match.
6. For failed saves or effects, inspect the displayed error and delivery record before retrying.
7. Send support the account/property, task/reservation/automation IDs, expected due date, event time and trace/error.