Flexkeeping's task functionality simplifies the process of creating assignments for your staff. Tasks serve multiple purposes, such as managing guest requests and internal jobs that need to be done on a daily basis. In Flexkeeping, an assignment is either a task or a repair: any maintenance-related work is managed as a repair through the Repairs module, not as a task.

You can create a task in the Flexkeeping web app or in the Flexkeeping mobile app, and the tasks you see in the task overview depend on your user group and the rights assigned to that user group. To create a task, you need to fill in at least a space or an assignee. The person or user group you assign the task to receives a notification, and every change to the task is recorded. To create and manage tasks in Mews Operations instead of Flexkeeping, go to Creating and managing tasks in Mews Operations, and to make tasks flow between Mews Operations and Flexkeeping, go to How to sync Mews Operations tasks with Flexkeeping.

 

In this article, you can learn about:

• How to work with tasks in Flexkeeping

  • How to create a new task in Flexkeeping

    • Add a task in the Flexkeeping web app

    • Add a task in the Flexkeeping mobile app

    • Enter the task information in Flexkeeping

  • What additional options you can set on a task in Flexkeeping

  • How to work with the list of tasks in Flexkeeping

    • Work with the list of tasks in the Flexkeeping web app

    • Work with the list of tasks in the Flexkeeping mobile app

  • How to complete a task in Flexkeeping

  • How to edit a task in Flexkeeping

  • How to create future and recurring tasks in Flexkeeping

    • Create a future task in Flexkeeping

    • Create a recurring task in Flexkeeping

 

How to work with tasks in Flexkeeping

In Flexkeeping, you create tasks, find them in the list of tasks, complete them, edit them, and schedule them for a future date or on a recurring basis.

How to create a new task in Flexkeeping

Creating a task in Flexkeeping is a simple process that you can do either on the web or through the mobile app: you add the task, enter the task information, and save the task.

Add a task in the Flexkeeping web app

1. In the Flexkeeping web app, go to Assignment > Tasks.

2. Click the green Add Task button.

3. Select one of the following options:

   • Add Internal task: a task that is not linked to a guest reservation.

   • Add guest request: a task that is linked to a guest reservation.

   • Add pre-arrival request: a task that is linked to a reservation.

The screenshot shows the Add Task button and its three options in the Flexkeeping web app. 

Add a task in the Flexkeeping mobile app

1. In the Flexkeeping mobile app, go to the main menu and tap Room.

2. Tap the large green plus button in the lower right corner of the screen.

3. Tap the option to add a task. 

Enter the task information in Flexkeeping

In the task form in the Flexkeeping web app or in the Flexkeeping mobile app, you can change the task priority by selecting one of the following options:

• Low

• Medium

• Urgent

The screenshot shows the task form with the priority options. 

Fill in the following fields in the task form:

• Select code: From the list, select the code that applies to the task. The codes that appear in this list are the codes added on the assignment code page.

• Select space: If the task is related to a specific room, select the room from the list. Flexkeeping then automatically assigns the task to the housekeeper assigned to that room.

• Assign: If you need to assign the task to a specific person, select the person from the list. You can also assign the task to a group of users, and everyone in the group receives a notification to complete the task.

Once you have completed the form, click Save, and Flexkeeping creates the task.

Note: To create a task, you need to fill in at least one of the two options: a space or an assignee.

What additional options you can set on a task in Flexkeeping

In the Flexkeeping web app, the additional options of a task appear on the right side of the screen. In the Flexkeeping mobile app, the additional options are at the bottom of the screen. The additional options are:

• Priority: Change the importance of the task to Low, Medium or High.

• Due date: Add the date and time by when the task needs to be completed.

• Assignment scheduling: Set the future date on which the task is created. 

• Repeating Assignment: Create a recurring task.

• Attachments: Add pictures, videos or files to the task.

• To-Do List: Add sub-tasks that need to be actioned as part of the task.

The screenshot shows the additional options on the right side of the screen in the Flexkeeping web app.

The screenshot shows the additional options at the bottom of the screen in the Flexkeeping mobile app.

How to work with the list of tasks in Flexkeeping

Once a task is assigned to a person, that person receives an immediate sound notification in Flexkeeping. Additionally, a notification appears next to the bell icon.

Work with the list of tasks in the Flexkeeping web app

In the Flexkeeping web app, you can access all tasks from the tasks page under Assignment > Tasks. When you click a task, an additional box appears on the right side of the screen with options to edit the task, comment on the task, or mark the task as complete. At the top of the tasks page, you can switch between the following filters to view tasks based on their stage:

• Submitted

• All

• My Tasks

• Done

• On Hold

• Recurring

• Future

• Cancelled

The screenshot shows the tasks page in the Flexkeeping web app with the stage filters at the top. 

You can also change which tasks you see on the tasks page by adjusting the sorting, the grouping or the filters.

Sort By: By default, the tasks page sorts the tasks by Created Date. The arrow on the side shows the order, Ascending or Descending. The default order is Descending.

The screenshot shows the Sort By option on the tasks page in the Flexkeeping web app.

Group By: The Group By option changes the way the tasks page groups the assignments, giving you a better visibility of the pending assignments.

The screenshot shows the Group By option on the tasks page in the Flexkeeping web app.

The screenshot shows the tasks page grouped by Future Date, which lets you see the tasks pending for the future.

The visibility of the task overview depends on the user group and the rights assigned to the user group. Different user groups may have different levels of access to task information.

Work with the list of tasks in the Flexkeeping mobile app

In the Flexkeeping mobile app, from most screens you can see and access the bottom toolbar that offers an overview of the comments, tasks and repairs. You can also open the same list of tasks from the main menu of the mobile app by tapping Tasks. On the tasks page, you find a list of the tasks that are relevant to you. You can open each task and edit the task details, subject to your permissions. Flexkeeping records all changes made to the task for reference. Furthermore, you can add comments to a task, which is valuable for sharing additional information about the task with your colleagues. Similar to the Flexkeeping web app, you can apply various filters, marked as 1 in the screenshot, to display tasks based on specific criteria: Submitted, All, My Tasks, Done, On Hold, Recurring, Future and Cancelled.

The screenshot shows the list of tasks in the Flexkeeping mobile app with the filters marked as 1.

How to complete a task in Flexkeeping

To complete a task assigned to you, follow these steps:

1. In the Flexkeeping web app, go to Assignment > Tasks to open the list of tasks.

2. Click the specific task you want to mark as complete.

3. Click the Submit icon.

4. Click the Done button to confirm the completion of the task.

In the Flexkeeping mobile app, open the task from the list of tasks and tap the same Submit icon and Done button. 

The screenshot shows the Submit icon and the Done button for a task in the Flexkeeping web app.

How to edit a task in Flexkeeping

You can edit a task both in the Flexkeeping web app and in the Flexkeeping mobile app.

To edit a task in the Flexkeeping web app:

1. In the Flexkeeping web app, go to Assignment > Tasks.

2. Click the task you want to edit.

3. Click the three dots icon.

4. Select Edit.

5. Add and adjust the task information.

6. Click Save.

To edit a task in the Flexkeeping mobile app:

1. In the Flexkeeping mobile app, go to the main menu > Tasks.

2. Tap the task you want to edit.

3. In the top right corner, tap the pen icon.

4. Adjust the task information.

5. Tap Save.

The screenshot shows the three dots icon with the Edit option for a task in the Flexkeeping web app.

How to create future and recurring tasks in Flexkeeping

Flexkeeping lets you create future tasks that need to be completed on a specific date, and recurring tasks or repairs that need to happen on a regular time schedule.

Create a future task in Flexkeeping

A future task is a task that needs to be completed on a specific future date. To create a future task, follow these steps:

1. In the Flexkeeping web app, go to Assignment > Tasks. 

2. Click the green Add Task button.

3. Select the type of task.

4. Select the appropriate code, space or user relevant to the task.

5. On the right-hand side of the box, under Schedule for, click the blank field to select the date.

6. In the calendar, choose the future date and the time. If you do not choose a time, Flexkeeping creates the task at 00:00.

7. Click OK to confirm the selection.

The screenshot shows the Schedule for field and the calendar for a future task in the Flexkeeping web app.

Create a recurring task in Flexkeeping

A recurring task is a task or repair that Flexkeeping repeats on a regular time schedule. To create a recurring task, follow these steps:

1. In the Flexkeeping web app, go to Assignment > Tasks. 

2. Click the green Add Task button.

3. Select the type of task.

4. Select the appropriate code, space or user relevant to the task.

5. On the right-hand side of the box, click to activate the Repeating Assignment option.

6. Choose the frequency: Daily, Periodically, Weekly, Monthly or Yearly.

7. Select how often the task needs to be completed.

8. Under Ends, define whether the task has an end date or continues indefinitely. If the task is a guest request, you also have the option to end the repetition on the day of the guest's departure.

9. After configuring the options, click Save.

Any recurring task you create can be found on the tasks page under the Recurring filter, the section dedicated to recurring tasks. 

When you edit a recurring task, Flexkeeping shows a pop-up where you choose whether you want the new settings to apply only to that specific assignment or to all future assignments.

The screenshot shows the pop-up that asks whether the changes apply to only this assignment or to all future assignments.

 

Once you create a task in Flexkeeping, the assigned person or group of users receives a notification, and Flexkeeping records every change to the task for reference.