Automate tasks, assign responsibilities, and track in real-time
Effective task management is key to keeping your vacation rental business operations organized and efficient. With the Operations Manager, you can automate task creation when a booking includes a manageable extra, manually generate those that require special attention, assign internal or external responsibilities, and track them in real-time, allowing you to reduce incidents, improve coordination, and ensure nothing gets out of control.
Main Benefits
Smart Automation: every time a booking includes an extra with an assigned responsibility, the corresponding task is automatically generated in the operations module.
Complete Flexibility: create manual tasks for general reviews or incidents, and assign them to one or multiple accommodations as needed.
Total Control: each task gathers detailed information about the booking, the accommodation, and the responsible party, with tabs for comments and notifications.
Real-time Tracking: change statuses, check history, and communicate incidents directly from the system.
Helpful Tip
Use incidents to highlight critical tasks; they will appear highlighted in yellow both in the operations list and in the suppliers' intranet.
Task Configuration
Automatic Tasks
Created when configuring manageable extras or marking them as "requires management."
If a responsible party is already assigned, the system automatically links them to the task.
Always associated with a booking, ensuring traceability.
If no responsible party is assigned, you must add one manually from the operations list.
Manual Tasks
Created freely for general tasks or incidents, without needing to be linked to a booking.
Can be associated with one or multiple accommodations.
Differentiated between normal tasks and incidents (the latter are highlighted in yellow).
Steps to Create a Manual Task
In VRMS, go to "Operations" and click "Create."
The "Configure" side screen will open.
Complete the task fields:
Title
Type (task or incident)
Description (optional)
Responsible (none, internal, or supplier)
Association with accommodation(s) (optional)
Date and time of execution
Status (pending, in progress, or completed)
Attach images (if they meet the requirements)
If applicable, associate the corresponding accommodations and click "Next."
Verify all information and click "Save" to confirm.
The task will appear in the list and automatic notifications will be sent to the assigned responsible parties.
Task Tracking and Actions
When you open a task, you'll find tabs that allow detailed tracking:
Task: shows all details, current status, and change history.
Booking: if associated, you'll see the current, previous, and next booking of the accommodation.
Accommodation: address, bed and bath distribution, and access to the accommodation's profile.
Comments: add notes, images, and mark incidents.
Notifications: history of notifications sent by the system and access to chat with the responsible party via Unified Inbox.
Best Practices
Name tasks clearly and descriptively.
Attach images that provide context.
Review the notification history to confirm that all responsible parties have received the communication.
Prioritize critical incidents using the yellow highlight.
The Operations Manager allows you to configure, assign, and monitor all your tasks from a single module.
Thanks to its flexibility and automatic notifications, it ensures efficient, organized management with smooth communication among all involved.
Frequently Asked Questions
What is the difference between automatic and manual tasks?
What is the difference between automatic and manual tasks?
Manual tasks are freely created for general operations or incidents and can be associated with specific accommodations if necessary.
Can I associate a task with multiple accommodations?
Can I associate a task with multiple accommodations?
Yes, the system generates separate tasks for each selected accommodation.
How are incidents highlighted?
How are incidents highlighted?
They are highlighted with a yellow background in the operations list and in the suppliers' intranet, to quickly identify critical tasks.
Do responsible parties receive notifications automatically?
Do responsible parties receive notifications automatically?
Yes. VRMS users receive notifications in the system and suppliers receive them by email if this option is selected when creating the task.