Optimize Your Task Management
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 tasks that need special attention, assign internal or external responsible parties, and track them in real time. This helps you reduce issues, improve coordination, and ensure nothing slips through the cracks.
Task Configuration
Automatic Tasks
These are created when you set up manageable extras or mark them as "requires management," and are applied according to the "Application Date" field of the extra.
If a responsible party is already assigned, the system automatically links them to the task.
If no one is assigned, you can add a responsible party manually from the operations list.
They are always linked to a booking, ensuring traceability.
Helpful Tip
You can change the date and time of an automatically generated task for better coordination with your team.
Manual Tasks
These can be freely created for general tasks or issues, without needing to be linked to a booking.
They can be associated with one or more accommodations.
They are categorized as either regular tasks or issues (the latter are highlighted in yellow).
Steps to Create a Manual Task
In VRMS, go to "Operations" and click "Create."
The "Configuration" side panel will open.
Fill in the task fields:
Title
Type (task or issue)
Responsible party type (none, internal, or supplier)
Link to accommodation(s) (optional)
Date and time to be completed
Status (pending, in progress, or completed)
Description (optional)
Use a checklist template (optional)
Attach images (if they meet requirements)
If applicable, link the relevant accommodations and click "Next."
Review 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.
Best Practices
Give tasks clear and descriptive names.
Attach images that provide context.
Check the notification history to confirm all responsible parties have received the message.
Prioritize critical issues by using the yellow highlight.
Task Tracking and Actions
When you open a task, you'll find tabs that allow for detailed tracking:
Task: shows all details, current status, and change history.
You can edit and modify the task settings by clicking the pencil icon.
Booking: if linked, you'll see the current, previous, and next booking for the accommodation.
Accommodation: address, bed and bathroom layout, and access to the accommodation profile.
Comments: add notes, images, and flag issues.Best Practices
Helpful Tips
Use issues to highlight critical tasks; these will appear in yellow both in the operations list and in the supplier intranet.
Add images to issues to provide more information about the problem and make it easier to identify and resolve.
Easily identify cleaning status by the color change in the calendar when the supplier marks the task as completed.
The Operations Manager lets you set up, assign, and monitor all your tasks from a single module.
Thanks to its flexibility and automatic notifications, it ensures efficient, organized management and smooth communication among everyone involved.
Frequently Asked Questions
What's the difference between automatic and manual tasks?
What's the difference between automatic and manual tasks?
Manual tasks can be freely created for general operations or issues, and can be linked to specific accommodations if needed.
Can I link a task to multiple accommodations?
Can I link a task to multiple accommodations?
Yes, the system generates separate tasks for each selected accommodation.
How are issues highlighted?
How are issues highlighted?
They are highlighted with a yellow background in the operations list and in the supplier intranet, making it easy to spot 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.