Assign responsibilities to each task for clarity, efficiency, and smooth communication in your team
When managing tasks and issues in your daily routine, it's not enough to just log them: you need to know who will be responsible for resolving each one.
Setting up responsibilities not only provides clarity but also brings peace of mind and agility to your entire team.
Let's see what responsibilities are within the system and how to set them up correctly.
What are responsibilities?
They are the people you trust to execute each task or issue within the Operations module. Depending on the nature of the work, these can be internal users or external suppliers.
Types of responsibilities
Supplier: an externally contracted person, such as a maintenance or cleaning service.
Internal: a member of your team or a company employee.
Each responsible person has their own access to the system to manage what has been assigned to them.
Benefits of setting up responsibilities
Greater transparency: each task has an assigned responsible person.
Direct communication: responsible persons can leave comments and attach photos.
Real-time tracking: you always know what is pending, in progress, or already resolved.
Initial setup
To start working with responsibilities, you first need to register them in the VRMS. You have two ways to do this:
Step by step: create an internal user and register them
Step by step: create an internal user and register them
In VRMS, go to Configuration → Users → Create.
Fill in the user's basic information and click "Save."
To assign them a service, go to Accommodations → Short-term Rentals → Property List.
Select the corresponding accommodation and click "Edit."
In the accommodation file, open "Extra/Services" and choose the service or extra you want to configure.
Save the changes.
You can also assign the service or extra directly from its own section. To do this, go to Accommodations → Short-term Rentals → Extras, select the extra or service, click "Edit," and configure the "Responsible" field.
Step by step: create and register an external supplier
Step by step: create and register an external supplier
In VRMS, go to Configuration → Users and click "Create."
Enter the supplier's information.
Click "Save" to confirm.
Helpful Tip
If you work with several trusted suppliers, centralize their management here. This way, you can assign them tasks quickly without having to register their details repeatedly.
Day-to-day operation
Once the responsible person is registered, here's how they interact with the system:
Access their tasks or issues from the application.
Leave comments to keep communication smooth.
Attach photos or related evidence.
Mark a task or issue as resolved to keep the agency always informed.
Best Practices
Implement these simple actions to keep the system organized and up-to-date:
Define whether the person is a supplier or an internal user before registering them.
Periodically review access to keep the list of responsible persons updated.
Granting access without control can lead to oversights that affect operations. Avoid them by following these recommendations.
Common Mistakes
Registering a supplier in the user section: review it before confirming. This section is intended only for internal company users managing a service.
Forgetting to activate system access: the responsible person will not be able to manage their services until you enable it.
Assigning tasks without a responsible person: complicates tracking and can cause delays. It is advisable to always assign a responsible person to each service.
Setting up responsibilities in the Operations Manager allows you to organize tasks more efficiently and maintain smooth communication with both your team and suppliers.
Now that you know the process, register your first responsible persons and start assigning tasks with clarity and control.
Frequently Asked Questions
Can I assign more than one responsible person to the same task?
Can I assign more than one responsible person to the same task?
No, each task/issue must have a single main responsible person.
What if a supplier no longer works with me?
What if a supplier no longer works with me?
You can deactivate their intranet access so they don't appear available when assigning tasks.
Is it mandatory for responsible persons to use the application?
Is it mandatory for responsible persons to use the application?
It is recommended that they use it, as they need to access the system to manage comments, photos, and status changes.
Do responsible persons receive automatic notifications?
Do responsible persons receive automatic notifications?
Yes, they will receive alerts when a new task or issue is assigned to them.