Coming soon!

We are working on this new feature so that you can start using it very soon.

Starting point

Instructions written in free text can lead to doubts, different interpretations and incomplete tasks. In addition, when each accommodation has specific needs, it becomes difficult to maintain a consistent operation without losing flexibility.

Task checklists make it possible to turn task instructions into a structured list of verifiable items.

You can create reusable templates, associate them with Extras, customize them for specific accommodations or add them directly to a manual task.

During execution, the internal user or external supplier marks each item as it is completed. The person responsible for the operation can check the progress and see who completed each action.

What will you learn in this article?

In this article you will learn how to:

Create reusable Checklist templates.
Associate a Checklist with an Extra.
Customize it for a specific accommodation.
Add a Checklist to a manual task.
Configure blocking items.
Monitor task progress.
Understand how changes are propagated between templates, Extras, accommodations and tasks.

Benefits

Clearer instructions: the supplier or internal user knows exactly which actions must be performed.

Standardized Operations: you can configure a Checklist only once and apply it to all tasks generated from an Extra.

Flexibility by accommodation: each property can have its own version without modifying the general configuration.

Real-time tracking: you can check how many items have been completed and who performed each action.

Greater control over closure: blocking items prevent a task from being marked as completed before the mandatory steps have been finished.

Fewer reopened tasks: you can validate the work directly from the task record without having to request additional confirmations.

When should you use this functionality?

You should use this functionality when you want to define clear and verifiable instructions for cleaning, maintenance, accommodation preparation or other operational services.

It is also especially useful when:

The same service generates recurring tasks.
You need to standardize the work of several suppliers.
Some accommodations require specific instructions.
There are mandatory actions that must be completed before closing a task.
You want to monitor progress without contacting the supplier directly.

Before you start

It is advisable to review the following beforehand:

That your company has the Operations module active.
That the Checklist functionality is activated for your company.
That your plan is compatible with this functionality.
That your user has the necessary permissions.
Which instructions you want to include and which ones must be mandatory.
Whether you are going to use a general configuration or a different one for certain accommodations.

The functionality can be managed by the following profiles:

Administrator: Create and manage templates, configure checklists in Extras and accommodations, add checklists to manual tasks and check progress.

Bookings manager: The same actions as the Administrator.

Cleaning and services manager: Check tasks with their Checklist and mark items.

Other internal users with an assigned task: Check their tasks and mark or unmark items, without modifying the content.

External supplier: Check and complete the Checklist from their Supplier Area.

Helpful tip

It is recommended to define simple, ordered and easy-to-complete checklists before associating them with several Extras or accommodations.

Follow these steps

1. Create a Checklist template

Go to Templates in the VRMS.
Select the option to create a new template.
Choose the template type Checklist.
Enter an identifying name.
Add the items that the person assigned to the task must complete by pressing Enter.
Add sub-items when you need to break down a main action by dragging the item below an item that has already been created.
Reorder the items according to the order in which they should be carried out.
Save the template.

Each template can contain up to 100 items, including sub-items.

Once it has been saved for the first time, you will not be able to modify the template name. If you need to use a different name, duplicate the template and assign a new name to the copy.

From the template view you can also:

Edit a template.
Duplicate it.
Delete it.
Search for it by name.
Filter by type: All, Email, Text or Checklist.

2. Associate a Checklist with an Extra

Go to the settings of the corresponding Extra.
Open the Extra management section.
Locate the Task Checklist field.
Select one of these options:
1. Create a Checklist from scratch.
2. Use an existing template.
Configure or review the items.
Save the changes.

You can also save as a new template a Checklist that you have created directly from the Extra.

From that point on, all new tasks generated automatically from that Extra will include a copy of the Checklist.

3. Customize the Checklist for an accommodation

By default, each accommodation inherits the Checklist configured in the general Extra.

To create a specific version:

Go to the Extra from the accommodation record.
Locate the Task Checklist field. This option only appears if you previously selected “Requires management” in the Extra settings.
Modify, add or delete the necessary items.
Save the configuration.

This customization only affects the selected accommodation and does not modify the general Checklist of the Extra.

You can remove the customization at any time so that the accommodation inherits the general configuration again.

4. Add a Checklist to a manual task

Go to Operations.
Start creating a manual task.
Complete the main task information.
Open the Details section.
Create a Checklist from scratch or select an existing template.
Review the items.
Create the task.

You can create a manual task for a maximum of 20 accommodations at the same time.

All generated tasks will initially include the same Checklist, but afterwards you will be able to edit each task independently.

5. Configure blocking items

When you create or edit an item from an Extra, an accommodation or a task, you can mark it as blocking.

Blocking items are displayed differently from the rest.

When configuring the items, it is not possible to mark several of them as blocking or mandatory at the same time. This setting must be configured individually for each item.

As long as any of them remains incomplete, the system will prevent changing the task status to Completed and will indicate which actions are pending.

Non-blocking items may remain incomplete without preventing the task from being closed.

6. Execute the task and monitor progress

The assigned person must mark the items as they complete them.

Each change is saved automatically. It is not necessary to manually save the task after marking or unmarking an item.

The task record shows a progress indicator, for example:

✅ 4/31 completed

The history also records:

Which item was completed.
Who completed it.
When the action was carried out.

If the supplier or an internal user updates an item while you have the task open, the progress is updated in real time without the need to refresh the page.

7. Complete the Checklist from the Supplier Area

The supplier can check the Checklist within their task record, in a dropdown located below the description.

From this space they can:

Check all items.
Mark and unmark actions.
Check the progress bar.

The changes made are automatically reflected in the VRMS.

The supplier cannot modify, add or delete the content of the Checklist.

Expected result

At the end of the configuration, new tasks generated from the Extra will automatically include the corresponding Checklist.

Internal users and suppliers will be able to mark each action during execution, while the people responsible for the operation will be able to review the progress in real time.

When there are blocking items, the task cannot be marked as Completed until all of them have been completed.

Recommended next steps

After saving the configuration:

Generate a test task to check that the Checklist appears correctly.
Review the Checklist from the Supplier Area to validate how the supplier will see it.
Confirm that blocking items prevent the task from being closed.
Check that accommodation-specific customizations do not modify the general Extra.
Analyse over the next few days whether suppliers complete the items correctly.
Simplify or reorganize the Checklist if you detect confusing steps or tasks that are frequently reopened.

Main fields and options

Template name: Allows you to identify the Checklist within the Templates section. The name cannot be modified after the first save.

Items: These are the individual actions that the person assigned to the task must complete. Each Checklist supports up to 100 items, including sub-items.

Sub-items: They allow you to divide a main action into more specific steps. The Checklist supports one level of sub-items.

Blocking item: Prevents the task from being marked as Completed until the action is finished.

Use an existing template: Allows you to apply a previously created Checklist without having to enter all the items again.

Create from scratch: Allows you to define a Checklist directly from an Extra, accommodation or manual task.

Save as template: Allows you to turn a Checklist created from an Extra into a reusable template.

Progress indicator: Shows the number of completed items compared with the total number of items in the Checklist.

Customization by accommodation: Allows you to replace the Checklist inherited from the Extra with a specific configuration for one property.

How are changes propagated?

If you edit a Checklist template, the change affects the Extras that are still linked to it and do not have manual changes, as well as the accommodations that inherit the configuration of those Extras.

If you edit the Checklist of an Extra, the change affects the accommodations that keep the default configuration.

If you edit the Checklist of an accommodation, the change affects only that accommodation.

If you edit the Checklist of a task, the change affects only that task.

If you edit any of the previous configurations, tasks that had already been created are never modified.

When modifying the Checklist of an Extra, the system shows a window where you can choose whether you want to apply the change to all accommodations or only to those that are not customized.

Limitations and considerations

Please note that:

Already created tasks always keep a fixed copy of the Checklist.

Changes made to a template, Extra or accommodation only apply to tasks created afterwards.

Customized configurations are not automatically overwritten.

Each Checklist can contain a maximum of 100 items, including sub-items.
Only one level of sub-items is supported.

The name of a template cannot be modified after it has been saved.
Suppliers cannot edit the content of the Checklist.

Internal users without management permissions can only mark or unmark items.

Blocking items prevent the task from being closed while they remain pending.

Each status change of an item is saved automatically.

The functionality must be activated for the company.

Deprecated plans do not have access to this functionality.

Before applying changes to templates used in several Extras, review which accommodations have customized configurations and remember that already created tasks will not be updated.

What happens when a template is deleted?

If you try to delete a Checklist template used in one or more Extras, the system shows a warning and allows you to choose between two options:

Keep the Checklist in the Extras: the Checklist is kept as a customized configuration, but it is no longer linked to the template.

Delete it from the Extras: the Checklist is also removed from all Extras where it was applied.

In both cases, previously created tasks keep their Checklist and are not affected.

Best practices

Define short instructions focused on a single action.

Order the items according to the real work sequence.

Use sub-items only when they help to better understand an action.

Avoid creating excessively long checklists.

Mark as blocking only the truly mandatory steps.

Use templates for services that are repeated in several Extras.

Customize by accommodation only when there are real operational differences.

Check the result in a test task after saving.

Periodically review the checklists according to feedback from suppliers and internal users.

Avoid duplicating instructions in both the task description and the Checklist.

Use clear and easy-to-find template names, since you will not be able to modify them afterwards.

Practical example

A company manages one-bedroom apartments and five-bedroom villas.

For the final cleaning service, it creates a template called Standard final cleaning with the following items:

Remove bed linen.
Clean the kitchen.
Clean the bathrooms.
Replenish welcome products.
Check that the windows are closed.
Send photos of the final result.

The template is associated with the Final cleaning Extra, so all new tasks generated from that service automatically receive the Checklist.

For a five-bedroom villa, the company customizes the Checklist from the accommodation and adds:

Check the five bedrooms.
Check the pool area.
Clean the barbecue.
Check the outdoor furniture.

The villa customization does not modify the general template or the checklists of the other accommodations.

In addition, the company marks the following items as blocking:

Replenish welcome products.
Check that the windows are closed.
Send photos of the final result.

The supplier will not be able to mark the task as Completed until these three actions have been completed.

Common mistakes

The Checklist does not appear in a task: check that the task was created after associating the Checklist with the Extra.

A modified template does not change an existing task: tasks keep a fixed copy of the Checklist at the time they are created.

The change does not reach an accommodation: check whether the accommodation has a customized Checklist.

The supplier cannot edit the items: this behaviour is correct; they can only mark or unmark them.

The task cannot be marked as completed: check whether there are pending blocking items.

The template name cannot be changed: names are locked after the first save.

A Checklist exceeds the allowed limit: reduce the number of items and sub-items to a maximum total of 100.

The configuration affects the wrong accommodations: check whether you applied the change to all accommodations or only to those not customized.

The deleted Checklist template still appears in an Extra: it is possible that, when deleting it, the option to keep the Checklist as customized was selected.

If something does not work

If the functionality does not behave as expected, review these points before contacting our Customer Support team:

Check that the functionality is activated for your company.
Verify that your plan is compatible.
Check that your user has the necessary permissions.
Confirm that the template, the Extra or the accommodation customization has been saved.
Check whether the task was created before or after the last change.
Review whether the accommodation has a customized configuration.
Verify whether there are pending blocking items.
Check that the Checklist does not exceed 100 items.
Refresh the page and review the result again.

If the problem continues, contact our Customer Support team and include:

Screenshots.
Template name.
Extra name.
Affected accommodation.
Task identification.
Date when the task was created.
Expected result.
Description of the observed behaviour.

Frequently asked questions

Can I already configure checklists for Operations in Avantio?

No, not yet. We are working on this new functionality so that you can start using it very soon. To learn how it will work, we recommend checking this article.

If I edit a template, do existing tasks change?

No. Tasks keep a fixed copy of the Checklist they had at the time of creation.

The updated version will only apply to tasks created after the change.

What happens to Extras if I delete a Checklist template?

If the template is applied to one or more Extras, the system allows you to choose between:

Keeping the Checklist in the Extras as a customized configuration.
Deleting the Checklist from all Extras where it was applied.

Already created tasks are not affected.

Can a supplier modify Checklist items?

No. Suppliers can mark or unmark items, but they cannot modify, add, delete or reorder their content.

Is there a limit to the number of items per Checklist?

Yes. Each Checklist supports a maximum of 100 items, including sub-items.

Can I require certain items to be completed before closing a task?

Yes. Mark those items as blocking.

As long as they remain pending, the task cannot be changed to Completed status.

Can I use a different Checklist for a specific accommodation?

Yes. You can customize the Checklist from the Extra settings within the accommodation.

The customization will only affect that property.

What happens if I delete the customization of an accommodation?

The accommodation will inherit again the general Checklist configured in the Extra.

Do changes in a customized Checklist affect the original template?

No. Changes made in an Extra, accommodation or task do not change the original template.

Do I need to save the task after marking an item?

No. Each mark or unmark is saved automatically.

Can I add a Checklist to a manual task?

Yes. During the creation of a manual task, you can create a new Checklist or select an existing template.

Can I create tasks with a Checklist for several accommodations at the same time?

Yes. You can create a manual task for a maximum of 20 accommodations.

Each task will initially include the same Checklist and can be edited independently afterwards.

Who can create and manage checklists?

The profiles with management permissions are:

Administrator.
Bookings manager.

The Cleaning and services manager can check the tasks with their checklists and mark the items.

Is the functionality available for all companies?

It is available for companies with the Operations module active, a compatible plan and the functionality activated.

Deprecated plans do not have access.

Is the agency notified when a Checklist is marked as completed by the supplier or person responsible?

Yes. The agency receives a notification in the VRMS through the notification bell at the top.

In addition, if the supplier or person responsible marks the Checklist as completed while leaving some non-mandatory items unchecked, the Company will also receive a notification.

Can checklists be duplicated?

Yes. Just like other types of Templates, checklists can also be duplicated.

To do this, go to Menu > Templates > Checklists, click the three dots next to the Checklist you want to duplicate and select Duplicate.

Can a Checklist be translated into different languages in the system?

No. Checklists can only be configured in one language.

If you need to use a Checklist in several languages because your suppliers or responsible users do not all speak the same language, we recommend duplicating it from Menu > Templates > Checklists and manually translating the duplicated Checklist.

Then, make sure you configure that Checklist in the Extras or Accommodations where you want it to be displayed in the other language.

Can more than one Checklist be added to an Extra or operation?

No. Only one Checklist can be added per Extra or operation.

Standardize your suppliers’ tasks with verifiable checklists – Coming soon!