When a supplier needs to check which tasks are assigned to them during the week, having all the information in a single view makes it easier to organise their work and reduces the need to constantly consult the management team.
With the supplier weekly planning, you can allow each supplier to view their assigned tasks and accommodation occupancy in calendar format from their intranet.
As a Property Manager, you decide which suppliers can access this view through the View task planning permission.
What will you learn in this article?
You will learn how to enable the weekly planning for a supplier and discover how they can use it to check their tasks, bookings, and assigned accommodations.
Benefits
Gives your suppliers greater autonomy to organise their weekly schedule.
Reduces the risk of performing work in accommodations that are occupied by guests.
Keeps you in control of access, enabling or disabling the planning individually for each supplier.
Makes it easy to check tasks and occupancy from a view specially adapted for mobile devices.
When should you use this feature?
You should enable this feature when you want a supplier to be able to autonomously check and organise their weekly tasks, while also having visibility into the occupancy of their assigned accommodations.
It can be especially useful for suppliers who regularly work off-site and need to check their schedule from their mobile device.
Before you start
It is worth reviewing the following beforehand:
That the supplier has the accommodations and tasks they need to manage correctly assigned.
What information you want them to be able to view through the existing permissions.
That your user has one of the profiles authorised to manage the permission: Administrator, Bookings Manager, or Supplier Management.
Bear in mind that the View tourist information and View accommodation address permissions will determine part of the information the supplier can check from the planning view.
Follow these steps
Go to the supplier record.
Open the permissions configuration.
Enable the View task planning permission.
Once enabled, the vendor will have a selector in the header of their intranet to toggle between the daily list view and the new weekly calendar view.
If you disable this permission, the supplier will no longer see access to the calendar and will continue using only the daily list view.
Expected result
Once the permission is enabled, the supplier can access a weekly view from their intranet showing their assigned tasks and accommodation occupancy.
This view is read-only: the supplier cannot create, edit, or drag tasks from the planning view.
Recommended next steps
After enabling access:
Confirm with the supplier that they can correctly see the selector between the list view and the calendar view.
Review their access permissions for guest information and accommodation addresses to ensure they only see the necessary information.
Verify that the accommodations and tasks assigned to them are correct.
How to use the weekly planning
Check the work week
The calendar view shows by default a weekly schedule that starts on the day before the current date.
The supplier will only see the accommodations assigned to them.
Accommodations are sorted by the number of tasks on the first visible day of the planning view. This order updates when navigating between weeks.
The TODAY button lets you quickly return to the current week.
Check task status
The calendar lets you quickly identify the status of tasks:
Completed
In progress
Pending
When a pending or in-progress task exceeds its scheduled date, it is displayed visually as overdue.
This does not change the actual status of the task: it only changes its visual representation to make it easier to identify.
When a single cell contains multiple tasks on mobile, the following visual priority order applies:
Overdue → Incident → Pending/In progress → Completed
Check accommodation occupancy
The planning view also shows accommodation occupancy to help the supplier know when a booking exists.
The information shown will depend on their permissions:
If they have View tourist information enabled, they can see the guest's name.
If they do not have this permission, they will only see the number of occupants.
Bookings are visible by default, but can be hidden using the Hide bookings filter.
If the accommodation has an availability block and cannot be booked, the cell will be shown as Not available, with no booking information.
Switch between list view and calendar
From the header, the supplier can toggle between:
The daily list view.
The weekly calendar view.
Additionally, tapping on a day in the calendar will take them directly to the list view for that date.
Each view maintains its own filters.
Use the planning filters
The supplier can adjust the information shown in the calendar using the following filters:
Hide bookings: shows or hides accommodation occupancy.
Date: lets you select the planning start date.
Accommodation: lets you select one or more accommodations and search within the selection.
Location: filters accommodations by location.
Building/Development: filters by building or residential development.
Header search bar: lets you find accommodations by name within the already-filtered set.
Filters are maintained during the session and only include the accommodations assigned to the supplier.
Check task details
When a cell contains multiple tasks, the supplier can open it to see all the tasks for that accommodation and day.
From the detail view they can see:
Task name.
Scheduled date and time.
Status.
Number of comments.
Access to the full task detail.
Option to send a message from the task menu.
If they have the View accommodation address permission, they can also see the address and access its location in Google Maps.
Mobile and desktop use
On mobile
The view is specially designed for suppliers working in the field.
From a mobile device you can:
Swipe horizontally to navigate between weeks.
Scroll vertically to browse different accommodations.
Expand an accommodation to see its name and address.
Accommodations are initially collapsed, showing only their image.
On desktop
From desktop, the supplier can:
Use the arrows to navigate between weeks.
Scroll vertically to see more accommodations.
Expand or collapse accommodations.
Expand or collapse tasks grouped in the same cell.
Accommodations are initially expanded.
Limitations and considerations
Bear in mind that:
The supplier can only view the accommodations assigned to them.
The planning view is read-only: it does not allow you to create, edit, or drag tasks.
The existing View tourist information and View accommodation address permissions determine what data can be viewed.
The list view and calendar filters work independently.
If the supplier does not have the View task planning permission enabled, they will not see the selector to access the calendar.
The experience is specially optimised for mobile devices.
Best practices
Only enable the planning for suppliers who need to check their weekly schedule.
Make sure each supplier has their accommodations correctly assigned.
Configure guest information and address permissions according to each supplier's needs.
Encourage suppliers who work in the field to use the mobile view to quickly check their schedule.
Use filters to make it easier to navigate when a supplier manages a large number of accommodations.
Practical example
A cleaning supplier has several tasks assigned to different accommodations during the week.
By enabling the View task planning permission, they can access the weekly calendar from their mobile device, check which accommodations need attention each day, and see whether any guests are staying.
This way, they can plan their work route without needing to constantly ask the Property Manager for their schedule, and reduce the risk of entering an accommodation while it is occupied.
Common errors
The supplier cannot see the calendar view: check that they have the
View task planningpermission enabled.
An accommodation is not appearing: verify that the accommodation is assigned to the supplier.
The supplier cannot see the guest's name: check whether they have the
View tourist informationpermission.
They cannot view the accommodation address: check that they have the
View accommodation addresspermission enabled.
They cannot edit a task from the planning view: this is the expected behaviour. The calendar view is read-only.
If something isn't working
If the planning is not behaving as expected, check these points before contacting our customer support team:
Check that the View task planning permission is enabled for the supplier.
Verify that accommodations and tasks are correctly assigned.
Review the View tourist information and View accommodation address permissions.
Check whether there are active filters that may be hiding certain accommodations or bookings.
Refresh the page and review the result again.
If the problem persists, contact our customer support team and include, where possible, screenshots, the affected supplier, the relevant accommodation or task, and the dates on which the issue occurs.
Frequently asked questions
Do suppliers see all the company's accommodations in the planning view?
Do suppliers see all the company's accommodations in the planning view?
No. Each vendor can only view the accommodations assigned to them.
What happens if the supplier does not have the View task planning permission enabled?
What happens if the supplier does not have the View task planning permission enabled?
The selector to access the calendar will not be visible and the vendor will continue using only the daily list view.
Can the supplier create or edit tasks from the calendar?
Can the supplier create or edit tasks from the calendar?
No. The weekly planning is a read-only view. The vendor cannot create, edit, or drag tasks from it.
What booking information can the supplier view?
What booking information can the supplier view?
It depends on their permissions.
If they have View tourist information enabled, they can view the guest's name. If they do not have this permission, they will only see the number of occupants.
Can bookings be hidden from the calendar?
Can bookings be hidden from the calendar?
Yes. They can use the Hide bookings filter to stop showing accommodation occupancy.
Can the vendor view the accommodation address from the planning view?
Can the vendor view the accommodation address from the planning view?
Yes, as long as they have the View accommodation address permission enabled. In that case, they can also access the Google Maps link from the task detail view.
Are the same filters kept when switching between list view and calendar?
Are the same filters kept when switching between list view and calendar?
No. Currently, each view maintains its own filters independently.