Tasks

Tasks can be set up for guest requests, jobs, or undertakings to be actioned by an individual or department.

Example tasks:

• Back to Back (B2B)
• Arrange birthday or anniversary amenities
• Follow up missing chargeback
• Place a foam pillow and bathrobes on arrival
• Remove foam pillow after guest departure
• Following up payment

Procedure

Setting up a Task:

1. Right-click on the folio that requires a task.
2. Click "Add Message".

3. Set the type from Message to Task using the drop-down menu and ensure Status is “Open”.
4. Down further is the Department box:
• Choose the relevant department or team member to assign the task to.
• Choose the correct date that the task needs to be actioned on.
• In the text box at the bottom, write down the task required.


5. Click the "Save & Exit" button.
6. The set task will appear in the Corporate tab in the Reservation Message section of the window.

7. You will see the reservation now has a yellow highlighted box under the T/M column in folio view.

Alternate Method:

1. With the folio open, select the Reservation Message dropdown.
2. Select Add New.

10. Follow the above steps to set up a task.

Viewing Tasks

1. Right-click on the folio that has the highlighted icon next to the name.
2. Click "View Message".

3. The window below will pop up.

4. Browse through different Tasks under the same folio using the "Next" and "Back" buttons.
5. Click "Exit" to close the window.

Note:

Tasks can also be viewed in the message box in the Corporate tab.

Actioning a Task

Your Duty Manager may provide you with a task list at the beginning of your shift.

This list will have various tasks that need to be performed by various departments, such as:

• Front Office may be required to complete a B2B.

• Housekeeping may need to organise specific pillows for a certain room.

• The Duty Manager may need to provide special amenities for a guest celebrating a birthday or anniversary.

• Reservations may need to contact a tour leader regarding a group payment.

Any tasks that are specifically for you to perform will be highlighted for you.

Closing a Task

1. Once the task is done/actioned, the person responsible for it must close the task.
2. Right-click on the folio associated with the task.
3. Click "View Message".
4. The window below will pop up.

5. Change the status from "Open" to "Close".
6. Click "Save & Exit" to confirm.

Printing Task List

1. To print the task list, click Reports → Reservations → Task List by Action Date.
2. Select the required date in both fields.

3. Select "Open" as the Active Status.
4. Click OK.
5. This will generate the task list.