Summary :

1. Introduction

2. Task Creation

a. Manual Task Creation

b. Task Templates

1. Create a Template

2. Template Content

3. Automation

3. Managing Tasks

a. Task Editing

b. Bulk Editing

c. Bulk Deletion

4. Retrospective Template Application

5. Adding Files and Media

a. Attachments in Tasks

b. Attachments in Comments

6. Automation and Task Linking

a. Linking Tasks to Bookings and Rentals

b. Manual vs. Automated Tasks

7. Task Modification and Validation by the User

8. FAQs and Troubleshooting

1. Introduction

Welcome to the Task Management feature of Smily.com. This manual provides a comprehensive guide to creating, managing, and automating tasks, enabling you to efficiently oversee operations related to rentals and guest services.

2. Task Creation

Tasks in Smily.com can be created manually or through the use of templates, each with customizable settings to suit various operational needs.

a. Manual Task Creation

To create a manual task:

1. Navigate to the Task Section: Access the task management area from your dashboard.

2. Create a Task:

• Click on “Create Task.”

• Task Details: Enter the task name and description.
• Checklist: Add items that need to be completed for the task.
• Expected Duration: Specify how long the task should take (in minutes, hours, or days).
• Category: Choose the relevant category (e.g., cleaning, maintenance).
• Priority: Set the task priority (low, medium, high).
• Assignee: Assign the task to a specific team member.
• Instructions & Media: Add instructions and attach any necessary files (supported formats include JPEG, PNG, PDF, MP3, MP4, etc.).
• Due Date & Time: Set when the task needs to be completed.

3. Linking Tasks: You can link the task to a specific booking, rental, or leave it as a general task not tied to any particular reference.

4. Save the Task: Once all details are filled out, save the task to add it to your task list.

b. Task Templates

Task templates allow you to streamline the creation of recurring or similar tasks:

1. Create a Template:

• Navigate to the “Templates” section within task management.
• Click on “Create Template.”
• Fill in the template name, description, and content.

2. Template Content:

• Checklist: Add a checklist to standardize task execution.
• Duration, Category, Priority: Define these as you would in a manual task.
• Assignee & Media: Pre-assign tasks and attach relevant files.

3. Automation:

• Manual Templates: Use these for tasks that are not automatically generated.
• Automated Templates: Link these to a rental so tasks are created based on booking events, like check-in or check-out.
• Marking as Important: You can flag tasks created from a template as issues, ensuring they receive attention.

3. Managing Tasks

Managing tasks includes editing existing tasks, bulk editing, and deleting tasks.

a. Task Editing

To edit an existing task:

1. Select the Task: Navigate to your task list and click on the task you wish to edit.

2.  

3. Edit Details: You can change the name, description, checklist, priority, assignee, or any other property.

4. Save Changes: Ensure you save any changes made to the task.

b. Bulk Editing

Bulk editing allows you to update multiple tasks simultaneously:

1. Select Tasks: Check the boxes next to the tasks you want to edit.
2. Click on “Bulk Edit”: This option will appear once tasks are selected.
3. Choose Property to Edit: Select which property (e.g., name, duration, priority) you want to update
4. Enter New Value: Input the new value for the selected property
5. Confirm Changes: Review and confirm the changes, which will overwrite the previous values.

Note:

Bulk editing substitutes the current values with the new ones. For example, if you bulk edit the name, all selected tasks will receive the same new name.

c. Bulk Deletion

To delete multiple tasks:

1. Select Tasks: Check the boxes next to the tasks you want to delete.
2. Click on “Bulk Edit”: Then, choose the “Delete” option.
3. Confirm Deletion: Type “DELETE” in capital letters when prompted to confirm the deletion. This action is irreversible.

NB: this action prevents deletions by mistake.

4. Retrospective Template Application

This feature allows you to apply a task template to bookings that were made before the template was created, as long as the due date of the task is still in the future.

1. Create or Edit a Template:
   1. Set the rules for the task (e.g., linked to check-in or check-out events).
2. Apply to Existing Bookings:
   1. Enable the option to apply the template to bookings that have a future check-in or check-out date.
   2. The system will generate tasks for those bookings according to the template rules.

5. Adding Files and Media

Attachments can be added to both tasks and comments for better documentation and follow-up.

a. Attachments in Tasks

While creating or editing a task, you can add various types of files:

• Accepted Formats: JPEG, PNG, PDF, MP3, MP4, etc.
• Size Limits: Up to 200 MB for videos, 20 MB for PDFs, and other limits as specified.

b. Attachments in Comments

If you need to follow up on a task, you can add comments along with attachments:

1. Open the Task: Navigate to the specific task.
2. Add Comment: Enter your comment in the provided field.
3. Attach File: Use the attachment option to upload relevant files.
4. Save Comment: The comment, along with the attachment, will be saved under the task, providing a documented history of actions.

6. Automation and Task Linking

Automation helps streamline task management by linking tasks to bookings and rentals.

a. Linking Tasks to Bookings and Rentals

Tasks can be linked to specific bookings or rentals, ensuring that the right tasks are created based on guest stays:

• Automated Tasks: Generated based on events like check-in or check-out.
• Manual Tasks: Can be linked or left unlinked, depending on the need.

b. Manual vs. Automated Tasks

• Manual Tasks: Created individually or using a template. These are not linked to specific booking events unless manually assigned.
• Automated Tasks: Created automatically when certain conditions are met, such as a guest checking in. These tasks help ensure consistent operations.

7. Task Modification and Validation by the User

The user can modify the task they are working on in real time through this window:

1. They can check off the various tasks they need to complete.
2. They can report an issue and add notes.
3. They can change the status to: To do, In progress, Done, Canceled.
4. At the end of their session, they can indicate the actual time taken to complete the task.

Note: Use the dashboard to view tasks according to their status.

8. FAQs and Troubleshooting

Q: Can I revert a bulk edit?

A: No, bulk edits overwrite existing values. Always double-check your selections before confirming.

Q: What happens if I delete a task by mistake?

A: Deletions are permanent and cannot be undone. Be sure to confirm deletion only when you’re certain.

Q: Can I automate tasks for future bookings made before a template was created?

A: Yes, by using the retrospective template application feature, you can apply task templates to bookings with future due dates, even if they were made before the template existed.