Creating Task Automation Rule
Your Porter App can send automated daily task messages to your teammates to inform them about operational tasks like cleaning, check-in, check-out, and laundry.
In order to create your first task automation rule, please go to Tasks-> Task Automation-> Create New Task Automation Rule.
Step 1: Task Type
On the first step, you can start by selecting your task automation’s type. You will see ‘Cleaning’ and ‘Check-in’ by default. You can choose one of those, or create a new one according to your personal preferences.
If you want to create a new task type, just click on ‘Type a new task’, name your task and click on ‘Add Task’. Your task type will be added on your task list successfully, and you can use it in your future task automation rules.
Step 2: Schedule
You have many options to schedule your task automation. You can set a rule for any amount of days before or after your events. You can relate your message on the day of guest check-in, check-out or reservation confirmation.
On the last part of the page, you can decide on the exact delivery time on that day. Your delivery time will be determined according to your listing’s local time.
Step 3: Listings
You can choose which listings to include in your task message rule. Your cleaning team or instructions may differ among your listings. So, please be careful while selecting them.
Step 4: Teammate
You may have several teammates and different task automation rules for each of them. You need to select a teammate for each task automation rule. It is also possible to add a new teammate if you click on ‘Add New Teammate’ which is located in the lower right corner on the screen. Please include all the information about your teammate, because if we do not have the phone number and/or email, we will not be able to send your tasks to your teammates.
When you select your teammate, a pop-up will be opened. You can send SMS and/or email to your teammates, and these two will be selected by default. You can change your options according to your personal preferences.
Step 5: Content
On the next step, you can select the information to include in your task form for your teammates.
These are items that you can include on the form:
Check-in: check-in date of the current reservation
Check-out: check-out date of the existing reservation
Guest Phone Number
Number of Guest
Host Notes: You can add special notes for the current reservation for your teammate. This might be helpful if there is a particular case about the reservation
Date of Next Check-in: You may want to inform your teammate about upcoming reservation’s dates. This can help them to schedule their tasks
Number of Guests of Next Check-in: Your cleaning staff may need the number of guests for next check-in for the details about cleaning, towels, etc.
Once you think everything looks fine, you can confirm the automated message rule and start sending scheduled messages to your guests.
Step 6: Summary
On the final step, you will see the summary of your task automation rule. On this page, nothing is created yet. You can take a look at it once more and go back to previous steps to edit if necessary.
Below the summary, you will see scheduled upcoming tasks for this task automation rule. If you want to prevent some messages to be sent, you can deactivate those messages on this screen. Let’s say you send cleaning instructions 3 days before check-in and you already sent those messages to your teammates. In this case, you can exclude those reservations from upcoming messages to avoid duplicated communication.