Creating a Task Automation
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 > Task Automation > Create New Task Automation RuleTasks.
Step 1: Task Type
On the first step, you can start by selecting your task automation type. You will see Cleaning and Check-in by default. You can choose one of those, or create a new one according to your 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 one teammate for each task automation rule. It is also possible to add a new teammate by clicking 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 select the notification channel as SMS and/or email.
Step 5: Reminder Text
On this step, you can type down a short note for each task in the daily reminder notification. You can use tags to customize the content. The tags will be replaced by the actual data for each reservation and this note will be sent to your teammate on the reminder message.
Step 6: Checklists
You can add checklists to list the steps for the tasks and give detailed instructions to them. You can create, view, and edit checklists from Tasks > Checklists.
You can also create a new checklist on this step by simply clicking on Create New Checklist.
Step 7: 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|
|Confirmation Code||Comes from reservation channel|
|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.|
|Guest Phone Number|
|Number of Guest|
|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.|
|Next Reservation: Number of guests||Your cleaning staff may need the number of guests for next check-in for the details about cleaning, towels, etc.|
|Next Reservation: Guest firstname|
|Next Reservation: Guest lastname|
|Next Reservation: The last 4 digits of guest’s phone number|
|Next Reservation: Host notes|
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.