We have released our Subtask feature to enable you to add additional instructions and expectations to your appointments. Your team can also report issues within the properties that you can add to future appointments or address immediately. In this article, we will show you some of the ways you can use subtasks to more effectively manage your business.
Who Can Subtasks Be Assigned to?
How Do I Edit Subtask Description?
Creating Appointments from Existing Subtasks
Can I Add a Price to my Subtasks and a Cost for my Staff?
What Do the Different Subtask Icon Colors Mean?
How Does My Team See the Subtasks?
How Does My Team Report Issues in the Property?
How Can I Create a Work Order from a Subtask?
What is a Subtask?
We would like you to think of a subtask like a bullet point item under a list. It essentially gives you the ability to create ad hoc checklist items for appointments. It's a note that requires an action.
Do you want to remind your staff to return the blanket to a condo on the next departure clean?
Create a subtask and attach it to the next cleaning appointment. The housekeeper will then have to check off that he/she completed that item prior to completing the appointment.
Do you want your housekeeper to report issues or broken items when they are cleaning a property?
Have them click REPORT AN ISSUE and it will create a subtask. They can determine if it's an URGENT item or NORMAL. You can then decide to send it to the property manager directly from the system or assign it to someone on your team to address.
Did one of your customers call you and ask you to check on something at the property the next time you are there?
Create a subtask and attach it to the next appointment so that you don't forget.
There are many other ways to use subtasks but this should show you the benefit of adopting this feature.
How Can I Enable Subtasks?
To enable this feature, please go to:
1. Your profile at the top right, select My Account, and Additional Features.
2. Next toggle on Notes Subtasks and Service Checklist.
3. Select the Blue Update button at the bottom.
How Can I See Subtasks?
To view your subtasks, navigate to APPOINTMENTS and SUBTASKS. Once you've begun creating subtasks or your team has been reporting issues, you will see those subtasks on this page. You can use the various filters to sort the data as you desire.
How Can I Create Subtasks?
If you are creating a subtask and there are appointments already scheduled in the future that you want to attach it to, then you will create an appointment subtask by clicking on ADD SUBTASK.
When you click that button, you will be directed to a page to create your subtask.
- You will select the property.
- Select the next appointment that you'd like to attach the subtask to.
- Select the urgency.
- Assign it to a role on your team. This will automatically assign it to the person assigned to that role for the appointment you chose.
- Add the subtask description
- Select Create if you want to assign it later or Create & Assign if you are ready to assign it to an existing appointment or create a new appointment to assign the subtask to.
If you selected Create & Assign, then will be directed to add the subtask to a new appointment or to an existing appointment.
The subtask icon will also be visible on the appointment on the Status Center, View Appointments page and in the app.
Who Can Subtasks Be Assigned to?
Subtasks can be assigned to any of your field staff, including housekeepers, house attendants, and inspectors.
How Do I Edit Subtask Description?
To edit a subtask, simply go to the subtask itself and select the pencil icon and Edit:
Creating Appointments from Existing Subtasks
If your team inputs an issue or if you created a subtask, you may want to create a new appointment to make sure that work gets done quickly.
From the Subtask page, click the pencil icon on the right-hand side of the subtask.
When you click that button you will get this pop-up:
- Select the service to be performed.
- Assign your staff.
- Select the appointment date
- Select the subtasks you would like to assign to that appointment. As you will see in the example below, the system will pull in pending subtasks so that you can assign them all at once to the same appointment.
Can I Add a Price to my Subtasks and a Cost for my Staff?
You can add a price and a cost to individual subtasks. When creating a new appointment from the subtask or adding it to an existing appointment, you will see the fields for the price and cost for the subtask.
If creating a new appointment from the subtask, you will see this page:
If assigning the subtask to an existing appointment, you will see this page:
In the example below, you can see in the payroll report that the housekeeper completed the appointment. Their payout shows the appointment value and the value of the subtask associated with that appointment:
Additionally, your invoice to your customer will have a similar breakdown.
What Do the Different Subtask Icon Colors Mean?
-
The greyed out icon means there are no subtasks reported or assigned to the appointment. -
The green icon means that issues or subtasks have been reported on the appointment but not assigned. -
The red icon means subtasks are assigned to the appointment.
How Does My Team See the Subtasks?
We use the subtask icon in the app to denote if an appointment has subtasks assigned to it.
Your staff can click the icon to expand the page and see all subtasks assigned to them.
Once they complete the items, they will need to click the checkbox to show they have finished the subtasks. If they try to check out before completing the subtasks, they will see this next screen and will need to acknowledge completion of each item.
Sometimes your staff won't be able to complete the subtasks you've assigned to them for a variety of reasons. If they cannot complete the subtask, they can click CAN'T COMPLETE. The subtask will go back to your Subtask queue and you can reassign to the next appointment.
How Does My Team Report Issues in the Property?
Under each appointment, we have placed a new button called Report an Issue
When they click that button, they will see the following screen where they will input the information about the issue.
Next, they will have the option to add a photo of the issue to attach to the Subtask.
That subtask will then be visible on your Subtasks page where you can assign it to someone to complete. You can also configure your Push Notification settings to send you an alert when urgent issues are reported.
How Can I Notify My Customer of Issues?
On the right-hand side of each subtask, select the Pencil Icon and Alert. You can click on this to send a message to your customer. You can type out exactly what you want your customer to see.
From within their ResortCleaning portal, your customer can choose to approve or deny the request to fix the issue.
Or you can send the subtask to the property manager/owner as PM Responsibility if it is something they will take care of and not a task for them to approve/disapprove for your team to service.
How Can I Create a Work Order from a Subtask?
Subtasks can be used to create appointments but they can also be used to create maintenance work orders.
From the Subtasks screen, you can move the toggle under the ROLE/TYPE column. This action will make the subtask a Work Order Subtask.
Once you've done that, you can click the Pencil icon and Assign on the right-hand side to schedule your work order. If you have multiple subtasks for the same property, you can schedule all of them on the same work order.
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