Automated todos

Go to 'Automatic todos' in the todos module in BEX PMS. Create either a reservation todo or a periodic todo; both are recurring tasks that need to be added to todo lists whenever certain conditions have been met. This allows you to automate processes and plan accordingly.

Reservation todos

• Automatically generates an item on a todo list when a matching reservation is made.

  • The todo list needs to be specified.

• Contains various settings to ensure the todo is only generated when actually necessary.

  • Can be limited to one or more specific segments or types. Example: Cleaning todo limited to bungalows is not applied to glamping tents.

  • Can be limited to reservations including one or more specific cost items, regardless of the booked type. Examples: Todo to prepare bicycles is only generated for reservations that have booked bicycle rental.

  • When the todo is scheduled, is relative to the reservation. Options include a minimum number of vacant days before the todo is generated. Example: A salmonella check needs to be scheduled 2 days before check-in, but only if the cottage has already been vacant for more than 14 days.

• Can be assigned to a specific executor or contractor every time the todo is generated.

• Can be set to prevent check-in if not completed before the next reservation arrives.

Periodic todos

• Automatically generates an item on a todo list according to either a fixed interval, or a set number of vacant days.

  • The todo list needs to be specified.

• Contains various settings to ensure the todo is only generated when actually necessary.

  • Can be limited to one or more specific objects. Example: Cleaning villa gutters twice a year.

  • Can be limited to one or more specific facilities. Example: Check pool filters every week.

  • Can be limited to one or more periodic costs (which are charged to object owners). Example: Pressure-wash patio once a year, as part of garden maintenance service.

  • Can be generated depending on a fixed interval, or whenever previously selected object(s) have been empty for a set number of days.

• Can be assigned to a specific executor or contractor every time the todo is generated.

One-off todos

• Can be quickly generated from the todo overview, or when you’re viewing a specific reservation or object.

• One-off todos are meant for repairs, breakages, and other incidental todos.

• Do not have to be connected to a location, though it is recommended to at least mention the location in the description.

• Can be assigned to a specific executor, and can also block check-in or be invoiced.

• When an executor is assigned, a one-off todo can be marked as 'Urgent' to notify the assigned person about the todo immediately.