Getting started with the Todos module

With the todos module, you can automate, schedule, and assign all tasks that keep your business running day-to-day. Cleaning, maintenance, or urgent repairs, everything can be planned so your crew always knows what needs to be done. Todos may also be invoiced to owners of objects.

The todos module can be activated or deactivated in your Administration settings. Once activated, you’ll find the Todos module as a separate tab in BEX PMS.

Setting up the basics

The first things to think about when setting up your Todo module:

  • In addition to objects and reservations, todos can also be linked to facilities. These can be your pool, bowling alley, or other (general) locations where todos need to be done.

    Read more on how to create facilities for todos: Facilities in the todos module

  • When creating todos, they need to be assigned to a todo list. It is recommended to create a todo list for each of your departments or teams that need to perform tasks, such as 'Cleaning', 'Maintenance', 'Maintenance facilities', or a specific list for an external contractor.

    Read more on how to create todo lists: Using todo lists

  • There are extensive possibilities to automate recurring todos, ensuring that you do not have to keep creating the same todo again and again. Take a moment to read about the different types of todos and how to use them: How to use different types of todos

Creating todos

The actual todos, specifically automated todos, are the core of the module. Depending on your operational needs, you create different kinds of automated todos. Revisit the article about different types of todos if needed.

  • Create reservation todos for every recurring task that needs to be done before, during, or after guests stay with you.
    Read more: Reservation todos

  • Create periodic todos for recurring tasks that need to be done within a specific timeframe, such as safety checks or regular cleaning of facilities.
    Read more: Periodic todos

  • For spontaneous or non-recurring issues (such as fixing a broken window), you can always create a simple one-off todo.
    Read more: Creating one-off todos

Managing todos

Once your (automated) todos have been set up and divided into todo lists, they need to be scheduled and monitored effectively to ensure smooth operations.

  • Check your todo lists again, and set up team members who need to stay informed as followers. Read more: What does a todo list follower do

  • The todo planning of the list is where as yet unassigned todos are assigned to executors, the people actually doing the task. Read more: Todo planning

  • Manage todos in bulk from the overview, and create or edit them individually when needed. Read more: Managing todos from the overview

Executors and contractors

Todos mean nothing without the people who complete them. The module distinguishes between internal staff (Executors) and external service providers (Contractors).

  • You have already added executors to your todo list teams, and assigned todos to them in the planning. Read more about the mobile todo app that your executors use to keep track of their assigned todos while on the go: Todo portal: Executor login

  • For outsourced work, you can set up profiles to give an external contractor access to the todos assigned to them. Read more: What contractors for todos do

Invoicing todos

Many todos involve expenditures, such as material costs or labor costs. You can set up costs for todos to be able to invoice maintenance to object owners, for example.