Reservation todos

With reservation todos, you automate tasks that are recurring for reservations. BEX PMS will automatically add a todo to the specified todo list according to the settings of the reservation todo.

Go to the 'Reservation todos' tab in 'Automatic todos' to see all reservation todos. Click 'New' to create a new reservation todo, or open an existing one to edit it.

For more information about periodic todos: Periodic todos

Creating a reservation todo

  1. Give the todo a clear name.

  2. Provide any additional information in the description.

  3. Link it to one of the previously created todo lists. Read more: Using todo lists

  4. Choose to generate the todos either based on booked type, or based on booked cost item.

Todo based on booked type

Select whether to apply the todo to all types, or to specific ones. Once this is done, define the number of todos to be generated. The default is 1x per reservation, but can also be set to 'per guest' or 'per pet'. These other options take the number of guests or pets in the relevant reservation into account.

Todo based on booked cost item

Select to which cost item(s) this todo relates.

  • A separate todo is created for every booked cost item in the reservation: if a family books two additional high chairs, the related todo (ensure a highchair is present on day of arrival) is generated two times.

  • It is possible to create more than one reservation todo for the same cost item. Example: additional todo to pick up previously supplied highchairs on day of departure

  1. Select when the reservation todo should be done. The available choices are: X days before arrival, day of arrival, day of departure, daily during stay, and fixed frequency.

  • Fixed frequency requires you to set intervals in between the arrival and departure date. This is meant to schedule todos for long-term reservations, such as annual rental of a camping pitch.

  • With 'X days before arrival' or 'day of arrival', there is an additional option to only create this todo if the relevant object has been vacant for more than a number of days. This prevents the scheduling of todos that can be skipped due to recent use of the object.

  1. Select a specific executor or contractor if you want the same person to be assigned every time. If not, leave it unassigned by default.

  2. Decide whether this todo should prevent the check-in of the next arrival for as long as it has not been completed yet.

  3. Decide whether this todo has to be checked by another backoffice employee before it can be marked as completed. This is necessary if the todo could have costs that need to be invoiced to the owner of the relevant object. Read more: Invoicing tasks to owners

  4. Save your automated reservation todo.