Periodic todos

With periodic todos, you automate tasks for objects, facilities and periodic costs that you want done in predetermined intervals. BEX PMS will automatically add a todo to the specified todo list according to the settings of the periodic todo.

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

For more information about reservation todos: Reservation todos

Creating a periodic 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 for an object, a facility, or linked to a periodic cost item.

Todo for object

Select one or more objects for which this todo needs to be done. Use the 'All' button at the top to preselect all your objects. Useful for object maintenance tasks that are not dependent on a reservation.

Todo for facility

Select one or more facilities for which this todo needs to be done. Here too, there is an 'All' button at the top to preselect all your facilities. Useful for regular maintenance or cleaning tasks in shared spaces.

Todo linked to periodic cost item

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

  • A separate todo is created for every object with an owner to which the selected periodic cost item applies. Read more: Adding periodic costs to profile or agreement

  • If you charge this todo to owners, you only charge for the actual labor and material costs. The main fees for the service are charged via the linked periodic cost item.

  1. Select when the reservation todo should be done. You can select either a regular frequency of every X days, or when the relevant object has been vacant for X days.

Facilities do not have vacancy dependent on reservations, therefore periodic todos for facilities can only be set to a frequency of every X days.

  1. Select a start date as a reference point for the first interval to be applied.

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

  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 periodic todo.