The French version of this article has been updated since it was translated. Read the French version
Create a workflow
Create in one click the workflow that adds a cleaning to the calendar at each guest check-out, adjust it, create others, then run or stop them.
A workflow is a rule that creates tasks by itself: for example, a cleaning in the calendar at each guest check-out, with the right checklist. Use this article to create this first workflow in one click, adjust it, create others, then run or stop them. Allow about 2 minutes for the first one.
Before, create your checklists and import your properties. After, assign your first cleaners.
Create the check-out cleaning in one click
Do this once, when your bookings arrive by themselves: connected booking software or iCal links.
Step by step
- 1
Click the Get started button at the bottom of the screen. The guide panel opens.
- 2
In the “The essentials” card, click the “Automatic cleaning creation” step.
- 3
Click Do it now. The message “‘Clean at guest check-out’ workflow created.” appears, followed by the number of cleanings added to the calendar.
- 4
Open the Calendar menu. The cleanings for the next 30 days are already there.
| Setting of the workflow created | Starting value |
|---|---|
| Trigger | “New booking” |
| Moment | On the day of the guest's check-out, with no set time |
| Properties | All active properties |
| Task created | “Ménage au départ du voyageur”, of type Cleaning |
| Checklist | “Standard clean”, otherwise “Full clean”, otherwise your first active cleaning checklist |
Adjust a workflow
Step by step
- 1
Open the Settings › Workflows & integrations menu. The “Workflows” tab lists your workflows, each written as a sentence.
- 2
On the workflow's row, click the “Edit” cog. The window opens: the workflow's sentence on one side, “What it creates (preview)” on the other.
- 3
In the sentence, click a box to change it: “on the day of”, “the guest's check-out”, “with no set time”.
- 4
Under “For which properties?”, keep “All active properties” or add a filter: “+ Buildings”, “+ Tags”, “+ Only…”, “+ Except…”.
- 5
Under “Which task?”, set the task created: the fields are described in the table below.
- 6
Click Save workflow. The “Workflow saved.” message appears.
| Field under “Which task?” | What it does |
|---|---|
| “Name of the created task” | Uses the workflow name. You can read it but not change it here: to change it, rename the workflow at the top of the window |
| “Department” | Cleaning, Inspection, Maintenance or Delivery |
| “Checklist template” | The checklist attached to each task created by this workflow |
| “Planned time” | Taken from the checklist and from each property's cleaning time. You can read it, not change it here |
| “Assigned to” | “Daily proposal”: the task is created without a cleaner. “A specific cleaner…”: it always goes to the same person |
| “Priority” | Low, Medium or High |
Create another workflow
Step by step
- 1
In the “Workflows” tab, click Create a workflow. The “New workflow” window opens.
- 2
Enter the workflow's name at the top of the window.
- 3
Choose one of the four triggers: they are described in the table below.
- 4
Set the sentence, the properties and the task, as for the first workflow.
- 5
Click Save workflow. The workflow appears in the list.
| Trigger | What it does |
|---|---|
| “New booking” | Schedules a task before, on the day of, or after check-in or check-out |
| “Occupancy” | Schedules tasks during occupied periods |
| “Vacancy” | Schedules tasks during periods without bookings |
| “Repeating” | Runs the workflow at regular intervals |
Schedule a task during a stay
The “Occupancy” trigger creates tasks while the guest is there: for example a mid-stay clean every 2 days.
Step by step
- 1
In the workflow window, choose the “Occupancy” trigger.
- 2
In the sentence, click the frequency, for example “every day”. A bubble opens.
- 3
Under “Days counted”, choose which days of the stay count: they are described in the table below.
- 4
Choose the frequency, then the starting day in “From day of the stay”.
- 5
Click Save workflow.
| “Days counted” | Days used | Day 1 is |
|---|---|---|
| “Any day (check-in day to the last night)” | From the check-in day to the last night | The check-in day |
| “Full days (neither check-in nor check-out)” | The days the guest is there all day | The day after check-in |
| “Half days (check-in day and check-out day)” | The check-in day and the check-out day, each day or only once | The check-in day; day 2 is the check-out day |
Run, disable or delete a workflow
Active workflows run by themselves every 5 minutes, from today up to 60 days ahead.
Step by step
- 1
To run them straight away, click Run all workflows. A message gives the number of tasks scheduled over the next 30 days.
- 2
To stop a workflow, click its switch in the “Status” column. If it has already created upcoming jobs, a window asks you what to do with them.
- 3
Click Keep jobs or Delete upcoming jobs.
- 4
To delete a workflow, click the “Delete” bin on its row, then confirm.
Frequently asked questions
Why doesn't the “Automatic cleaning creation” step appear?
It is shown only if your bookings arrive by themselves: connected booking software, iCal links, or that choice made when the account was opened. Otherwise, create the workflow from Settings › Workflows & integrations.
Are the tasks created assigned to a cleaner?
No, not at first. With “Daily proposal”, the task is created without a cleaner, then shared out by the assignment proposal. Choose “A specific cleaner…” to always give it to the same person.
My cleanings have no checklist. What should I do?
Open the workflow with “Edit”, choose the checklist in “Checklist template”, then save. Only checklists for the chosen department are offered.
What happens if a booking's dates change?
The workflow moves the task on its next run. Tasks that have already started do not move.
Does a workflow that blocks dates tick the guide's step?
No. The step is ticked by an active workflow that creates tasks.