Create and assign a cleaning task

A cleaning task prepares a property for one specific reservation. It can be shared by several people, but every assignee on one task must be either an employee or an external provider; the two types cannot be mixed.

Before creating it#

1. Confirm that the correct team is active.
2. Verify the reservation, property, check-in date, and that cleaning is genuinely required.
3. Review team availability.
4. Make sure no task already exists for that reservation.

The reservation selector normally omits reservations that already have a task. It may show cancelled reservations with an explicit label; do not create work for one without verifying why.

Option A: create from Cleaning tasks#

1. Open PMS > Cleaning tasks.
2. Select Create new cleaning task.
3. Search for the reservation by identifier or guest and review the dates shown.
4. Set the Scheduled date. It must leave enough time to finish before arrival and must not fall inside another stay.
5. Choose the initial status:
   • Assigned when you have selected the responsible people;
   • Pending only when you intentionally leave assignment preparation for later.
6. Choose Employee or External provider.
7. Select one or more people of that same type.
8. Save and open the new task.

Changing the assignee type replaces the previous selection. If both internal staff and a provider are needed for the same turnover, establish clear operational coordination outside a single task; Holidario cannot mix both types within it.

The form includes an optional notes field. After saving, reopen the task and confirm that any essential instruction actually appears. Do not use an unverified note as the only channel for keys, access, or safety risks.

Option B: assign a pending reservation from the weekly schedule#

The Weekly Cleaning Schedule shows cleanable reservations without a task on their check-in date.

1. Open the widget on the Dashboard and go to the correct week.
2. Find Unassigned reservations / Requires cleaning assignment.
3. Select the reservation warning.
4. Choose one or more assignees of the same type.
5. Select Assign cleaning task and wait for confirmation.

Quick creation schedules the task on the check-in date and sets it to Assigned. Use the full form, or edit the task after creation, if another date is required.

Verify the result#

Do not treat a green message as the end of creation. Open the task and check:

• the correct reservation and property;
• the correct scheduled date;
• a coherent status;
• every expected name, with no duplicates;
• an initialized checklist; and
• that each assignee can open the task under the correct team.

For a first implementation, create a future test task, ask an assignee to open it using Open and review an assigned cleaning, and remove or correct the test under your agreed procedure.

Status and visibility#

• Pending: created but not yet prepared for execution.
• Assigned: responsible people are confirmed and work has not started.
• In progress: work has started.
• Completed: the checklist has been closed.

The Daily Agenda groups assigned, in-progress, and completed tasks, but it currently has no visible group for pending tasks. Review pending work under Cleaning tasks or the weekly schedule.

If you cannot create it#

• The reservation is missing: search its identifier, check the team, and see whether a task already exists. Also verify whether it is cancelled.
• There are no assignees: create or activate an employee with the Cleaning position, or prepare the external provider record.
• The selection disappears when choosing another person: you probably switched between employee and provider; one task accepts only one type.
• A task already exists: open the existing task. Do not try to create a duplicate by changing the date.
• The reservation has no event: review its record and calendar before continuing.
• Validation error: keep the verified reservation and date, reload once, and re-enter only confirmed data. If it persists, note the identifier and contact support.
• Access denied: front desk has a review path; creation and assignment belong to administration or management with create permission.