Operations helps you seamlessly manage your teams through the automation of your tasks and communication.
For detailed instructions, walk-throughs, how-tos, troubleshooting guides, and more, check out the Operations section of the Help Center here.
Hospitable’s Operations tools help you manage your business, teammates, automate tasks, and send notifications related to reservations and property activity.
Your business (Mogul)
This is where hosts define the real-world business entity or operating model they use, then group the appropriate properties under it so Hospitable can apply the correct operations and accounting tools.
Create a Business profile that reflects how you operate (for example, self-managing your own properties or managing properties on behalf of owners).
Then assign the properties that belong to that business model to the corresponding Business profile.
If you manage properties on behalf of owners, this is also where you’ll access the tools built to support the owner side of your business, including:
Creating and managing owner profiles
Setting up commission agreements
Generating monthly owner statements
Sharing reports with owners through the Owner Portal
Task Management
Overview
The Overview page shows:
A running count of task and notification rules
The total number of teammates
All unassigned tasks
This provides a high-level snapshot of your operational setup.
Rules
Rules automatically generate tasks based on reservation activity.
You can configure rules to:
Create tasks for check-ins or check-outs
Assign tasks to specific teammates
Automate recurring operational workflows
Once created, tasks are generated automatically when the rule conditions are met.
Tasks generated from manually added bookings follow the same task rules as channel bookings. To make sure teammates are notified, set up a notification rule for task-related events (assigned, updated, cancelled) scoped to the assignee.
Notifications
Automatically send alerts when certain events occur.
Examples include:
A reservation is booked
A reservation is altered or canceled
A check-in or check-out is approaching
You can customize notification templates and use:
Short codes
Custom codes
Notifications can be delivered via email or SMS. Note that SMS notifications have a character limit, so email is recommended for detailed information.
These allow dynamic details (such as guest name or check-in date) to populate automatically in the notification.
History
History logs display all notifications created by notification rules, including:
Sent notifications
Canceled notifications
Scheduled notifications set for future delivery
This allows you to review and verify operational communications.
Teammates
Create a profile for each teammate who works on your properties so they receive the information they need to do their job. Teammate profiles don’t grant access to the main Hospitable host app.
For teammates who need to view and manage their assigned tasks on the go, you can optionally invite them to the Hospitable Tasks app. They can sign in using a magic link or one-time code.
For each teammate, you can:
Assign services: Choose one or more services—cleaning, check-in, check-out, concierge, owner, manager, laundry, or maintenance—or grant access to all services.
Assign properties: Choose specific properties or grant access to all properties.
Add contact details: Enter their email address and phone number for email and SMS notifications. Keep these details accurate so task updates and other notifications reach them.
Set availability and payouts: Specify their availability and, where applicable, their payout schedule.
💡 Teammates vs. Users
Add field staff under Operations → Teammates to assign them tasks and send operational messages. To give someone access to the Hospitable host app itself—including the dashboard, inbox, calendar, and settings—add them under Settings → Users instead.
Adding accurate contact details ensures teammates receive task and notification updates correctly.
Calendar
All generated tasks appear on the property calendar under the Tasks tab. Teammates will only see tasks that match their assigned properties and services. If their calendar appears empty, make sure tasks have been created — either manually or via task rules — and that the teammate is in scope for them.
From this view, you can:
See scheduled tasks by date
Track task completion
Manually create tasks outside of existing task rules
Troubleshooting
If a teammate is not receiving notifications, start with Troubleshooting: No Notification Sent To Teammate. That article covers task assignment, notification rule types, and contact details.
Checking delivery status for a specific notification
Go to Operations → Task Management → History. Each row represents a sent or scheduled notification. The icon at the start of the row indicates its status:
Green check: Sent.
Rule-manager icon: Scheduled.
Close-circle icon: Cancelled, failed, or bounced.
The Notifications tab shows rules and whether they are enabled. It does not show delivery status for individual notifications.
SMS delivery statuses are reported by the carrier. In Hospitable, delivered appears as sent, while blocked, failed, and undelivered appear as failed.
Empty teammate calendars
Teammates only see tasks that match their assigned properties and services. If a teammate’s calendar is empty:
Confirm that task rules exist for the relevant properties.
Check that at least one task matches the teammate’s assigned properties and services.
For manually created tasks, confirm that the task is assigned to the teammate, either directly or through matching properties and services.
For assignment instructions, see Automatically Assigning a Task to a Teammate or Manually Assigning Tasks to a Teammate.
No notification when a recurring task is created
Recurring tasks do not trigger new task notifications when they are created. This prevents teammates from receiving too many notifications.
Teammates still receive task assigned, task updated, and task cancelled notifications according to your configured notification rules.
One-hour task reminders not sending
One-hour reminders are sent only for tasks assigned to a teammate through a task rule, with the assignment type teammate.
Tasks with a manual assignment do not receive the one-hour reminder, even when a teammate is attached to the task.
See Overview: Task Reminders and Task Notification Rules for details about reminders and notification rules.
Task notes not reaching teammates
Adding a note to a task in the calendar does not automatically notify teammates.
To send task notes, configure a Task updated notification rule and include the %task_note% short code in its message template. The note is delivered the next time the task updates.
Use Email rather than SMS for long notes to avoid the text being cut off.
Teammate cannot sign in to Hospitable Tasks
Check that the teammate is signing in at tasks.hospitable.com, not my.hospitable.com. Teammates sign in to Hospitable Tasks using a magic link or one-time code.
For the invitation to work, the teammate’s profile must have a valid email address or a phone number that can be linked to their account.
See Tasks App: Set Up the App, Invite Your Team, and Pay Teammates for setup and invitation instructions.
Daily task summary not arriving
The daily task summary is a separate email digest. It does not depend on notification rules.
Go to Settings → Preferences → Operations and turn on Enable daily task summary for teammates assigned to tasks.
To receive the summary, a teammate must have a valid email address and at least one active task within the summary window: today, tomorrow, or the rest of the week.
Delivery is scheduled for 8:00 the next day, using each teammate’s own time zone.
Daily task summaries are sent by email only, not SMS. Teammates with no upcoming tasks do not receive a summary that day.