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Task Rules: Automatically Assigning A Task To A Teammate

How do I automatically assign tasks to a teammate?

Written by Assistant

Task Rules are an excellent way to automatically assign a teammate to tasks.

With task rules, you can set the rule once and have confidence that your teammate will always be assigned the correct task for every reservation.

After a task rule has been created with the automatic assignment setting turned on, our system will create a task based on the preferences, settings, and teammate selected whenever a reservation is detected.

How To Automatically Assign A Task To A Teammate

To set up a Task Rule to be automatically assigned to one of your teammates:

  1. Go to Hospitable > Operations.

  2. Click on Task Rules.

  3. From there either click on an existing task rule or create a new task rule with the + Add New button.

  4. On the Task rules page, scroll down to Assignment settings and select the Auto option.

  5. Click on the choose a teammate button to select a teammate.

From here, the task rule will automatically assign new tasks created on the task calendar to the teammate selected.

Add a backup teammate

If you have more than one teammate who can handle a task, you can set one as the Primary teammate and add one or more Backup teammates. Hospitable will only ask the primary teammate to accept or decline the task first - but if they decline, the task is automatically reassigned to the next backup on the list.

How it works

  1. In the task rule, under Assign teammates, select the teammate who should handle the task by default. They're tagged as Primary.

  2. Select any additional teammates who should step in if the primary declines. Each additional teammate is tagged as Backup.

  3. Drag backup teammates into the order you want Hospitable to try them.

  4. Save your changes.

The Assign teammates section of a Cleaning task rule, showing Jake Shepherd tagged as Primary, and Roy Test and Andrew Schorr tagged as Backup, with drag handles on the left of each row.

What happens when a task is generated

  • Only the primary teammate receives the initial accept / decline notification.

  • If the primary accepts, the task proceeds as normal. Backups do nothing.

  • If the primary declines, the task is automatically reassigned to the first backup, and they receive the same accept / decline notification.

  • If that backup declines, the task moves to the next backup on the list, and so on.

  • If every backup declines, the task stays assigned to the last backup as declined. You'll get a notification that all teammates declined, and you'll need to reassign the task manually.

Backup teammates are only offered the task one at a time, in the order you set. They are not notified until it's their turn.

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