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[To-Do Management] Overview and How to Use the To-Do List Feature

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Written by Joelly See Toh

Overview

This section explains the features of To-Do List.

To use this feature, you need to subscribe to the [AirHost ONE HMS] Premium Plan.

Detail

What is To-Do List?

  • You can list and manage tasks or work items.

  • You can set and check priorities and assignees.

  • By having staff check their To-Do list when they start work, it can be used for handover and instructions among team members.

  • There is no notification feature for To-Do items.

  • For room cleaning, please use the Cleaning Task feature instead.

Screen Description

1. Click Dashboard ≫ To-Do Management.

2. The To-Do Management screen will be displayed.

Overview

Add New TO-DO

How to create a TODO list ①

Sort

  • Sortable Columns: Creation Date, Priority, Due Date

  • Default order is Descending (1–9), but Ascending (9–1) can also be selected.

  • Select your preference and Save.

Filter

  • You can filter by Status (Pending, Completed), Priority (Low, Medium, High), Due Date, and Tags.

  • Reset All Button: Resets all applied filters at once.

  • After making your selections, click Save.

TO-DO

Subject

Property

Select the relevant property (only one property can be selected)

Location

  • By Room: Room Type or Room

  • Target: Refers to the internal name under
    ​Admin Console ≫ Property List ≫ Select the relevant property ≫ Settings ≫ Facility Management.

Booking

  • Displays the reservation linked to the To-Do.

  • Click the blue [Reservation Number / Guest Name] to open reservation details in a pop-up on the right.

  • The To-Do also appears in the Check-in Management list view.

Due Date

  • Set the specified deadline (Year / Month / Day / Time).

  • Click “Current Time” to apply the current date and time.

Status

  • Pending / Completed　　

Priority

Select from Low / Medium / High　

Assignee

Assigned user (Admin / Manager / Staff)

Label

Examples:

  • In Progress

  • Accounting

  • Staff Support

  • Needs Review

Enter text in the field and press Enter to create a label.

*Created label cannot be deleted.

Actions

Edit / Delete

How to use

How to Create a To-Do (Method 1)

1. Click "Add New To-do".

2. Fill in the fields and click Save.

  • Fields marked with * are required.

  • Refer to the Overview for details on each field.

Using [Link Booking]

Click [LinkBooking] to display the menu.

You can select the date from Check-in / Check-out / Stay Date.

Search Type: Date, Room, Name

When searching by Room Number:

  • If there is a reservation assigned (room allocation) to the selected date/room number, the reservation can be selected.

  • If there is no reservation assigned (room allocation), “No Data” will be displayed.

When Searching by Name

  • If there is a reservation assigned (room allocation) to the selected date/name, the reservation can be selected.

Search Type: Reservation ID

  • If the entered reservation number exists, the reservation can be selected.

  • If you have not been assigned a room, the room number will not be displayed.

How to Create a To-Do (Method 2)

1. Open the relevant Booking Details, then go to Room Info ≫ …More Option ≫ Add New To-Do and click it.

2. Fill in the fields as in Method ①, then click Save.

How to Edit a To-Do

1. Go to To-Do List ≫ Actions (… ) for the relevant To-Do ≫ Click Edit.

2. The edit screen will pop up on the right side. After making changes, click Save.

How to Delete a To-Do

1. Go to To-Do List ≫ Actions (… ) for the relevant To-Do ≫ Click Delete.

2. A confirmation alert will appear before deletion. Click Confirm.

3. The To-Do will be successfully deleted.

How to Check To-Do in the One Staff Mobile App

You can easily view, edit, and add To-Dos using the One Staff mobile app as well.

One Staff App — To-Do Menu Screen

Button to Create a New To-Do

Add To-Do (New Entry) Screen

Filter function

Push Notifications for Assigned ToDo Tasks

The One Staff app can send push notifications to the assigned staff member when a ToDo task is assigned, updated, or deleted.

◆ Notification Recipients

The following users will receive push notifications:

  • The user assigned to the ToDo.

    • If you assign a ToDo to yourself from the PMS, no notification will be sent.

  • Users with an active One Staff account.

No additional settings are required to receive notifications. Once a ToDo is assigned to a user, they will automatically receive push notifications.

◆When Notifications Are Sent

Push notifications are sent in the following cases:

  • When a ToDo is created

  • When a ToDo is updated

  • When a ToDo is deleted

◆Notifications for ToDo Updates

When a ToDo is updated, notifications are sent regardless of which field was changed.

◆When the Assignee Is Changed

If the assignee of a ToDo is changed, push notifications are sent to both:

  • The new assignee

  • The previous assignee

For more details about the One Staff mobile app, please refer to the help guide below.

[One Staff] Mobile app overview and download/settings procedures

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