Overview

This user guide is designed to help new and existing users confidently navigate dynamic pricing and property integration using Operto Teams and Felix PMS. Starting with foundational concepts and progressing to advanced strategies, the guide will equip you with everything needed to optimise property cleaning and automation.

Operto Teams Training Guide


Learning Objectives

By the end of this guide, you will:

  • Understand how Operto works.

  • Customisations and calendar tools.

  • Set up and manage cleaning for properties in Felix PMS.

  • Integrate Operto with Felix PMS and sync listings


Account Set Up

  • Operto Teams account is created by Felix.
  • Login details are shared with the property manager/admin.
  • All property data (address, check-in/out times, guest bookings) is synced from Felix PMS.
  • Property Manager is responsible for completing the onboarding process of Operto Teams


Onboarding

Follow these steps for an optimal onboarding of Operto Teams, you can follow this guide as well as use the system onboarding guide.

1)System Settings
System Settings are global to the system. Settings include time zone, sort, piece pay, import settings and more.

In System Settings --> Edit; review all the options for each setting.

2) Regions
Regions represent the physical locations where properties are located. Region colors are visual clues of property location during scheduling. Sorting regions will sort each staff's daily tasks to minimize driving time.

Once regions are added, Sort them.

3) Properties and Bookings
Accurate Properties and Bookings are essential. Ensure you have one Property per listing.
Assign all properties to their regions.

Update property names to what your staff will recognize.

Update abbreviations which are used during scheduling.

Additional information such as images, pdfs and descriptions can be added later.

Check your Master Calendar for accurate bookings.
Once properties are added, Filter by each Region then Sort properties in that region.

4) Departments and Property Statuses
Use Departments to organize Staff and Tasks. Adjust property statuses if needed.

5) Staff
A Staff member is any person or company who receives task assignments.

Carefully Add one Staff member, then Copy to New to quickly add more.

6) Task Rules
Rules determine how Tasks are scheduled and assigned. Then, carefully customize the default rules. Additional Rules for things like deep cleans, furnace filter changes, smoke alarm battery change outs and other preventative maintenance can be added anytime.

Add or Edit each Rule and then Edit Assigments for that rule.

7) Task Forms Checklists
Task Forms organize Task details with checklists, image uploads and other elements on the Staff Dashboards. Keep Task Forms simple during onboarding. Additional Task Form Elements can be added later. 

You can also follow this video:


System Settings

System Settings are global to the system. This help page is designed to show you how settings will
be used by the global system.

Access and Edit System Settings

Go to Setup --> System Settings --> Edit in the upper-right corner of the System Settings page.

Toggle between Live and Set-up Mode


Check to Go Live.  Uncheck to go back to Set-Up Mode (turns off all notifications). You can also adjust Go Live Date on this page. 


Setup General Settings

  • Double-check Time Zones, 
  • Choose the Date Format, 
  • Custom Same-Day Check-Out and Check-in Abbreviation.  This abbreviation is important as it will show up on the employee dashboards to inform them of their timeline.
  • Choose the Task Sort Order. The system will automatically sort tasks assigned to each employee, each day, in the Scheduling Calendar. The sort order transfers to the employee's dashboard by displaying daily tasks in order. the tasks are always sorted by time first.  Then sorted by regions, and so on).
  • Set the standard Default Check-in/Out Time.  This setting can be adjusted per property and per booking, if needed.
  • Check International Messaging, if staff need to use international cell phones. 

Functionality Settings

  • Linen - For businesses with a Laundry Facility choose Linen; Save then choose Edit again to enter Linen Fields for commercial linen or laundry facility use. Learn more about Linen feature Linens and Laundry Packing
  • Vendors - Select for businesses that use Vendors that will be sent issues and use an Operto Teams Vendor Dashboard. Learn more about Vendors
  • Tagging - For businesses that service over 50 properties, choose  PropertyTags and Staff Tags to set up additional filters for your calendars. Learn more about Property Tags; Staff Tags
  • Notification Rules -  Advanced notification rules allow notifications to be sent to any assigned staff upon task completion. Or to Owners regarding upcoming service visits. Learn more about Task Notification Rules; Owner Notification Rules
  • Advanced Rule Settings - Advanced Rule Settings include pets and Booking tags. Not available for most imports. Learn more about Booking Tags
  • Quickbooks - Transfer completed tasks and staff time tracked into Quickbooks Enterprise, Pro or Online (time tracked not available for online version)

Staff Related Setting

Choose standard Day-End Time.  Day-end is the latest staff typically works each day.  Day-End affects the system in two ways; First, Day-End sets the time that uncompleted tasks become overdue and notifications are sent. Second, Day-End sets the time the system will auto-logout staff who forgot to log out. Managers need to check staff hours daily (See Recommended Daily Procedure) to ensure correct reports and payroll.

Tip: If an employee forgets to clock out for the day, The system will auto log them out for the time they completed their last task. If an employee forgets to mark a task complete the system will clock out that task and the employee's day with the Day-End Time.


Choose Start Notification Time. Start Notification Time is the time morning notifications go out. 

Tip: Set the Notification Time only an hour or so before your typical workday starts to prevent waking staff up too early.

Check to enable Piece Pay if you pay a fixed price or set time for each task. Or if you pay any staff only for time tracked while working on a task, and not for the full day.


Check to show Piece Pay Amounts on the Employee Dashboards to allow staff to see earnings per job.


Check to show Scheduled Start Time on Employee Dashboards if you would like employees to see the time they need to be at work. (We recommend off)

Show Task End Time on the Scheduling Calendar - The End Times shown on the Scheduling Calendar will be the maximum time that is set for the Task. (We recommended off)

You can follow this video:

Setup Properties

In Operto Teams you can enter all of the different properties you service.  Properties can include different types of locations such as private homes, commercial properties, and/or residential homes in addition to all of the vacation rentals you service. Add every type of property into the system so that you can do all of your scheduling in one place. 

Important Tip: Operto Teams account billing is based on the number of active properties (if over Make properties that are not being serviced inactive to avoid being billed for them. 

Add Properties to Operto Teams
Properties can be imported automatically or manually entered. See Adding Properties

Add Property Information 

  • Assign a Property Name. This name will be used throughout the program to refer to this property.
  • Assign a Property Abbreviation. The abbreviation is used in the drag and drop scheduling calendar to conserve space on the taskbars it must be unique and should not be the same as the Property Name. 
  • Enter the Property Address. The address is shown on Employee Dashboard under the Property Tab. The address is used to populate the map link if Latitude and Longitude are left blank.

Important Tip: The Property Name and Abbreviation must be unique to each property and must differ in some way. ie Name: The Lake House  Abbreviation: LakeHouse


Tip: Only use the property latitude and longitude if the address does not geolocate the property on the GIS map.

Staff Dashboard Notes can be added per Property; Staff Dashboard Note. Example: "Always Use the Back Door" will show on every Task for that Property. 



Enter Property Latitude and Longitude. Latitude and Longitude are used to populate map link, and to calculate the distance from the property if Employee GPS Tracking is turned on. 

Choose a Region from the dropdown menu. Assign properties into a color-coded physical region for visual scheduling aid to keep employee's route optimized.

Tip: Use Google maps to find the coordinates of a specific location. 

Tip: Assign employees tasks within the same region to decrease driving times between tasks.

Note: Door Code Field - This will not show on Staff Dashboards until the Task start date has arrived and Task is Accepted



Edit Default Check In/Out Times.  Bookings imported for this property will be prefilled with these default check-in and checkout times. These times dictate when check-in and check-out constrained tasks can be started or become overdue.  You can override this setting per booking to accommodate early or late Check-In/Outs. 

Attach Property File (optional). You can upload a PDF file. This file will appear in the Employee Dashboards in the Info Tab for every task assigned to this property.

Enter a Description or Property Notes.  These notes will appear in the Employee Dashboards in the Info Tab for every task assigned to this property.

Add Internal Notes for the property. Notes will appear on the Master Calendar in the Property Folder (small gray folder next to the property name). The property record can also be accessed from the Actions button in the folder. If an employee has administrative access, this information is available from their mobile dashboards as well.


Enter Owner Information (Optional). Owners can enter owner bookings, received messages when services are complete, and view service history on their own dashboards. Owners can only be entered in the property screen.  Once they are entered, edit each owner's dashboard settings and permissions in Setup --> Owners. 

Determine Administrative, Staff, and Vendor Access settings. These allow you to set which employees and vendors are able to see bookings, have access to the property settings and/or get notifications/alerts. Employees and Vendors given access can view bookings for this property on their dashboards.

Add or update Booking Import settings.  If this property is connected via API, you will not need to enter in booking import settings.  Otherwise, you will follow the prompts in this section to enter in the information on how Operto Teams will import your bookings.  If you are importing bookings from AirBnB, Homeaway/VRBO, or other booking sites directly, you can visit our integrations section to learn how to gather iCal links to enter into these fields.

Tip: We allow you to enter up to 4 iCal links per property. If you require more than 4, we recommend you use a channel manager to manage your listing - in which case we would integrate directly with your channel management company.  Visit our Integrations page to learn what companies we integrate with. Integrations

Tip: There are bulk edit features in  Setup -->  Properties. Look for the blue pencil located in the column headers.

Assign and Attach Task Rules

  • Check the Task Rules you wish to provide to each property.  For example, if the Task Rule is a Hot Tub Clean and the property has a hot tub, you would check the box to autogenerate the task of cleaning the hot tub at this property.

  • Enter Labor, Materials, and Linen Fee amounts if applicable

  • Set Minimum and Maximum Time estimate. These estimates will be totaled on the scheduling page to determine how many hours are scheduled for each employee per day

  • Choose # On Team. For team services (team cleans), you can assign each person tasks. This will add a 2nd task box to the scheduling calendar and allow the task to appear on both employee's dashboards.

  • Choose Default Employee assignments.  This will auto-assign the task to up to 4 employee(s) as soon as a booking is made. Tasks can be reassigned, if needed, in the scheduling calendar. 

  • Set up Piece Pay if applicable. Enter either an hour or dollar amount, however, we recommend if you enter hours, be sure to enter hours everywhere, and same for dollars - so that your reporting is accurate.

Use the icons to the right of each property record to Edit, Add and Manage Images, Videos and Pdfs, Manage House Item and Utility information, View the Property Folder, or Make Inactive. 


After the initial set up of a property, you can adjust the Service Assignments in Setup --> Task Rules

See the following video for more information:



Regions and Route Optimization

Regions represent the physical locations where properties are located. Properties in similar locations should be assigned to the same color-coded Region. Each property needs an assigned region. This will make visually filtering and scheduling tasks a snap on the Master and Scheduling Calendar.    

Tip: Go to Scheduling Calander Help Page to view how regions are used to visually schedule staff.

Add Regions

Go to Setup --> Regions; Add Region  

Regions represent the physical locations your properties are in. For example, if your properties are all in one building your regions might be top floor and ground floor.  If you are in a coastal town your regions might be Beach, Highland Ridge, and Swamp.

Tip: Open the Regions page in a new tab so you can listen to the Regions Help Video and work simultaneously. Businesses with less than 20 properties should have a maximum of 3-4 regions. Businesses with more than 50 properties can group Regions into Region Groups.

Select a color for each region from the color pallet provided or in the Find More Here link to see more color options. 

Tip: When choosing Region colors avoid reds and yellows and colors that are too bright or too light. 

The Region color will also be indicated in a small circle on the Staff Dashboard for Tasks within that Region.

Copy the hex code associated with the color and paste it into the Color field box.

Review the Time Zone field and make sure it is set correctly for the region.

Set up all regions then FIlter by Region Group to Sort by filtering regions -->Search 

Select a Sort Order for the regions.  

Tip: Select a Sort Order based on the most efficient way to drive through the properties. This sort will affect the order properties appear on the Master and Scheduling Calendars and on the Staff Dashboards.  

Set up and Assign Properties to Regions Setup --> Properties Bulk edit is available at the top of this page.

 

Sort properties within each Region for route optimization Setup --> Regions choose active properties under the Region name and Re-sort the Properties in an  appropriate order for your Staff when driving to and through the properties.









Review the Scheduling Calendar and your Master Calendar to view how your Regions appear.



View video for more information:

Departments

Adding Departments make scheduling more manageable. You can assign Departments to both Staff and Task Rules, so assigning department Tasks to department Staff is easy.

Tip: Typical Departments include Housekeeping, Maintenence & Hot Tub, Landscaping, and Office.

Add Department
Add the name of the new Department.
Save.

View Departments
Go to Setup → Staff then Groups column.


Tip: Departments are a tool to filter and subsequently work with select Staff on the Scheduling Calendar. Staff can be assigned to multiple departments and can be assigned Tasks in multiple departments. 

View Video for more information:



Setup Staff

This article covers adding Staff and Setup including the following topics:

  • Staff Communication
  • Assign Administrative Access
  • Assign Properties to Staff
  • Standard Work Days
  • Calendar Notes
  • Staff Dashboard
  • Unscheduled Tasks and Issues Form
  • Notifications
  • Choose Properties to show up on the Booking List

Staff is any entity that can be assigned and complete tasks through a mobile dashboard. 

Tip: A "Staff" differs from a "Vendor" or an "Owner" in the type of information that is available on their dashboard. Staff can see and complete tasks. Vendors can only see bookings. Owners can view and change information for their own property.

Review and edit Staff information after Setup in Setup --> Staff Use the bulk edit buttons to quickly edit settings for multiple Staff records 

Add Staff Information

Setup --> Staff

Click +Add Staff.

Shortcuts: Click edit under the Dashboard Settings, Hourly Rate or Notifications Settings columns to bulk edit Staff.


Use the Export and Import CSV buttons to export all Staff records, make changes, and then import the same file back into Operto Teams. 

Enter Staff Communication Fields

  • Enter the Staff Name.  The name entered in this field is used throughout the program on the staff dashboard, master calendar, vendor dashboards, reports etc.  
  • Enter the Staff's Email address. 
  • Enter the Staff's Mobile Phone number.
  • Enter a Staff Abbreviation.  This abbreviation is shown on the master calendar.
  • Select the appropriate Date Format
  • Select Maintenance Staff Options. Checking a Maintenance Issue or Damage Issues box will send a notification to this Non-Administration staff member when specified other staff submits an issue on their dashboard.
  • Check all the Staff Groups (Department, Tags, and Region) in which this staff will ever be assigned tasks.  This information is used by the Sticky Filter feature on your Scheduling Calendar.


Note: For Maintenance Staff Options, notifications will only go out if they do not also have Administration Access. To notify Administrators of submitted Issues turn on  Administrator Notifications.

Administrative Access Area

Note: Only the  Main Administrator has access to this section.  If you need to add and remove administrators, log in as the main account administrator.

  • Check the Allow Administration Area Access to enable this Staff member to view other Staff's task assignments.  Once Allow Administration Area Access is selected then the Administrative Access Details page will appear. 
  • Choose and enter a Password.
  • Choose what areas of the site this Staff member can Access. Based on your selections the staff will have different levels of access.

Assign Utility Navigation Bar Access 

  • Manage for the Staff to view everything in the manage navigation bar, including the ability to impersonate all Staff, vendors, and owners.
  • Reports for the Staff to view and manage all reports. Editing of past tasks and bookings may be allowed per below settings (Bookings, Edit Tasks, Edit Notes).
  • Setup to allow access to the full Setup Menu
  • Account for the Staff to view and manage all items for the Operto Teams account (including billing).

Assign Operations Navigation Bar Access

  • Issues for the Staff to manage issues, including Send to Vendors and creating One-Off Tasks.
  • Time Tracking for the Staff to Edit and Adjust Hours.
  • Quick Reports for the Staff to view and Print Quick Reports.
  • Scheduling and Calendar List for the Staff to view Scheduling and Calendar List and give them the ability to search, Print and Send Tasks Lists.  This will not allow them to edit tasks or perform drag and drop unless given additional access. 
  • Bulk Edit from Scheduling List to allow the Administrator to make changes on the Scheduling List page. 
  • Master Calendar for the Staff to view the Master Calendar on their dashboard.  This does not give access to Edit Bookings or Tasks unless Bookings is also checked or Edit Tasks or Edit Notes is checked.
  • Bookings for the Staff to be able to Add and Adjust Bookings.

Assign Additional Access

  • Hide Hourly Pay Rates to prevent the Administrator from viewing pay rates for all Staff.
  • Drag and Drop to enable the Staff to Drag and Drop in the Scheduling Calendar.
  • Edit Tasks to give the Staff global access in all screens that have links to edit tasks (Master Calendar, Scheduling Calendar, Manage areas, and Reports).
  • Edit Notes to give the Staff global to all screens that have links to Edit Tasks and Bookings.  If the user is not allowed to Edit Tasks or Manage Bookings, they can still edit ONLY the notes in these areas.
  • Edit Issues to allow Staff to Manage, close, delete and make notes in Issues. The Issues box must also be checked in the above Grey Navigation Access area.
  • Edit Task Rule Assignments to allow Staff to adjust Task Rule Assignments only. 
  • Allow Setup Staff to allow add or edit Staff member records.
  • Allow View and or Edit Rent and Deposit Amounts. (This is not widely used)
  • Allow View and Edit Fee Amounts (This allows administrators to see amounts billable to owners or Property Managers)

Staff and Vendors
Check the Staff and Vendor Dashboards to which this administrator will have access. The main administrator will always have access to all Staff Dashboards.

Assign Properties
Check the properties this administrator can view on their dashboard.

Standard Work Days

Standard Work Days allow the scheduler to set up standard days off.  In most cases, you should leave all days checked. Many tasks have a multiple-day completion window and can be rescheduled to a working day for the assigned Staff. Days unchecked will have a grey background in the Scheduling Calendar and will not allow auto-scheduling. If an auto-assigned task occurs on a day the Staff is not scheduled then it will be assigned to the backup employee assigned or go into the unassigned column for manual scheduling. 

Calendar Notes
Calendar notes are very helpful when scheduling and can also be used to highlight standard days off or other scheduling conflicts. Examples of notes include: OFF, Starts work at 10:00, Works with Daughter. For details read Calendar Notes.

Staff Dashboard
Choose the appropriate Dashboard Language. Check the boxes in this list to customize the information available on this Staff's dashboard.  Options include Guest Name, Guest Email and Phone Number, Number of Guests (Pets and people), Task Time Estimates (so they know how long the task should take), Ability to Change Task Date or Start Early, Add Standard Task, Property Issues, Time Tracking including Milage Reporting and GPS Reporting, Task Accept/Decline, Upon Decline Choose Assign and Notify, View Property Folder and the number of days ahead this employee can view their assigned Task Schedule.


Notifications 
Choose if and when to automate sending  Task Lists to your Staff via email. We recommend sending these lists out manually through View and Send Task Lists. However, if you are confident in your schedule, you can auto-send them out.

If Accept/Decline is being used choose if you want to Send Notice Daily of Tasks Not Accepted

Choose the number of days to  Send this Staff member notification for last-minute New Auto-Assigned and removed Tasks.

Choose the number of days to  Send this Staff member notification for last-minute New and Removed Bookings.

Property and Booking Access

  • Choose the number of booking days you would like the Staff to view on their dashboard. 
  • Set up the schedule (frequency and timing) to email this Staff member the booking list for assigned properties.  Auto-send weekly or monthly booking lists on a set number of days before the booking dates.  Any new bookings that come in after the email, but within the date range will be auto-sent to the Staff highlighted within the list.
  • New bookings will already show up on the Staff dashboard for properties they access but this Staff member will not be notified via email unless Email Booking List is checked. You can send notifications through Administrator Notifications. We suggest you do not use this special application.

Choose Properties to Include
Check the properties to include in the booking list that appears on this staff's dashboard.

Time Saving Tip: Create Staff Templates for each Department to save the settings typically selected for a Staff that works in that Department. Then easily add new Staff via the existing Template.


View Video for more information:




Staff Notifications

Flexible and customizable notifications alert administrators when a specific action happens.  Notifications are only sent to Administrators for their assigned properties.  

Assign Staff Administrator Status and Properties

  • Go to Setup --> Staff

  • Click Edit (pencil icon).

  • Scroll to Administrative Access Area --> Check Allow Administrative Access

Access Administrator Notifications

  • In the Setup --> Administrator Notifications

  • Choose the Administrator in the drop-down menu.

  • Click Edit All in the upper right corner of the page.

Select Notification Qualities (None, Email, Text or Both)

  • Use the drop-down menus to choose the terms and the route (None, Emal, Text or Both) notifications will be sent to the Administrator.

  • Click Save

Review Notification Properties

Review the properties assigned to Administrators.

Edit  Property Assignments in Setup --> Staff
Scroll down to the end of the Staff Setup page --> check the Properties to Include.

Notification List

  • Checked Out Notification is triggered if the property is integrated with Smart Home software and the guests check-out, or if Check-Out is selected in Quick Reports --> Check In/Outs. Learn more

  • Accept Notification is triggered when Staff accepts a task.

  • Decline Notification is triggered when Staff declines a task.

  • Started Notification is triggered when Staff starts a task. (Time Tracking must be turned on in Setup Staff)

  • Not Yet Started Notification is triggered when Staff has not started a task, and there are the selected number of hours left in the Task window of time to complete (Time Tracking must be turned on in Setup Staff)

  • Complete Notification is triggered when Staff completes a task.

  • Urgent Notification is triggered when Staff submits an issue form and checks it as urgent.

  • Damage Notification is triggered when Staff submits an issue form and checks the damage checkbox.

  • Maintenance Notification is triggered when Staff submits an issue form and checks the maintenance checkbox

  • Housekeeping Notification is triggered when Staff submits an issue form and checks the housekeeping checkbox

  • Lost and Found (L & F) Notification is triggered when Staff submits an issue form and checks the L&F checkbox (and enters the item found).

  • Supplies Notification is triggered when Staff submits an issue form and checks the Supplies checkbox (and enters supplies needed).

  • Task Note Notification is triggered when Staff adds a Task Note.

  • Not Yet Done Notification is triggered when Staff has not marked the task complete and there are the selected number of hours left until the task becomes overdue.

  • Overdue Notification is triggered when Staff has not marked the task complete and the time window for the task becomes overdue.

Access Staff 
In the Setup --> Staff and Owner Notifications.

Click Edit All in the upper right corner of the page.

Select Notification Qualities (None, Email, Text or Both)

Staff Notifications

Use the drop-down menus to choose the timing (scheduled check-out time, prior to task due time and/or overdue) and the route (None, Emal, Text or Both) notifications will be sent.

Click Save

Review Properties Assigned to Staff Notifications

Review the properties assigned to Staff on the Notification page.

Edit  Property assignments in Setup --> Staff.

Edit the desired staff record.

Scroll down to the end of the Staff Edit page and check the Properties to Include.

Notification List

Staff Notifications

  • Check-Out Notification is triggered if the property is integrated with Smart Home software and the guests check-out, or if Check Out is selected in Quick Reports --> Check In/Outs. Learn more

  • Not Yet Done Notification is triggered when Staff has not marked the task complete within the time frame chosen.

  • Overdue Notification is triggered when Staff as not marked the task complete and the time window for the task has expired.


Notes for Staff

The Staff Dashboard Note (limited space available but is the clearest place for cleaners to see it); or

The Description or Property Notes (accessed via the Info tab underneath the task on the staff dashboard - less visible, but more room available)

Once this is done the cleaners will be able to see these notes on their dashboard for this property:



Master Calendar

Task Rules

Task Rules dictate how and when tasks are auto-generated on your Scheduling and Master Calendar.  The first step in creating a Task Rule is choosing a Task Type such as Before Check-in, After Check-out, Mid-vacancy.  Once a Task Rule Type is selected settings are embedded in the coding that drives the Scheduling Calendar and Master Calendar to auto-generate associated tasks. 

Note: Task types cannot be changed once a rule has been created in order to prevent any legacy of the old record type from misdirecting the calendar engines.

There are 5 steps to make an effective Task Rule.

  • Add Rule

  • Edit Assignments to the Rule and Save. 

  • Review the Master Calendar for accuracy.

  • Edit Notifications (optional).

  • Add or Edit Task Forms (optional).


Step 1: Add Task Rule 

  • Setup --> Task Rules

  • Click on +Add Task Rule.

  • Follow the prompts and enter the field details for the new Task Rule such as Task Name and Abbreviation. Abbreviations will show on both your Master Calendar and Scheduling Calendar. 

  • Click Save or Skip step 1 to Edit Task Rule

  • Tips:

  • 1. For Checkout and Dependent Task Types, Select the Show Next Booking Notes Instead of Previous if you would like Staff to see notes for the incoming booking rather than the previous Booking.

  • 2. Use the Start and Stop Scheduling date fields to control seasonal Tasks such as pool heat that is only needed part of the year. And the Complete by Time field to set a time outside of the booking times.

  • 3. Select Show Property Status for the Task Rule if you would like your Staff to view the status of the property on their Mobile Dashboard for that Task.

Step 1b: Edit Task Rule

All users will have default Task Rules that were set up during sign up. These or existing Task Rules can be modified or deleted. 

  • Click on the Edit (pencil) button in the Edit Column of the Task Rules Table.

  • Follow the prompts and enter the revised field details for the rules.

  • Click Save.

Tip 1: Keep rules simple to first, then as you proceed with the program Task Rules can be modified or split based on the specific properties needs using the Copy to New feature.  

Tip 2: To edit a specific task from the Scheduling and Master Calendar click on the task to open the Task Pop-Up Window. 

Step 1c: Edit Task Rules after setup

Once a Task Rule has been created the task type cannot be changed.  Edit Task Rules using the following tools: Copied to New, and/or Make Inactive.

Copy to New

Use Copy to New to split the rule.    

For Example, your properties are scattered all throughout Southern Djibouti.  All the properties have Check-Out Cleans, but half of the properties should have divergent notification settings.   

Go to Setup --> Task Rules; for the appropriate Rule click Copy to New (double paper icon).  Name the New Rule Check-Out Clean Alternate Notifications.  Adjust the new Rule's notifications, then un-assign/assign properties appropriately for each rule (important step).   

Use Copy to New to reclassify a Rule's Task Type and then delete the old Rule.  For example, if you want to change an On a Schedule Rule to a Standard Single Task Rule.

Make Inactive

You can not delete a rule that has completed tasks associated with it because reports would be affected.  Also, be aware that when a Task Rule is Made Inactive any tasks generated but not completed will be pulled off the calendar.

Step 2: Make Task Rule Assignments

Assignments are an essential part of Task Rules functionality. The higher quality of the information you add, the easier scheduling is going to be.  Every rule must be assigned to a property or the rule will not be activated.

Tip: Set up a generic property called My Rental Co. Other Tasks or Errand so you can assign the "property" tasks not associated with an actual property such as "go to Costco". Then create a task anytime needed, assign it to the "Other Tasks" property and it will show up on your calendar.

In the main Task Rule Page, scroll down to the New Task Rule in the Task Rule Table

Click the People Icon in the Edit row to assign each property to this rule

For each property, set auto-scheduling rules. 

  • To assign Labor, Materials, and Linen Fee Amounts make sure the feature is Enabled (Setup --> System Settings --> Edit). Then enter the standard labor, materials, and linen fee amounts allocated for each job.

  • Minimum and Maximum Time is used for workload balancing on the Scheduling Calendar 

  • Number on Team allows assignments of up to 4 people to each task. Each team member will be assigned the total time frame (minimum time to maximum time).

  • Assign staff to the task at each property or select unassigned if you want to manually assign them each time.

  • To use Piece Pay make sure it is Enabled (Setup --> System Settings --> Edit). Then enter the standard amount you pay each staff for each job.

Tip: When the list of Task Rules is quite long, use the filters to pull up specific Task Rules

Step 2b: Check Property, Update Task, Choose Update Type, and Save

Important Tip:   Current task assignments, estimates, and piece pay will only be updated if the property is selected, the Update Tasks On Save box, AND the Update Type are selected.  If you  uncheck a property, incomplete tasks generated by this rule will be  deleted regardless of any checked boxes or date settings. 

To Save the Task adjustments : 

  • Check all the Properties to Update.

  • Check Update Tasks on Save.

  • Choose the Update Type desired.  

    • Rebuild will reschedule any previously generated tasks for this task rule. 

    • Update Current Tasks will preserve previous work in the Scheduling and Master Calendar with notes and assignments.

    • Update Current Tasks with Min/Max times and Labor, Materials, and Linen Fee will update the variables noted.

    • Update Current Tasks with Piece Pay will update the Piece Pay amounts.

    • Move Current Tasks to default scheduled date will move existing Tasks back to the original date set by the Task Rule.

    • Click Save

Step 3: Review the Master or Scheduling Calendar for Accuracy

This step is important.  Review the Master Calendar to ensure the tasks are generated accurately (there may be a delay as your tasks are generated).

If adjustments are needed, go back to  Setup --> Task Rules; Edit (pencil next to the rule) then adjust the settings. 

Step 4: Modify Notifications 

Tip: Once the Staff is set up, you can view their dashboards by clicking on DB on the Scheduling Calendar to ensure they are viewing the correct information and have the correct options selected.

Step 5: Add or Edit Task Forms as needed 

Note: The Start After Previous Task Rule Type, can only be a dependent Task for the following Task Rule Types: Before Check In; After Check Out; Mid Vacancy and Changeover.

For more information watch this video:




Task Form (Checklist)

This article covers the following topics:

Task Forms are visible on staff dashboards. They are interactive guidelines to ensure tasks are completed consistently and completely. Task Forms are attached to Task Rules.  So that when a Task Rule auto-generates a Task (such as Check-out Clean) the associated Task Forms will automatically be available to Staff for reference.

Note: Task Form Reporting is also available within Operto Teams click to learn more about  Task Form Reports.

Tip: All properties will have Check-out Cleans but some listings might have slight variations in the to-do list needed for cleaners.  For example, some properties have hot tubs and others do not. Once a Master Task Form is attached to a Task Rule, Variations can be created to accommodate the differences (Check-out Clean with Hot Tub).

Access Task Forms

Setup --> Task Forms

Add or Edit Task Forms

  • Click + Add Task Forms

  • or Click on the Edit (pencil) button in the Manage Column of the Task Forms Table.

  • Enter or edit the Name of the Task Forms.  Examples are Gift Basket Contents, Checkout Clean, Arrange Porch Furniture etc.  

  • Assign the Task Forms to Task Rules so that when a task is auto-generated a staff member will be delegated the task and the relevant task form will show up on their dashboard. 

Tip: In this step, you are creating the Task Form container that is linked to the Task.  At this step, the Task Form is just a name and a blank form that is attached to the task.  Task Form elements must now be added.  

Elements

Elements are the components of the Task Form.  They can be single items, a list of items, images or upload image fields and more. Each Task Form can have multiple elements. For example, a Check-Out Clean Task Form might include a checklist for kitchen clean-up, bathrooms, and bedrooms, and photos upload fields.

Add/Edit Administrative Information

  • Navigate to the Task Form Page Setup --> Task Form.

  • Choose the Task Form to manage.  Click on Manage Elements (list icon).

  • Add an Element Name that is a descriptive title for administrative use and reporting. Example: Kitchen Items Grid.

  • Choose Element Type.

  • Tip: Review the box of Element types.  See Task Form Examples to see other companies' creations.

  • Check if the Element is required for Staff to complete.

  • Check if the Element should show on the Owner Report.

  • Add/Edit Dashboard Related Information

  • Add an Element Title that will appear at the top of this section on the Staff Dashboard.

  • Add a short Description to guide your staff.

  • Upload an Image

  • Check if the Element should Show on the Owner Report.

  • Select the Tasks Forms to contain this Element

  • Click Save

Note: Elements can also be copied or shared between Task Forms in the Manage Elements area using the drop-down menu and buttons at the top of the page.

View and Manage All Elements

  • From the Task Form main page.  Click on View All Elements button in the upper right corner of the page.

  • Find the Elements to Manage using the filter options in the header.

  • Edit, Copy to New or Delete Element using the icons in the Manage Column.

Tip: Use the View all Elements then Copy to New icon to quickly add a new Element that is very similar to an Element that already exists.

Task Form Variations

  • In the Parent Task Form go to Manage Elements; select which Elements if any, will be Global using the toggle icon. These will be shared throughout Variants and can only be edited in the Parent Task Form.

  • From the Task Form main page, Choose the Task Form to manage in the Task Form Table.  Click on Add Variation (plus icon).

  • Name and assign the Variant accordingly.

  • Manage (Add, Edit, or Remove) Elements to make the Task Form Variation unique to the selected property or properties. 

Important Tip: Elements that are set as Global in the Parent Task Form can not be edited in the Variant. To make changes to the Global Elements in the Variant remove and copy into the Variant using Copy to New Element. Note: Only properties assigned to Rules selected for the Parent Task Form will show as an option for the Variants.  

Task Form Preview

Preview the Task Forms using the Open Screen Icon under the Task Form Name column.   

  • Tip: Task Forms are immediately live on the staff dashboards.  If you have current staff working, create a Task Form with no Tasks attached.  Build it out, preview it and then assign the Tasks, so that your staff is not using half-built Task Forms while you are building them.  


For more information watch this video:



Standard Task

Standard Single Tasks are set up as a Task Rule and enable a Standard Task to be added to the Calendar at any time through the Add Standard Task popup window.


Tip: First Create a  Standard Single Task in  Setup --> Task Rules; Add Task Rule.  Be sure to assign it to the appropriate properties in  Edit Assignments (people icon).  Learn More

Access Add Standard Task 

  • In Master Calendar, Scheduling Calendar, Scheduling List click the Actions button.

  • Click on + Add Standard Task.

  • In Master Calendar Click the +TASK near the property name to quickly add a Standard Task for that property.

OR

  • On the Issues page when an issue exists click on the Manage button in the status/manage column.

  • On the Manage button drop-down menu click on  + Add Standard Task.

From the Task Popup Window make an existing task Inactive and Add Standard Task, Choose Make Inactive and Add Standard



This will make the existing task inactive and bring up the Add Standard Single Task creation window. 

Create a Task

Enter all the information about the task

Use the drop-down menu to choose the Property Name of the property where you want the task to be completed.

Note: Add non-rental properties to accommodate tasks that are not associated with a rental. For example, add a property called 'office' if you want to add 'Deep clean office carpets' as a monthly task.

Use the drop-down menu to choose the  Task Rule that will prefill the task details.

Hint: If the task is not in the dropdown, add a new Task Rule with the task type Standard Single Task through Setup --> Task Rules, and, or be sure it is assigned to the appropriate properties in Edit Assignments (People icon)

Enter a Short Title such as Gift Basket. This name will appear on the Scheduling List and Task Lists. 

Enter the Start Date to generate the Task from the Task Rule.  If the Task Rule does not allow the Task to be scheduled during a booking, and a booked date is selected, the Task will be moved to the next vacant day on save.

Enter the desired Start Time.   The time affects how the Tasks are scheduled on the Staff dashboards.

Enter  Complete by Date.  This shows the furthest out you can drag the task, as well as the date when the task is considered overdue and notifications will be generated.

Enter Complete by Time. The time the task is considered overdue for alerts. 

Click Next to enter the Task Detail window and make adjustments.

Make a cleaning task inactive 

Watch the following video to se a step by step of how to make a cleaning task inactive:


Auto Assign Declined Tasks

Declined Tasks can be reassigned to another Staff Member.


Navigate to Setup --> Staff

Edit (pencil icon) the Staff Member.  Scroll down to the Dashboard section.

Accept/Decline each Task must be checked.

Choose the Staff Member to reassign tasks declined by the edited Staff Member.

Declined Tasks will be reassigned to the selected Staff Member and a notification will be sent.


Recommended Daily Procedure
Every Morning

These procedures should be done every morning to ensure tasks and schedules are accurate and nothing gets missed.  Larger companies may choose to perform these tasks at the end of the day as well.  

Address Dashboard Items

  • Overdue Tasks
  • Issues
  • Days with Auto Clock Outs
  • Unassigned Tasks
  • Pending Acceptance

Master Calendar Review

  • Look for incorrect or duplicate bookings (Make Inactive). 
  • Look for tasks not needed (Make Inactive).
  • Look for missing tasks (determine a solution such as Add Standard Task from the Actions button or change Task Rule).  Notify the main administrator if a Task Rule needs to be changed.

Scheduling Calendar Review

  • Enter requested Staff days off or other notes regarding Staff in Add Scheduling Calendar Note from the Actions button.
  • Make sure no tasks are unassigned for the next ____  (suggested 7) days.
  • Review the number of hours scheduled per Staff and adjust assignments as needed.
  • Make sure all tasks are marked complete up until today.  Mark Complete, reschedule, reassign or Make Inactive tasks until there are no incomplete or overdue past tasks. 

NOTE: Do not mark a task complete that was not actually done - as this will result in inaccurate reporting.  If a task was not done, and will not be done, Make Inactive.

Every End of Day (or more)

The following procedures should be done at least once a day so that adjustments can be made while memories are intact.  You may perform these procedures at the end or beginning of each day - or both as make sense for your workload.

Issues Review

  • Close any completed issues.
  • Review new Issues. Add Standard Tasks, Send to Owners or Send to Vendors as needed.
  • At this point, go back into the Scheduling Calendar, and make any adjustments necessary from the new tasks generated.

Time Tracking Review (if time tracking is used)

  • Look for any tasks that have logged time outside the estimated hours.  Contact Staff and adjust as needed.

Look for auto-logouts.  Contact the staff member and adjust times as needed.


Staff emails and notifications from Operto Teams

When a staff member says they're receiving notifications all the time from Operto Teams, the first thing you should do is go to the notification history report. 
Click on the Reports icon (in the top right of the screen which looks like a graph and is next to the setup icon) Click on 'Notification History'. When the report screen opens, click on the 'Choose Recipient' box to choose the relevant staff member. If you do that for eg. Andy, you'll see that he's receiving notifications for future tasks he hasn't accepted:



This is a result of one of his staff settings. If you go to Setup > Staff and click to edit Eddies' profile, then scroll down to the Notifications section, you'll see he has the setting ticked for 'Send Notice Daily of Tasks Not Accepted':



If you want to turn that off so he doesn't receive those notifications, it's up to you.


If you're wondering why Andy can see all those dates and notes on his dashboard, but eg John doesn't, again it's due to the staff settings. Eddie has the 'Show on Staff Dashboard' box ticked for all his Schedule Notes, but John doesn't. You can make any changes you like there and save:


John's Schedule Notes settings:



Eddie's Schedule Notes settings:




Autotasks for upsells

This video explains how to create automated tasks inside VR Scheduler that trigger after an upsell is ordered by a guest through Duve. As an example, using an Info Code and tag system, you can easily set up an automated task for someone from your team/network to drop off say, a portacot, to a property when that guest books a portacot via Duve. 


Linen and laundry packing

Provide your laundry room bag packing instructions with Operto Teams' simple Linen Counts features.  There are 3 steps to setting up this feature:

Step 1: Setup Default Linens and Tasks

Define the linen fields for your company in Setup --> System Settings as a comma delimited list of each linen item or linen groups.


In Setup --> Properties, set the default counts for each property, either through the bulk edit descriptions and linen counts, or by editing an individual property.  Enter the counts comma delimited in the same order as the fields entered in step above. You may also enter text notes as needed. Once the numbers are entered, you can check your work using the Show All Details link to view the counts in tabular format with the Fields entered in step above.  

Check the Update current and future bookings to push the counts into the bookings.

Tip: Using the Bulk Edit option allows counts to be entered in the table as well as the list. 

Step 2: Define which Task Rules should generate Tasks that will need linens, or need to have linens retrieved/picked up.  

If you pack bags based on Check In or Check Out dates this step is not necessary.  

Go to Setup --> Task Rules.  Edit each Task Rule that needs laundry packing and choose Pack Linen for this Task and or Retrieve Linen for this Task. 

As needed, adjust individual bookings counts in the booking popup window from the Master Calendar or from the Linen report.  Be sure the counts are added in the same order as the comma delimited list beneath the field.  Text notes may be added to the instructions area.

Adjust tasks that need linens through the Task popup window:

Step 3: Using the Linen Reports

Date Range Linen Packing Report

Pull your laundry reports through Quick Reports --> Linen Packing

Choose from the following Results By Filtering:

Linen Tasks - will choose tasks with Linen Packing checked.  This can be set in the Task Rules and in individual tasks.

Linen Pickup Tasks - Will show Tasks in which Linens have been set to be retrieved. 

Check Out - will show all checkouts for the date range 

Check In - show all check ins for the date range 

Task Rule - choose tasks to show

Tip: Use the Export to CSV and or Send to Printer Buttons to share reports outside of Operto Teams if needed.

Choose the date or date range and use the additional filters to choose properties and columns.

All Property Linen Report

Click the All Property Linen Report button to get a full list of all properties and linen counts.

Note: Bag Packing Screen View (Available for Linen Tasks only). Click the Packing Screen button, then copy the URL to a computer, iPad, or other device in your laundry room.  Laundry room staff can mark bags packed to keep track of their progress. Only tasks with Linen Packing checked will show in this view.