🚨 It is important to take into account that the self-assignment in the user's profile "Check-in/out" will only be made automatically for reservations that are made from the date of creation of the user.
Therefore, those reservations that have been made prior to the creation of the user must be manually self-assigned. This is necessary so that, if you have created a "Check-in/out" profile for that user either for reception or cleaning, the reservations made before the creation of the profile also appear in their list.
Do you need to coordinate check-in, check-out and cleaning times for your equipment? AvaiBook makes it easy for you.
Go to the "Check-in/out" section in the "Planning" section and filter the tasks by type, period, accommodation, area or employee. Quickly find what you're looking for!
AvaiBook organizes your front desk and housekeeping tasks into four key columns:
Reception: It shows clock-ins (green) and clock-outs (red), with date, time, and assigned employee.
Reserve: It details information such as number of nights, booking ID, Fast Check-in status, traveler data and accommodation.
Cleaning: Similar to reception, it indicates date, time and employee for the cleaning task.
Actions: It allows you to send emails and edit tasks for better organization.
Here you can manually assign the employee, date, and time of the task.
📝The employees shown depend on the initial configuration of the hosting. If "Ilaria" is limited to one accommodation, you won't see her in others. To avoid this, set up your employees for "all or relevant accommodations."
Add notes to tasks for relevant details. These notes will be visible on the main screen when you click on the information icon (see image). In addition, you can send an email to the employee with the task, including notes and a summary of the booking, using the messaging icon.
If you forgot to send the email when editing the assignment, don't worry. You can do this afterwards from the main screen, by clicking on the mail icon next to the task. Remember that for this, you must first create the employees and include their email address.
How can I manage my team?
Organize your equipment (reception, housekeeping) and tasks (check-in/out) easily in AvaiBook.
To create or edit employees:
Go to "Planning" > "Check-in/out"
Click on "Manage Personnel"
Features:
Create Employees: Add name, email (for automatic notifications), position (reception/cleaning) and accommodation.
Edit/Delete: Modify or delete existing employees.
Notices: Activate, push notifications.
Self-assignment: Automate task assignment.
iCal: Option to share calendars.
What is the assigned car?
Self-assignment: Automatically assign front desk and housekeeping tasks to your staff.
Reception: Designate permanent receptionists for specific accommodations. When you receive bookings, tasks are automatically assigned.
Cleaning: Schedule cleaning according to your needs. For example, 2 hours after check-out. If check-out is at 12:00 PM, cleaning will be assigned at 2:00 PM.
Key points about self-assignment and employee management:
Self-assignment limitations:
Only one receptionist and one cleaner self-assigned per accommodation/s.
The system avoids duplication.
Hosting configuration:
"Self-assigned" with no listings checked: applies to everyone.
"Self-assigned" with marked accommodations: applies only to those.
No "auto-assigned": Marks all relevant accommodations for manual assignment.
Recommendation:
Mark the accommodations where an employee could work to facilitate manual assignment of tasks.
📝
The auto-assignment feature has restrictions to avoid conflicts.
The accommodation settings determine where auto-assignment is applied or where an employee appears for manual assignment.
It is important to be clear about the difference between the use of auto-assignment and manual assignment, and how the configuration of the accommodations directly influences both options.
And can I automate emails too?
Automated and Manual Notifications for Employees:
Automatic notifications:
Turn on the "Notify" option so employees receive a daily email at 7 a.m. with their tasks for the next three days.
Manual notifications:
If you prefer, send emails individually from the main "Check-in/out" screen.
How do I share my task calendar?
Share and Sync Your Team's Tasks with iCal Calendars:
Keep your team organized:
Share housekeeping and reception tasks with your employees, allowing them to access their daily schedule from their mobile devices or computers.
Sync tasks with popular calendars like Google Calendar using the iCal format.
How to get the iCal calendar?
Go to: Planning > Check-in/out > Manage staff.
Generate an iCal link to share your employees' tasks in Google Calendar:
In the "Actions" column of the "My Person" section, click the calendar icon to copy the iCal URL.
This link allows your employees to import their AvaiBook tasks directly into Google Calendar.
Send the iCal link to your employee, who will need to import it by following these steps:
Access Google Calendar
Click on the Other Calendars section
Select the From URL option
On the next screen, you will only have to paste the AvaiBook URL in the field given to you by Google.
Click the Add Calendar button, and you're done!
Once synced, your employee will see their tasks on the calendar. The calendar will display tasks from 7 days before to 28 days after the current date.
How does Check-in, Check-out, Reception and Housekeeping user access work?
At AvaiBook we also offer you the possibility of giving limited access to the platform to your workers. In the same way that there are owner, employee, technician and accountant user accesses, we have added Check-in and Check-out,so that your reception and cleaning staff can view their tasks from AvaiBook.
📌 Option available only for Leader plans and PRO plans
You can activate it in two ways:
Go to the file of one of your employees: Planning > Check in/out > Manage personnel. Whether you're editing an existing one or creating a new one, you'll see the option to create a sub-account at the bottom right.
Or click on the last section with your name and click on My users.
As you can see, the Check in / out option appears below and above it a small description of that user access. If you don't have any registered employees yet, the page will advise you to go to the Check in/out section to create one. If you do, you just have to choose which of them you want to give access to.
Once you have created the access, you will receive an email to your employee notifying them that from that moment on they will be able to access AvaiBook in a limited way. Thus, every time a task is assigned to you, you will receive an email from which you can go directly to the following screen:
As you can see, you will only be able to view your reception or cleaning tasks and not those of others. You will be able to view notes written by the owner, reply, if necessary, access a booking summary tab and mark the task as pending or completed. The Check-in and Check-out staff will also be able to fill in the Fast Check-in details if necessary:
The owner can decide if they want to receive an email warning each time their employees mark a task as complete. This option is available on the main Check-in/out screen, bottom left:
In addition, if the task is finished, it will turn green on the owner's screen. If, on the other hand, it continues as a pending, it will appear in red as you can see below:
How to remove staff in Check-in/Check-out
In case you want to remove a worker created in the Check-in / Check-out section (for reception or cleaning tasks), you can do so from the Manage Staff option.
Just click the Manage Staff button in the last column of the worker you want to delete, then tap the trash can icon.
