What is a Task Template?
Task Templates are checklists of questions and requirements that on-site staff members must complete in order to finish a job. They are divided into sections, so that each part of the task can be managed and completed individually. Once a staff member has completed all of the requirements in a section, that section is marked as complete and the staff member can move on to the next section.
Before your staff members can use Task Manager, you need to set up some Task Templates for various property care tasks, such as housekeeping and work orders. We've got you covered and provided some general templates that you can use, but you can also create your own.
For example, some housekeeping templates could include:
General standard clean
Deep clean
Seasonal clean
Refresher clean
Where to go
Navigate in the left menu to
Operations
Task Manager > Task Templates
Task Template Types
There are four Task Template types:
Housekeeping
Inspection
Work Order
Advanced Work Order
When using Task Manager for the first time, there will no templates visible. Either add templates from scratch or import default templates as a starting point. There are different default templates for each Task Template type.
NOTE: Task Templates must be configured for the type of task on which they will be used. For instance, a housekeeping Task Template can't be applied to a work order.
Import Task Templates
To import default Task Templates:
Click the button “Import Default Templates”. A pop-up will appear with a list of templates.
Select the Task Template type whose templates should be imported (i.e. select housekeeping, if importing a housekeeping template).
Click the "Copy" icon to the left of the template that will be copied.
Type a name for the template.
Click “Copy”.
This has now added a template to the list, with the given name. The contents of the template can now be configured. (instructions for configuration in the Configuring Task Templates section)
Add a new Task Template from scratch
To add a Task Template from scratch:
Click the “Add+” icon above the grid. A pop-up will appear.
Enter the name of the new template, for example “Standard 6 Bedroom Clean”.
Select the Task Template type for which a template will be added (i.e. select Housekeeping if adding a housekeeping template).
Click "Add".
This has now added a template to the list, with the given name. The contents of the template can now be configured. (instructions for configuration in the Configuring Task Templates section)
Task Template actions
Use the ellipses icon to open the menu to start editing, copy, or delete templates.
Select the elipies icon to the left of each template to open the quick-menu.
Select “View/Edit Template” to open the Task Template.
Select “Copy Template” to create a duplicate of this Task Template. This creates a duplicate of the selected Task Template and adds it to the list with the option to rename it. Copied templates are not linked to each other, so they must be edited independently.
Select “Delete” to remove the selected Task Template from the list.
NOTE: Deleted Task Templates can't be recovered. If the Task Template being deleted is assigned to a current or future task, it will remain assigned with the original instructions. You may select a different Task Template for those, or take no action and allow the deleted Task Template to be used.
Time-Saving Tip
Note: This tip is theoretical, but it does touch on the process of assigning Task Templates to cleans, work orders, and inspections.
Before you configure a Task Template, let's discuss a common question: how many templates do you need?
If a management company with 50 homes wants to use Task Manager to standardize their housekeeping operations, do they really need to create 50 unique housekeeping templates from scratch?
The answer depends on the management company. If each home is truly unique, then you may need to create a dedicated template for each home. However, you can save time by starting with a copy of an existing template and modifying it to match the needs of each unique home.
If you have several homes that are identical builds, or within the same community with standard layouts, you can use the same template for all of those homes. This will save you time and avoid creating unnecessary duplicate templates.
Similarly, if the process for AC maintenance is identical for several homes, you can create one Task Template for AC maintenance and assign it to all of those homes.
Here are some tips for determining how many Task Templates you need:
Consider the similarities and differences between your units. If your units are all very similar, you may be able to use fewer templates.
Think about the tasks that need to be completed on each unit. If the tasks are similar, you can use the same template for multiple units.
Consider the time and effort involved in creating and managing multiple templates. If you have a lot of units or complex tasks, it may be worth it to create additional templates.
Ultimately, the number of Task Templates you need will depend on your specific needs. However, by following the tips above, you can save time and effort and create a system that works for you.