Task Manager

Creating a new Project/Area is quick and intuitive. Simply click the green button labeled “New Project/Area”. A modal window will appear, allowing you to configure the settings of your new board. 

Following a short description of each parameter:

• Type: Select the type of project/area based on its purpose. This helps keep different workflows separated and well organized. Available types include: Housekeeping & Cleaning, Maintenance and Sprint Board. Details about each type will be provided later in this guide.
• Name: Choose a name for the project/area. This can be anything that helps you identify it easily.
• Tags: Tags allow you to categorize tasks and improve task filtering and prioritization. The system includes a few default tags, such as: High-priority, Deep Cleaning, Guest Request, Change Linens etc. You can create custom tags as needed and assign multiple tags to a single task.
• Task Statuses: Define the statuses that tasks within this board can have. These statuses represent the progress of each task (e.g. Not Started, Pending, In Progress, Completed, etc.).
• Description: Optionally, you can add a description for the Project/Area. This field is for internal reference only and has no functional impact.

Once you have added your first Project/Area, you can create additional ones by clicking the dedicated “Add New” button, as shown in the screenshot below.

You can modify the configuration of each Project/Area at any time by clicking the edit button near the name of the Project/Area.

Types Overview

As mentioned earlier, there are three distinct Project/Area types, each designed for specific operational needs and equipped with tailored functionalities and parameters. The available types are: Housekeeping & Cleaning, Maintenance and Sprint Board.
Let’s take a closer look at each of them.

As the name suggests, this Project/Area is designed to assist in the management of the cleaning duties. This project type is equipped with dedicated parameters to optimize cleaning workflows and the assignment of tasks.

These projects include a set of parameters specifically designed to automate and simplify the management of cleaning tasks. In details:

• Automatic Scheduling: As the name suggests, this option enables the automatic creation of cleaning tasks based on the frequency defined in the setting below
• Scheduling/Frequency: Defines how often cleaning tasks should be generated. You can choose from six available options: Turnover (at every check-out), Daily, Every two days, Every three days, Weekly and Monthly.
• Automatic Assignment: Automatically assigns cleaning tasks to operators. The first available operator will be immediately assigned as soon as the task is created.
• Operators: Select the operators responsible for cleaning duties. Operators must be created in advance via the "PMS > Operators" section in Vik Booking.
• Listings: Specify whether the project/area applies to all listings or only to a selected group of properties.
• Default Task Duration: Set the estimated duration of each cleaning task. This value is used by the Task Manager to calculate operator availability and manage automatic task assignments.

The Housekeeping & Cleaning project focuses on the automatic creation and assignment of the tasks. Once properly configured, the entire process is handled automatically, requiring little to no manual effort.

The “Maintenance” Project/Area type includes a few essential parameters that make it suitable for a wide range of general-purpose tasks. As shown below, it features three key settings: Operators, Listings, and Default Task Duration.

Here’s a detailed breakdown:

• Operators: Select the operators eligible for the tasks. Operators must be created in advance via the "PMS > Operators" section in Vik Booking.

• Listings: Specify whether the project/area applies to all listings or only to a selected group of properties.

• Default Task Duration: Set the estimated duration of each cleaning task. This value is used by the Task Manager to calculate operator availability.

The main feature of the Sprint Board is the ability to create hidden tasks. The board can be set to “Private”, which restricts access to Administrators only, hiding both the project and its related tasks from other Operators.

The Task Manager offers a variety of tools to help manage multiple Projects/Areas efficiently.
From selecting which Projects/Areas to display, to switching between different viewing modes, and applying dedicated filters — everything is designed to make task navigation easier and more intuitive.

1. Project/Area display selection

   By clicking on the “Projects/Areas” field at the top of the page, a drop-down menu will appear. Here, you can use the checkboxes next to each Project/Area to select the ones you want to view. Multiple Projects/Areas can be selected at the same time for a combined view.
   

2. Project/Area Visualization

   You can choose between 4 different visualizations for your Projects/Areas: Board, List, Calendar and Booking.
   Board: This is the classic view. The different Projects/Areas will be displayed separately
   
   
   List: The List view displays an organized list of all available tasks.Each task includes a dedicated field that indicates its associated Project/Area.
   
   
   Calendar: The Calendar view displays tasks organized by day, providing a clear overview of which tasks are scheduled for each date.
   

3. Bookings

   This view will take you back to the “Availability Overview” page of Vik Booking. By using the “Action” button at the top, you can select which Projects/Areas to display. Below each room type, a dedicated field will show the tasks scheduled for that room on the selected date.