Manage tasks to be carried out in multiple locations and spread over time

Manage tasks to be carried out in multiple locations and spread over time

1. Introduction #

There are many types of periodic tasks that have to be performed at many locations or machines, which are spread out over time, so that a few checks are performed each day until the hotel is complete. Some examples of this may be:

  • TECHNICAL SERVICES: Periodic measurements taps and other checks ROOMS. See more information.
  • TECHNICAL SERVICES: Measurements for regulatory compliance in common areas (swimming pools, cold rooms, kitchen taps, etc).
  • TECHNICAL SERVICES: Preventive maintenance of machinery.
  • HOUSEKEEPING: Cleaning of bathrooms in common areas.
  • HOUSEKEEPING: Cleaning of all rooms and common areas. Periodic cleaning of all rooms.

Below we show how these tasks are managed with HMobile Periodic Task in a simple way, from planning to follow-up reporting.

Create tasks

Create a single task for all locations.

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Spread over time

Easily distribute tasks over time with calendar view.

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Assign task

Assign tasks to implementers and everyone will see them on their mobile phones.

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Execute tasks

Validate execution on mobile with one click.

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Follow-up of tasks

See at a glance what has been done and what is still to be done.

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Analysing reports

Creates customised reports for analysis and continuous improvement.

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If you have some kind of task that you want to manage with Periodic Tasks and you don’t know how to do it, Contact us and we will be happy to help you.

2. Create task #

In the top menu choose the “Planning” tab and then click on the “+” button to create a new task.

2.1. Define category, periodicity and responsible persons

  • Activate task: Launches the task when it is created if it is activated. If, for example, you want to save it as a draft, you can activate it later.
  • Name: add the desired name.
  • Category: choose one from the list or create a new one.
  • Periodicity: in this example “quarterly > monthly + repeat every 3 months” has been chosen.
  • Responsible persons: you can choose the task executors now, or later, once the task has been created.

2.2. Define the actions to be carried out

Add the actions to be performed within the task. For example:

  • Check water circulation
  • Measure hot tap temperature
  • Measure cold tap temperature

When adding you can choose actions from the list, or create your own actions.

2.3. Define locations or machines

As locations you can define and choose:

  • Hotel rooms
  • Common areas
  • Machinery

Add all the locations where the task is to be performed. To do this, you can choose locations from the list displayed by clicking on “Add location”, or create new locations on the fly.

3. Spreading over time #

Once the task is created, Periodic Tasks will create a run for each of the locations you have added. Each run will have the same actions or checks defined in this task. These runs will be displayed grouped together in the “runs” tab.

3.1. From the execution list

To be able to spread the executions over several different days, follow the steps below:

  • Choose the runs to move.
  • Click on “Change selected dates”.
  • Choose the new date.
  • Repeat these steps until you have the desired cast.

3.2. From the calendar view

3.3. Overview of the distribution of work in a year

In this view, you can see how all or selected tasks are distributed over the year. This helps to distribute the tasks in a more balanced way, thus facilitating their management and execution.

To view this calendar, please follow the steps below:

  • In the “Planning” tab, choose “Summary of planned jobs”.
  • Choose the tasks you want to view.
  • Choose the date range (by default, yearly).
  • You can show or not the locations and machines.
  • Display in monthly or weekly view.

4. Assigning task #

From the executions tab, you can easily see a forecast of the work, and assign tasks to the executors. For this:

  • Choose the runs to assign.
  • Click on “Assign selected” at the top.
  • Choose the people responsible for these executions.
  • Once assigned, the tasks will be shown to each executor on their mobile.

5. Execute tasks #

When tasks are assigned, each performer sees on his mobile phone the list of tasks he has to complete. As he/she performs the actions, he/she simply enters the information on the mobile phone.

6. Follow-up of tasks #

In the “Executions” tab, the task manager can track the status of the tasks. To facilitate this action, he/she has 2 options:

6.1. View pending jobs by location or asset

This display shows a table with the list of rooms and the status of the tasks to be performed in the room:

  • No pending executions.
  • Outstanding executions on time.
  • Outstanding executions overdue.

6.2. See list of executions

This display shows a list of all executions, divided into time sections:

  • Past
  • Today
  • Next 7 days
  • Next month
In both cases, the desired filters can be applied to the views to customise them.

7. Analysing reports #

You can track the completion of the tasks in a very simple way. For this:

  • Go to Reports > Readings and checks made
  • Choose tasks > Choose category > Choose the list of actions to be viewed
  • Choose the year you wish to consult.
  • Click on “Generate Report”.
  • You will be able to see the status of all the locations or machines where the task has been or should be performed.
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¿Tienes algún tipo de tarea que quieres gestionar con Periodic Tasks y no sabes cómo hacerlo? Contacta con nosotros y estaremos encantados de ayudarte.
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