Scheduling Tasks

Task scheduling lets you automatically create tasks based on reservation events or recurring time intervals. Instead of manually creating the same tasks for every check-in or running weekly inspections by hand, you define a schedule once and SuiteOp generates the tasks for you.

1. Tasks
2. Scheduler

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Schedule Types

SuiteOp supports two types of task schedules:

Reservation-based

Tasks are created when a specific reservation event occurs. For example, you can schedule a cleaning task to be created every time a guest checks out, or a welcome inspection 30 minutes before each check-in.

Trigger events:

Event	When it fires
Check-in	When a guest’s check-in date arrives
Check-out	When a guest’s check-out date arrives
Confirmation	When a reservation is confirmed

Offset: You can shift the task creation time forward or backward from the trigger event. For example, setting an offset of -30 minutes on a check-in trigger creates the task 30 minutes before the guest arrives.

Recurring

Tasks are created on a repeating time-based schedule, independent of reservations. Use this for routine operational tasks like weekly fire alarm checks or monthly deep cleans.

Recurrence options:

Option	Description
Daily	Every N days
Weekly	Every N weeks on specific days (e.g., Monday, Wednesday, Friday)
Monthly	Every N months on a specific day of the month

You also set a time of day and timezone for when the tasks are generated, plus optional start and end dates to control the schedule’s active window.

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Creating a Schedule

1. Open the scheduler

   Navigate to Tasks > Scheduler and click New Schedule.

2. Choose the schedule type

   Select Reservation-based or Recurring. This determines the configuration options available in the next steps.

   Note

   The schedule type cannot be changed after creation. If you need to switch from reservation-based to recurring (or vice versa), create a new schedule.

3. Configure the trigger

   For reservation-based schedules:

   • Select the trigger event (check-in, check-out, or confirmation)
   • Optionally set an offset in minutes (negative values create the task before the event)

   For recurring schedules:

   • Choose the recurrence type (daily, weekly, or monthly)
   • Set the interval (e.g., every 2 weeks)
   • For weekly: select which days of the week
   • For monthly: select which day of the month
   • Set the time of day and timezone
   • Set the start date and optional end date

4. Define the task blueprint

   Add one or more task items to the schedule. Each item defines a task that will be created when the schedule fires:

   • Task template or custom task name — use an existing template for consistency, or enter a one-off name
   • Department — which team handles this task
   • Priority — watch, low, medium, high, or urgent
   • Assignment — choose how each generated task gets an owner (see Assignment per task below)
   • Collaborators (optional) — additional people who participate in the task. Add individuals, or use Add all from to pull in an entire user group or department at once.
   • Estimated cost and estimated time (optional) — for budgeting and planning

   You can add multiple task items to a single schedule. For example, a check-out schedule might create both a “Cleaning” task and a “Linen replacement” task — each with its own assignment method.

5. Set the property scope

   Choose which properties the schedule applies to. You can scope by:

   • Individual properties — select specific properties
   • Property groups — apply to all properties in a group
   • Tags — apply to all properties with a specific tag

   You must add at least one scope entry. You can combine multiple scope entries to cover different property sets.

6. Save the schedule

   Review your configuration and click Save. The schedule starts generating tasks immediately for matching events.

   Your schedule is active and will create tasks automatically based on your configuration.

Note

When you activate a reservation-based schedule, SuiteOp retroactively creates tasks for any existing active reservations that match the trigger criteria. You do not need to wait for new reservations to see tasks generated.

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Assignment per task

Each task in a schedule chooses its own Assignment method, so a single schedule can mix a fixed inspector with an auto-assigned cleaner. Pick one of three options for each task item:

Option	What it does
Unassigned	The task is created with no owner. Someone assigns it later.
Specific person	The task is always assigned to one person you choose (for example, “Maria always inspects Unit 4”). The picker lets you select any member, shows each person’s department, and is filterable by department.
Auto-assign	SuiteOp runs auto-assignment for the task, following its department’s rules.

When you choose Auto-assign, SuiteOp shows a one-line reminder of which department’s rules apply, with a View rules link to that department’s auto-assign settings.

Note

Assignment is now set per task, not for the whole schedule. If a department has auto-assignment turned off, an Auto-assign task is created unassigned instead — the schedule builder warns you when this is the case.

The schedule list shows each item’s method at a glance, so you can see how predictable a schedule is without opening the editor.

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Managing Schedules

Viewing schedules

The scheduler list page shows all your schedules with their status, type, and scope. Click any schedule to view its details and run history.

Pausing and resuming

Toggle a schedule’s Active status to pause or resume it without deleting the configuration. Paused schedules do not generate new tasks.

Editing a schedule

Click Edit on a schedule’s detail page to modify its trigger, task blueprint, or property scope. SuiteOp shows a preview of what will change before you confirm the update.

Caution

Changing a reservation-based schedule’s offset will recalculate due dates for all linked tasks that have not yet been completed. Review the preview carefully before confirming.

Deleting a schedule

Click Delete on a schedule’s detail page. SuiteOp shows a preview of how many linked tasks will be affected. Deleting a schedule does not delete tasks that have already been created.

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Run History

Each schedule tracks its execution history. On the schedule detail page, the Runs section shows:

• Timestamp — when the run executed
• Status — success, skipped, or error
• Trigger — what caused the run (e.g., a specific reservation event)
• Action — what happened (e.g., task created, task updated, task cancelled)

Use run history to verify schedules are working as expected and to debug issues.

Note

When a reservation is cancelled in your PMS, SuiteOp automatically cleans up after it: the cleaning and inspection tasks generated for that reservation are cancelled, and any guest access codes tied to it are removed. This happens for both single and bulk reservation syncs, so a cancelled stay never leaves stale tasks open or live access codes behind.

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Related Articles

• Creating Tasks — manually create individual tasks
• Task Templates — define reusable task blueprints
• Auto-Assignment — automatically assign tasks to team members
• Workflow Automations — trigger actions based on events across SuiteOp