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Task Automations ​

Task automations let you create tasks automatically based on booking events. Instead of manually creating a reminder after every checkout or scheduling an inspection before each long stay, you set up the rule once and hejGuide handles the rest.

How automations work ​

An automation is a rule that says: "When a specific booking event happens, create a task with these settings." Each automation has a trigger (the event), a timing offset (when to create the task relative to the event), and the task details (title, urgency, assignee).

Creating an automation ​

  1. Go to Tasks in the sidebar.
  2. Click the Automations tab.
  3. Click New Automation.
  4. Configure the automation:
    • Rule name -- Give the automation a descriptive name (e.g., "Post-checkout inspection" or "Pre-arrival supply check").
    • Trigger -- Choose the booking event that fires the automation. The available triggers are grouped by stage:
      • Booking -- New booking created, or booking cancelled.
      • Check-in -- A set number of days before check-in, on the check-in day, when the guest completes check-in, or a set number of days after check-in.
      • Checkout -- A set number of days before checkout, on the checkout day, or a set number of days after checkout.
      • Payment -- Payment received, or payment overdue.
    • Days before/after -- For the "days before" and "days after" triggers, set how many days from the event.
    • Time and due-date offset -- Choose the time of day the task is created and how its due date sits relative to the trigger.
    • Title and description -- Set the default title and description for the created task. You can insert booking placeholders such as {guest_name}, {property_name}, {checkin_date}, and {checkout_date}.
    • Urgency -- Set the urgency level (Low, Medium, or High) for the auto-created task.
    • Assign to -- Choose a team member who will be responsible for the task, or leave it unassigned.
    • Listings -- On multi-property accounts, choose which listings this automation applies to. Leave them all unchecked to apply to every listing.
  5. Click Save.

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There is no "recurring interval" or "every X days" trigger -- task automations are always tied to a booking or payment event, not to a fixed calendar schedule.

The automation is now active and will create tasks automatically based on your configuration.

Examples of useful automations ​

  • "Inspect the property 1 day after checkout" -- Ensures every property is checked after a guest leaves.
  • "Supply check 2 days before check-in" -- Reminds your team to verify that toiletries, linens, and other supplies are stocked.
  • "Welcome message follow-up on the check-in day" -- Prompts you to confirm the guest arrived smoothly.
  • "Chase the deposit 1 day after a payment is overdue" -- Creates a task to follow up on a missed payment.

Task urgency ​

When creating an automation, you choose the urgency level for the tasks it generates. hejGuide uses three levels:

  • Low -- Background tasks that are not time-sensitive, such as missing translations, incomplete listing details, or rate gaps.
  • Medium -- The default for most tasks. Used for check-in reminders, post-stay follow-ups, and other operational work that should be done but is not immediately critical.
  • High -- Urgent tasks that need attention right away. hejGuide automatically escalates certain tasks to high urgency based on timing:
    • A check-in or check-out reminder becomes high urgency when the guest arrives or departs within 1 day.
    • An unanswered guest message becomes high urgency after 48 hours without a reply.

High and medium urgency tasks appear in the Urgent & Overdue section on your dashboard, helping you stay on top of what matters most.

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For most automations, medium urgency is the right choice. Reserve high urgency for tasks that genuinely need immediate attention -- if everything is high urgency, nothing stands out.

Enabling and disabling automations ​

You can turn automations on or off without deleting them:

  1. Go to Tasks in the sidebar and click the Automations tab.
  2. Find the automation you want to toggle.
  3. Use the enable/disable switch to activate or deactivate it.

Disabled automations will not create any new tasks, but tasks that were already created by the automation remain unaffected.

Editing an automation ​

  1. Open the automation from the Automations tab.
  2. Make your changes to the trigger, timing, task details, or listing selection.
  3. Click Save.

Changes only affect tasks created going forward. Existing tasks are not modified.

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Start with a few key automations -- such as a post-checkout inspection and a pre-arrival supply check -- and add more as you discover recurring patterns in your operations. It is better to automate gradually than to create too many rules at once.

WARNING

Be careful when applying automations to all listings. If you have properties with very different needs, consider creating separate automations for each property type to avoid generating irrelevant tasks.

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