Tasks

Tasks help you coordinate your team on field operations: between-stay cleaning, maintenance, check-in, inspection. Every task is attached to a property (and optionally to a booking), assigned to a member or a team, with a status, a priority, and a due date.

Open the tasks list

Three entry points:

• Tasks menu (workspace level) — global list of every task across your portfolio.
• Property page → Tasks — list scoped to one listing.
• Booking page → Tasks — tasks tied to a specific stay.

Upcoming cleanings

In the Tasks menu, the Upcoming cleanings tab (visible with Read all) lists the cleanings scheduled automatically by the A cleaning after every departure setting.

• Turning it on: only the account's primary owner can turn this setting on or off; it applies to all your properties. When it is turned on, ZenHost schedules a cleaning for every upcoming booking and every stay in progress; a property that could not be scheduled gets its cleanings for the next 60 days overnight, then later ones night after night.
• Timing: the cleaning starts at the booking's check-out time and must be done by the next arrival at the property (otherwise the property's default check-in time on the departure day), in the property's timezone. Same day flags an arrival on the departure day; otherwise the row shows the number of days until the next arrival.
• Following the booking: while it is Scheduled, the cleaning follows its booking. A change of dates or times moves it, a cancellation cancels it, and a reinstatement brings it back. A booking cancelled after the guest left keeps its cleaning. A booking shortened after the fact, to a departure already passed, cancels its upcoming cleaning. A cleaning reopened by hand is not cancelled again for the same cancellation.
• Time set by hand: if you change a cleaning's start time in All tasks, it is kept as long as the departure stays on the same day, and the row says so. If the departure date changes, the cleaning goes back to the check-out time. An end time set by hand follows the start and keeps the same duration.
• What stays fixed: an automatically scheduled cleaning cannot be deleted (set it to Cancelled); its type, property and booking cannot be changed.
• Turning it off: no new cleaning is created; the ones already scheduled stay and still follow their booking.

Task fields

In the create / edit form (Create task):

• Title (required) — short and explicit.
• Description (optional) — detailed instructions.
• Status: Draft, Scheduled, In Progress, Completed, Cancelled, On Hold.
• Priority: Low, Medium, High.
• Type: Cleaning, Maintenance, Check-in, Check-out, Inspection, Other.
• Property (required).
• Booking (optional, to tie the task to a specific stay).
• Assigned to: a teammate or a whole team.
• Dates: scheduled start, scheduled end / due date, estimated duration (HH:MM).
• Task template (optional) — see below.

On save, the task appears in the list with its status badge, priority, type, and assignment.

Filtering the list

The filter bar above the table offers:

• Status (multi-select).
• Priority.
• Type.
• Assigned to — a specific member.
• Assigned team.
• Property (only on the global list).
• Booking.
• Text search — by title or description.

Permissions and visibility

Your teammate's role determines what they see and can do:

• Read all — they see every task in your workspace.
• Read assigned only — they only see tasks assigned to them (or their team).
• Write all — they can create, edit, and assign any task, including ones they don't own.
• Write assigned only — they can act only on their own tasks.
• Delete — same logic (all or assigned only), except for cleanings scheduled by A cleaning after every departure, which are cancelled but never deleted.

Assigning a task to someone else only works with Write all.

These permissions are configured from Members → Manage Custom Roles, under the Tasks category.

Task templates

For recurring operations (a standard cleaning, for instance), you can create a task template from the Tasks → Templates menu. A template defines:

• A default title, type, priority, estimated duration.
• A checklist of items to validate (checkboxes, photos, videos), with required or optional items.

When you create a task from a template, the checklist is copied automatically and the assignee ticks items as the work progresses. The tracker shows "X/N required items completed".

Checklists and attachments

In a task's detail view, the checklist (inherited from a template or built manually) lists every item to validate. For each item:

• A checkbox (simple validation).
• Attachments: photos, videos, or documents — useful for cleaning or maintenance debriefs.

Incomplete required items trigger a warning when marking a task Completed, but do not block the status change. Check the checklist and required evidence before confirming.

Best practices

• Use templates for your standardized operations (between-stay cleaning) — saves time and keeps quality consistent.
• Restrict assignments to what the person actually needs: a cleaning partner should be in Read/Write assigned only mode so they don't see the rest of your operation.
• Link the task to its booking when relevant — you'll find the task again on the booking page, useful for team briefs.

Team notifications

Tasks organize your team's work; message automations are for guests. To alert members or outside contacts when a booking is created, cancelled or changed, or around check-in and check-out, use team notifications. An assignment or status does not prove that someone has read an instruction.

If the notification bell is available in your workspace, open it to read received alerts, follow any linked item and dismiss handled alerts. Always check the task for its current state.