Manage tasks

The Tasks tab is where day-to-day work lives: cleanings, turnovers, and maintenance jobs. Tasks are grouped by the person they’re assigned to and, with each person, sorted into time buckets so the most urgent work is on top.

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Cleaning tasks created for you

You won’t find every task on this list by hand. Vidimo automatically creates cleaning tasks around your reservations, so a stay always has its cleaning covered without you adding it. These appear alongside the tasks you create, and each one carries a chip that tells you what kind of clean it is:

• Turnover: between a checkout and the next check-in on the same unit
• Pre-arrival refresh: a freshen-up before a guest arrives
• Post-checkout: the clean after a guest leaves

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The Tasks screen

Open the Tasks tab. Tasks are organised by assignee. Your own tasks appear first, then an Unassigned group for work that still needs an owner, then your teammates. Within each person, tasks are split into sections:

• Unscheduled: loose chores with no fixed date; this section sits at the top of each person’s list so quick reminders don’t get buried
• Overdue: past their date
• Today
• Upcoming
• Completed (only when completed tasks are shown; see below)

When you’re looking across more than one property, each task card shows a small coloured property dot next to the property name, so you can tell at a glance which place a task belongs to.

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Switch the view

Two toggles sit at the top right of the Tasks screen:

• Show / hide completed: tap the to show finished tasks or hide them again. When shown, each group gains a collapsed Completed section.
• List / column view: tap the to switch between a vertical list (one assignee per expandable section, best on a phone) and a side-scrolling column board (one lane per assignee).

Both views show the same tasks and the same ordering. The toggle is purely how they’re laid out.

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Create a task

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Task details

Tap any task card to open its details. Alongside the kind chip (for cleaning tasks) and the current status, you’ll see:

• Where: the unit and, beneath it, the property name. A coloured dot marks the property so cross-property work is easy to place.
• When: the task’s time window. For cleaning tasks tied to a stay, a line underneath anchors it to the booking, for example “After checkout at … · Before check-in at …”, “Before check-in at …”, or “After checkout at …”.

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Prep for

When a task is preparing a unit for an arriving stay, a Prep for block gives the person doing it everything they need at a glance:

• The number of guests, and their names when the booking records them. If the party size isn’t known yet, the line is left out rather than shown as zero
• Pets, Accessibility, and Dietary notes, when the reservation has them
• Check-in time, with the guest’s estimated arrival (ETA) when it differs from the standard check-in
• The booking channel the stay came via (for example Airbnb, Booking.com, or Direct)
• Special requests left on the reservation
• A View full reservation link to open the booking in full

For a turnover, a Cleaning up after link points back to the previous stay, so you can see who just checked out.

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Activity

Each task keeps an Activity history showing changes over time, so you can see how a task has been updated and by whom.

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Complete a task

How you finish a task depends on whether it has steps.

• Cleaning tasks, and any task with a checklist, are worked step by step. Open the task and tap Start task to go through its steps; Pause and Resume are there if you’re interrupted. When you’re done, tap the finish button: Finish turnover for a turnover, for example, or Mark complete for a task that isn’t a cleaning. You don’t have to tick every step first: if any are left, the app lists them and asks before finishing. Tap Finish anyway to finish, and the task records the steps you did tick, or Keep going to go back to them. Open the task again later and its button reads Open live view, then View summary once it’s finished.
• Any other task, like buying supplies or a quick repair, has a single Mark done button when you open it. Once it’s done, the task shows an Add a note to task box where you can type or dictate anything that needs follow-up.

You can also complete a pending task straight from the list by tapping the circle beside it. The task stays where it is, ticked, until you leave the list, so the next task never moves under your finger. When you tap Mark done, or the circle in the list, a Task completed message appears with Undo, in case you tapped by mistake. A task finished with Mark done moves into the Completed section, which you can reveal with the show-completed toggle; one ticked from the list joins it once you leave the list. To reopen a finished task later, open it, tap Edit and set its Status back to Pending.

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Edit a task

To change a task, open it and tap Edit. You can update any field, change the Assigned To person, reschedule it, or set its Status (Pending, In Progress, Paused, Completed or Cancelled). Completing a cleaning task also sets its room to Clean, so the rest of the app knows the room is ready without anyone re-typing it. Reopening the task puts the room back to Dirty; cancelling it leaves the room alone. A room you have marked Out of order is never moved by a task: only you can clear that. See Room readiness.

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Delete a task

Completing a task is usually how you close work out, so Delete task, at the bottom of the edit form, is for one that should never have existed: a duplicate or a mistype. It asks you to confirm, then the task disappears for everyone on the team. Only owners and managers see the button. Receptionists and team members create and work tasks but cannot remove them.

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Assigning by availability

When you pick someone for Assigned To, the picker reflects their availability and time off for the task’s time slot:

• Teammates who are off or outside their hours are sorted to the bottom of the list, each with a short reason such as “Away through Fri” or their available hours.
• A chosen teammate who’s unavailable shows a · off marker next to their name.
• Picking someone who’s unavailable asks you to confirm first (“Assign anyway?”), so you can still cover genuine one-offs and emergencies.

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Assigning by skill

If a task rule asks for a particular skill, the picker narrows to the people who have it and says so underneath: “Showing staff who can do cleaning work.” Tap Show everyone to bring the rest back (each one labelled with the skill they’re missing) and Show only qualified staff to narrow it again. Skills come from What they can do on each member’s availability page.

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Task rules

Instead of picking the same person every morning, you can tell Vidimo who a cleaning task should go to the moment it’s created. In the property settings, open Task rules. There’s one rule per kind of clean (Post-checkout, Turnover, Pre-arrival refresh, and Any cleaning for everything else), and each one offers three choices under Assign to:

• Leave unassigned: the task lands in the Unassigned group for you to place. This is how Vidimo behaves until you change it.
• First available: Vidimo picks the first teammate who is free at the task’s time. Add Must be able to do to narrow that to a skill, such as Cleaning.
• A specific person: always the same teammate. They get the task even when they’re away; you’ll see the usual warning on the task itself. Only members of the property are listed. If the person you picked leaves the property, the rule shows Someone who has left this property and leaves tasks unassigned until you pick someone else.

If nobody fits (nobody free, or nobody with the skill), the task is simply left unassigned rather than given to the wrong person. Only owners and managers can change task rules.

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Cleaning checklists

Every cleaning task Vidimo creates comes with a checklist for whoever does the clean. You decide what’s on it, so your standard travels with the task instead of living in a message. In the property settings, open Cleaning checklists. Until you change anything, every room uses Vidimo’s standard list. A room without a list of its own shows the one it’s using. Tap Give room name its own list (for example, Give Room 3 its own list) to save a copy the room can change on its own. From then on, changes to the property’s list no longer reach that room. A list needs at least one step, and Save list stays off while a step is empty or longer than 200 characters. To go back to what you started from, tap Reset to the standard list (for the whole property) or Use the property’s list (for a room). Changed your mind? Tap Undo on the confirmation that appears. Every checklist ends with Final walkthrough, which you can’t remove. Guest needs from the booking, such as a baby cot or a pet, are added just above it and stand out from the rest. Only owners and managers can change cleaning checklists.