Automated Services are the key feature of Flexkeeping’s automation suite. They allow you to save time, energy, and resources by automatically creating tasks based on predefined triggers — eliminating the need for manual work.
Once this feature is enabled, and you see how easily it optimizes your operations, you can always add more tasks or products to your automation setup.
To help our team set up new Automated Services quickly and accurately, please provide the following information when reaching out to our Support, Onboarding, or Customer Success team:
1. What is the trigger?
Please specify what triggers the task creation. This could be one of the following, depending on your PMS provider:
Mews
Rate plan (Longstay,VIP,etc.)
Space type
Company ID
Booking source (Booking; Expeida, OTA)
Travel Agent ID
Group ID
Inventory items / products (Products) - (ID of the product in Mews - Baby Crib, Extra Bed, Additional pillow, etc.)
VIP
Reservation attributes ( Early check-in, Late check-out)
Guest count
Birthday
Opera HTNG
ETA/ETD
Group ID
Group Name
Travel Agent ID
VIP
Reservation attributes
Preferences
Block code
Guest count
Birthday
Guest country
Opera FIAS
Company ID
Company Name
Travel Agent ID
Travel Agent Name
Group ID
Group Name
VIP
Reservation attributes
Block code
Guest count
Laserline
ETA/ETD
Opera Cloud / OHIP v2
ETA/ETD
Rate plan
Space type
Total amount paid
Company ID
Company Name
Travel Agent ID
Travel Agent Name
Group ID
Group Name
Inventory items (Inventory items)
Packages
VIP
Reservation attributes
Guest count
RMS Cloud
ETA/ETD
Group ID
Group Name
Reservation attributes
Bed configuration
Guest count
Guesty
Guest count
Apaleo
ETA/ETD
Rate plan (ID)
Space type
Booking source
Inventory items / Services
Reservation attributes (packages as guest attributes)
Guest count
Cloudbeds
EETA/ETD
Rate plan (ID)
Space type
Booking source
Inventory Items / Products / Services (Services)
Reservation attributes (Packages as guest attributes)
Guest count
Nights
Number of Guests
Rate Plan(s)
Date of Birth
Opera Cloud / OHIP v1
Guest count
Protel Air
Rate plan
VIP
Guest count
Protel XML
Rate plan
VIP
Reservation attributes
Guest count
2. Assignment code
Provide the name of the assignment code that should be linked to this automation. Find assignemnt codes list here: https://app.flexkeeping.com/assignment_codes
3. Should the task be internal or pre-arrival?
Let us know whether the task should be visible only internally or triggered before the guest’s arrival.
4. Which user group should the task be assigned to?
Specify the user group responsible for completing the task.
5. Should it also be assigned to the responsible housekeeper?
If the task relates to a specific room, let us know whether it should also be assigned to the housekeeper working on that room.
6. When should it be scheduled?
Choose when the task should appear:
On the arrival date
On the departure date
On both arrival and departure dates
If you have a special workflow (e.g., daily repetition), let us know — we’ll tailor the setup to match your needs.
7. Would you like to include a usage counter?
You can include a counter to track how many times a product or service has been used or how many guests have used it.
8. Should any additional text be added to the message?
If you’d like to include custom text in the task message, please share it with us.
Examples
Example 1:
When a product “Baby cot” is added to reservation in Mews, trigger an assignment with:
- Type: Task
- Subtype: Pre-arrival / guest request (automatically selected based on arrival date)
- Show in future: Automatically added as arrival date and is going to be updated if reservation is updated (This can be overridden if we do not want this default behaviour)
- Room: Automatically added from reservation and is going to be updated if reservation is updated (This can be overridden if we do not want this default behaviour)
- Due date: Estimated time of arrival minus 180 minutes
- Assignment code: Baby cot
- Message: Please add a baby cot to the room
Additional explanation: Same would apply to Extra bed, Dog package in room and in both cases we can add extra credits on these assignment codes in order to calculate operational burden of this in the future schedule.
Example 2:
When a product “Dog” is added to reservation in Mews or “Dog” attribute is added on any other PMS, trigger an assignment with:
- Type: Task
- Subtype: Internal
- Show in future: Departure date of reservation
- Room: Automatically added from reservation and is going to be updated if reservation is updated (This can be overridden if we do not want this default behaviour
- Assignment code: Dog Clean
- Message: Extra cleaning because of dog in room
Additional explanation: We can then set credits to this assignment code and therefore the expected credits for that day will increase because of such a task.
Example 3:
When a product “Airport transfer” is added to reservation in Mews, trigger an assignment with:
- Type: Task
- Subtype: Internal
- Show in future: Departure date of reservation
- Room: Automatically added from reservation and is going to be updated if reservation is updated (This can be overridden if we do not want this default behaviour
- Assignment code: Transfer
- Responsible department: Concierge
- Message: Order airport transfer
Once we have all these details, we can proceed with adding the new Automated Service to your property.
For any additional questions, please contact your Onboarding manager or reach out to our Support team at support@flexkeeping.com.
We’ll be happy to assist you!
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