Assignment codes

In this article, you will learn

• What are the assignment codes? 
• Creating assignment codes
• Import option
• Adding translation

What are the assignment codes? 

Assignment codes serve as predefined messages that can be used for creating the following:

• Tasks

• Repairs

• Cleaning Flaw

• Cost of Quality

• Positive feedback and 

• Negative feedback 
  
  

Assignment codes for tasks

You can use the task's functionality to create internal tasks for your staff. When creating assignment codes, think of all the potential tasks that you are assigning to your staff across all departments on a regular basis. Those can include: 

• Internal tasks such as topping up the city maps, bringing fresh flowers, checking for the guests with birthdays, etc.

• Guest requests such as extra pillow, extra towel, baby cot, etc.

• Pre-arrival requests: dog in the room, twin bed, no feather pillows, etc.

Assignment codes for repairs

Those codes are specifically used for reporting repairs to your maintenance department so think of all the possible repairs that are being reported in your property. Here are just a few examples: blocked shower drain, no electricity in the room, hairdryer not working, AC doesn't work, broken bed frame, etc.

Assignment codes for cleaning flaw 

If you are not yet familiar with the cleaning flaw, you can find more detailed information about it on this page. When creating an assignment code, think of all the potential cleaning flaws that might happen during the cleaning. For example, dust under the bed, smudged shower glass, bed not made property, etc. 

Assignment codes used in the Guest Relations module 

If you are using our Guest relations module, then you also want to add assignment codes for the cost of quality and for positive or negative feedback that you might get. Below are some of the examples:

• Cost of quality: Create entries for occasions when you comp something to your guests, such as honeymoons, anniversaries, birthday, VIP stays, etc. 

• Positive feedback: very clean rooms, friendly staff, great food, etc.

• Negative feedback: the room was not clean properly, bad smell, downgraded room,
  
  

Creating assignment codes

To create an assignment code navigate to the Administration - Assignment codes. Click on the blue button called +add new assignment code and add the following information

• Title: the name of the assignment code

• Type: choose the type of assignment code that applies

• Property: choose the property that assignment code should be visible in. If you have more than one, you can choose one or multiple.

• Categories: choose the category, if applicable. You can find more information about the categories here.

• Change to dirty option: This option is particularly useful for addressing repair and cleaning issues. Selecting "Yes" indicates that when this specific assignment code is chosen, the room status will be changed to "dirty." This can be useful when you create a cleaning flaw and you report for e.g. that the shower is still dirty. In this case, the housekeeper who was cleaning the room will be notified that the cleaning flaw was reported and that the room did not pass the inspection and she/he needs to go back to clean it properly.

• Credits: this option allows you to assign the time that is needed for the task to be completed. It is primarily used for tasks related to cleaning public areas.

Once you have completed the form, press the green tick to save.

Import option

Additionally, if you have a batch of assignment codes to input, you can simplify the process by importing them via Excel. Here's how you can do it:

• Locate the "Import CSV File" button positioned in the top right corner and select it.

• Download Template: Opt for the "Download Template" option. This action will result in the opening of an Excel spreadsheet.

• Fill Out the Template: In the Excel sheet, populate the fields with the necessary information for each assignment code.

• Save Changes: Once you've completed filling out the form in the Excel sheet, save the file.

• Import the sheet: Return to Flexkeeping and click the "Import" button again. This time, choose the "Import" option.

• Upload File: Add the saved Excel file containing the assignment code details and confirm the import action.

Adding translation

In case you are using multiple languages in your property, you will also need to run a translation.

• Locate the globe symbol positioned on the right side of the screen and click on it.

• Select CSV Import: Within the translation interface, opt for the "Import CSV File" option.

• Download the translation template provided.

• Fill in Translations: Open the downloaded CSV file and complete the translation for each assignment code in the appropriate languages.

• Once you've filled in the translations, save the CSV file.

• Return to Assignment Codes: Navigate back to the assignment codes section.

• Access Translation Import: Click on the globe symbol again, and this time select the "Import" button.

• Upload CSV File: Add the saved CSV file containing the translations for different languages and confirm the upload.