Configuring (Room Type) Task Schedules

Once Housekeeping Tasks and Task Supplies are configured, the next step is to schedule these tasks for each room type. Each room type task scheduled is given a priority and a frequency. If two tasks are scheduled to occur on the same day, the higher priority task is scheduled. For example, a task scheduled for every two days and a task scheduled for every five days will occur on the 10th day of the stay, and the task with the higher priority will be scheduled. Vacant dirty rooms are assigned the departure task.

Note:

Regardless of priority the departure task will be prioritized for a room when there is both a departure and arrival reservation on the same date.

For each task scheduled, you can also select the various task supplies (such as linen, soap, or shampoo) to be provided as part of the task scheduled.

Adding a Schedule

From the Administration menu, select Inventory, select Task Sheets, and then select Schedules.

Click New and complete the following fields:

Property: Enter a property or search for and select a property.
Room Type: Select the room type for which this task is being scheduled.
Task: Select the down arrow to choose a task.

Note:

Once a specific task has been attached to a room type, that task code is removed from the Task LOV. You can no longer change this information once it has been saved without deleting the task from the room type.
Market Codes: Enter or select Market Codes to limit the scheduling of the task.
Special Requests: Enter or select Special Request codes to limit the scheduling of the task.

Note:

Once a special code has been selected for a task schedule, you can no longer associate it to another task schedule. This prevents you from duplicating the request.
Rate Codes: Enter or select Rate Codes to limit the scheduling of the task.
Priority: Enter a number for the priority. When more than one task is scheduled for a room type, you define a priority number for each task. A priority is assigned to determine which task takes precedence when two or more tasks converge on a given day of the reservation stay dates. For example, if Full Service was scheduled for every 7 days, and Light Touch was scheduled for every 3 days, these tasks would overlap for any reservation that is in-house for 21 days. For such reservations, OPERA Cloud would choose the Full Service task with priority 1, rather than Light Touch with priority 2.
VIP Levels: (Available when the VIP application function in the Profiles group is active) Enter VIP codes to limit the scheduling of the task.

Note:

Once a VIP is attached to a task code, you can no longer associate it to another task of the same code. This prevents you from duplicating the code.
Credits: Enter a credit value for the task. When the room type is a component suite room type, the credits entered will be added to each of the rooms that comprise the component suite on the task sheets. (Available when the Housekeeping Credits OPERA Control is set to Facility).
Schedule: Select from the following options:
1. Every X Days: Select to schedule the task to occur every X number of days of the reservation. This field can be used in conjunction with the Starting On Day and the Every XX Day field to skip days in between when this task will be performed.
  
  Note:
  
  If the Start on Day field is left blank, then the Task will start with the value entered into the Every XX Days field. For example, if the Arrival Date of a reservation is 04/11/11, Departure Date of 04/15/11, and has a Task schedule of Every 1 Day, then the Task would be scheduled to start on 04/12/11.
2. Everyday: Select to complete the Task every day.
3. Departure Day Only: (Available when the task has been configured as Departure Room Default Task) Select to only complete this Task on the departure date of the reservation.
4. Custom Schedule:Available when the task is configured as a Guest Requested task). This task will not be scheduled automatically. You can customize the schedule from the Reservation Housekeeping and Task Schedule.
5. Not Required: Select to exclude certain filter options (that is, a reservation with a specific rate code) from being scheduled with a task. For example, a room type is set up with 4 different tasks for each day. A group has negotiated a lower rate and one of the tasks is excluded for this group (by rate code). Then the frequency Not Required can be chosen for that particular task for that Rate Code.
6. Arrival Day Only: Select to schedule on arrival day only.
Number of Days: Specify how often in days, following the reservations arrival date, the task is to be completed. For example, if the task is repeated every day following the arrival date, enter 1. If the task is completed every three days, enter a 3, and so on. Optionally, you can also define days of the week when this task can take place. See the ‘Days of Week’ field description below for details.
Starting on Day: Enter the number of the day of the reservation on which to start the Task schedule. For example, if 3 is entered, then the Task would not be scheduled until the 3rd day of the reservation.
Include on Arrival Day: Select if you would like the task to begin schedule on the guest’s arrival date.

Days of the Week: This option works in conjunction with the Number of Days option to enable you to control the days of the week on which this task can take place. (If no days are selected, only the Number of Days frequency is considered regardless of the day of the week on which the task falls.) Use the check boxes to select the days of the week on which the task can be scheduled. If the day when the task should take place according to the specified frequency falls on a day of the week which is not selected, the task will take place on the next available day of the week.

Note:

If a scheduled task is designated as the Departure Room Default Task, it will be scheduled for the checked-out room regardless of the frequency or the days of the week configured for that task.

For example, assume you want to specify the Full Service (FS) task should take place Every 7 Days, except when the task would fall on a weekend (Saturday and Sunday options deselected, all other days selected). When a Full Service task falls on a Saturday or Sunday, it should be pushed to the next available weekday. In addition, Light Touch (LT) cleaning should be scheduled daily (Every 1 Day), Monday through Friday.

The below table provides an example of how these tasks would be scheduled for a hypothetical stay. Only the priority (FS-Full Service) task is shown on dates when two tasks converge on the same day.

Table 12-3 Task Schedule

Date	Day of the Week	Task
23-Dec	Sunday	No Service (Arrival)
24-Dec	Monday	LT - Light Touchup
25-Dec	Tuesday	LT - Light Touchup
26-Dec	Wednesday	LT - Light Touchup
27-Dec	Thursday	LT - Light Touchup
28-Dec	Friday	LT - Light Touchup
29-Dec	Saturday	No Service
30-Dec	Sunday	No Service
31-Dec	Monday	FS- Full Service
1-Jan	Tuesday	LT - Light Touchup
2-Jan	Wednesday	LT - Light Touchup
3-Jan	Thursday	LT - Light Touchup
4-Jan	Friday	LT - Light Touchup
5-Jan	Saturday	No Service
6-Jan	Sunday	No Service
7-Jan	Monday	FS- Full Service
8-Jan	Tuesday	LT - Light Touchup
9-Jan	Wednesday	LT - Light Touchup
10-Jan	Thursday	FS- Full Service (Departure Task)

Message Text: Enter the task message. This message appears when you select the associated Task when creating Task schedules from the Customize button on the Reservation Task Scheduler.

Click Save.

Adding (Selecting) Task Supplies

Once a task schedule has been setup for a room type, you can select the various supplies.

Search for a task schedule, click the vertical ellipsis next to it, and select Edit.
Under Supplies, click New and complete the following fields:
1. Code: Select the down arrow and choose the supply code you want to add to the task. When you have selected a code, its description appears to the right of the field.
2. Quantity: Enter the number of the item to be provided for this task.
Repeat these steps to add more supplies to the task scheduled.
Click Save when you are finished adding supplies.

Note:

To edit or delete a supply, click the vertical ellipsis next to the supply item and click Edit or Delete.

Editing a Schedule

From the Administration menu, select Inventory, select Task Sheets, and then select Schedules.
Enter search criteria and click Search.
In the search results, select the code and click the vertical ellipsis Action menu and select Edit.
Inactive: Select check box to make a code inactive; inactive codes are not available for selection.
Update the configuration.
Click Save.

Deleting a Schedule

From the Administration menu, select Inventory, select Task Sheets, and then select Schedules.
Enter search criteria and click Search.
In the search results, select the code and click the vertical ellipsis Action menu and select Delete.
Click Delete to confirm.