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Trigger Automation

Trigger automation lets you define rules that automatically create housekeeping work when specific events occur. This reduces manual task creation and ensures work is never missed.

How It Works

Event → Trigger Rule → Trigger Execution → Task

Events

Events are things that happen in the system:

  • Guest checks out
  • Bed state changes
  • Manager performs an action
  • Scheduled time is reached

Event Types

Event types define categories of events. Your property can have its own set of recognized event types. Examples:

  • checkout_completed — A guest has checked out
  • bed_state_changed — A bed's occupancy status changed
  • manager_triggered — A manager manually fires a trigger
  • scheduled — Time-based event

Trigger Rules

A trigger rule connects an event type to an action. Each rule specifies:

  • Event — What triggers this rule
  • Conditions — Optional filters (e.g., only for private rooms, only for specific sections)
  • Timing — When the action executes:
  • Immediate — As soon as the event occurs
  • After Duration — Delay before execution (e.g., 30 minutes after check-out)
  • Next Local Time — Execute at the next occurrence of a specific time (e.g., next 9:00 AM)
  • Target Spaces — Where the task should be created (the event's space, configured spaces, or determined dynamically)

Trigger Actions

Actions define what work to create:

  • Task Type — What kind of task to create
  • Assignment — Leave unassigned, assign to a role, or assign to a specific person
  • Priority — Set priority level
  • Default Notes — Instructions to include with the task

Trigger Executions

Each time a trigger rule fires, a Trigger Execution record is created. This provides:

  • An audit trail of every automated action
  • Success/failure status
  • What task was created
  • When it happened

Setting Up Automation

  1. Define Event Types — Create the event types your property needs
  2. Create Trigger Rules — Connect events to actions
  3. Test — Fire events manually to verify rules work
  4. Monitor — Review trigger executions to confirm automation is running correctly

Example Automation

Event: Guest checks out of Room 101
    ↓
Trigger Rule: "Check-out Full Clean"
  - Event type: checkout_completed
  - Timing: immediate
  - Spaces: the event's space
    ↓
Trigger Action: Create "Full Room Clean" task
  - Task type: Full Clean
  - Assignment: unassigned (housekeepers claim it)
  - Priority: normal
    ↓
Task appears in the housekeeper queue

Best Practices

  • Start simple — one event type and one rule
  • Use After Duration timing for tasks that shouldn't execute instantly
  • Review trigger executions regularly to catch misconfigured rules
  • Toggle rules off rather than deleting them when temporarily disabling
  • Document your automation rules so the team understands the workflow