A staff app for people who work on their feet

What the staff app is

The staff mobile app is the part of TaskLoop that frontline staff carry. It shows each person the tasks assigned to them, alerts them when a new one arrives and lets them accept it, complete it and attach a photo as proof. It is built for people who spend their shift walking corridors, plant rooms and back-of-house, not sitting at a desk.

Desk software often fails on the floor because it asks too much of the person holding the phone. The staff app asks for three things: accept, do, complete.

The workflow, step by step

1. A task arrives with a push notification

When a supervisor assigns a task on the admin dashboard, the staff member gets a push notification. The task tells them what to do, where, how urgent it is, by when, and any instructions, such as “guest asleep until 11, do not knock” or “isolate the riser valve first”.

2. Accept

The staff member taps Accept. That changes the status on the dashboard, so the supervisor knows the job has an owner and does not need to radio round to find someone.

3. Do the work

The staff member goes and does the job, whether that is fixing the tap, delivering the cot or clearing the spill in the lift lobby. The instructions stay on the task, so there is nothing to memorise.

4. Complete with proof

They mark the task complete and can attach a photo, such as the fixed tap, the made-up cot or the clean floor. TaskLoop records the completion time automatically. If the request came from a guest, the guest is asked to rate the service.

If they don’t get to it

If the task is still open when the deadline passes, it escalates to a supervisor. The staff member does not have to raise their hand. The system shows the supervisor which jobs are late.

Who uses it

• Maintenance technicians and engineers on reactive jobs and planned checks.
• Room attendants, housemen and public-area cleaners on rooms and guest requests.
• Porters, bell staff and concierge on deliveries and guest errands.
• Security and building staff on rounds and resident requests.
• Supervisors who also do hands-on work on their shift.

What the screen shows

The home screen is the person’s own task list, with the most urgent tasks at the top. Each task shows the location (room, floor or area), the request, the priority, the deadline and the instructions. The buttons are large: Accept, then Complete, with an option to add a photo. Status changes made here appear straight away on the supervisor’s dashboard.

Why not a group chat

There is more on this in why WhatsApp groups fail as a work tool.

Rolling it out to a team

A short rollout works best. Pick one department, often housekeeping or maintenance, and run it for a couple of weeks before adding the next. Show staff the app at shift briefing using real tasks from that day. Agree two or three house rules, for example “accept within five minutes” and “photo for every repair”, and keep them simple. Once a department works from the app, stop sending work through the group chat, so the app becomes the single place where jobs arrive.

Platforms, languages and access

• Native apps. The staff app runs natively on iOS and Android, and on the web.
• Languages. English, Arabic, Persian, Russian, Chinese and Spanish.
• Scheduled rounds. Recurring tasks and checklists, such as daily security rounds, arrive on the app automatically.
• Contractor access. Outside contractors and vendors can receive their assigned jobs and close them with photo proof.