Work orders that have an owner, a deadline and proof they were done

What a work order is in TaskLoop

A work order in TaskLoop is one job that one person or department owns, with a priority, a deadline and instructions attached. It is the unit everything else depends on. Housekeeping, maintenance, guest requests, tenant complaints and internal jobs all become work orders, so a supervisor sees them in the same place and judges them the same way.

Without that structure, work lives in phone calls, sticky notes and a busy group chat. A message such as “someone check the lift lobby light on 7” has no owner, no deadline and no record that anyone did it. A work order has all three.

The workflow, step by step

1. The request comes in

Work starts in one of two ways. A guest scans the QR code in their room and submits a request from the guest app, without making a phone call. Or someone on the team, usually at the front desk or reception, registers the request on the admin dashboard after a call, an email or a resident stopping by.

Either way, the request appears straight away on the dashboard as open and unassigned.

2. A supervisor assigns it

The duty manager, chief engineer or front-office manager opens the request and turns it into a task. They choose:

• Who. A named staff member or a whole department.
• Priority. So that “no hot water” is handled before “loose cupboard handle”.
• Deadline. The time the job should be done by.
• Instructions. Anything the person needs to know, for example “guest is out until 3 pm, key at desk” or “isolate the water first”.

3. Staff act on it from their phone

The assigned person receives a push notification on the staff mobile app. They accept the task, which tells the supervisor someone owns it, then go and do the work. Once it is done they mark it complete and can attach a photo, such as the repaired tap, the replaced filter or the cleaned spill. TaskLoop records the completion time automatically.

4. The loop closes with a rating

For guest requests, the guest is asked to rate the service once the task is complete. That rating stays with the work order and feeds into the reports, so the manager can see response times and the guest’s opinion of the result together.

Who uses work orders

What the screen shows

On the admin dashboard, open work orders appear in a live list. Each one shows where it came from, who owns it, its priority, its deadline and its current status (open, assigned, accepted or completed). The supervisor can also see each department’s workload, which shows at a glance whether housekeeping is overloaded while maintenance has spare capacity.

On the staff app, a technician sees only their own tasks: what to do, where, by when, and any instructions. There are buttons to accept the task and to complete it, and an option to add a photo.

When to use a work order, and when not to

Use a work order for any job that needs one owner and a finish line, whether it is a guest request, a reported fault or an internal job raised by a supervisor. Do not use work orders for general announcements or shift chatter. A rule that “every request becomes a work order, nothing lives in the group chat” is what makes the reports trustworthy.

Repeating jobs and contractors

• Repeating jobs. Weekly filter changes and monthly fire-door checks run as scheduled tasks under preventive maintenance, and TaskLoop generates each work order automatically.
• Contractor access. Outside contractors and vendors can be assigned work orders and close them with photo proof.

What it doesn’t do

• Data from other systems. TaskLoop works alongside a PMS such as Oracle OPERA, Cloudbeds or Mews, but it is not connected to one. Reservations and billing stay in your PMS.
• Asset registers and spare parts. TaskLoop tracks the job, not stock levels or the full service history of every asset.