How TaskLoop works, from request to rating

The four steps in brief

TaskLoop runs on one loop: request, assign, act, rate. Three apps carry it.

• The request app is where a guest scans the QR code in their room, submits a request, follows it and rates the result.
• The admin dashboard is where reception, a building office or a supervisor registers requests, assigns them, sets priority, deadline and instructions, and sees all open work and each department’s workload in real time.
• The staff mobile app is where housekeepers, technicians and crew members receive tasks with push notifications, accept them, update the status and complete them with an optional photo and a completion timestamp.

Overdue tasks escalate to a supervisor at any point in the loop. Reports collect the results: completion rates, response and completion times, staff performance and guest ratings.

Below is the same loop in each of the three settings TaskLoop is built for.

In a hotel

1. Request

A guest in room 517 notices the bathroom is short of towels. Instead of calling reception, she scans the QR code placed in the room. The request page already knows the room number. She picks the request, adds “two bath towels, please”, and sends it. She can see that it has been received.

Not every guest will scan a code. When a guest calls or stops at the desk, reception registers the request in the dashboard in a few seconds, so it is tracked the same way.

2. Assign

The request appears on the reception dashboard. The front-office agent assigns it to housekeeping, or straight to the runner on the floor, sets a normal priority and a 20-minute deadline. If there is something the runner should know, such as “guest is in a call until 10:30, leave at the door”, it goes in the instructions.

3. Act

The runner’s phone shows a push notification. He accepts the task, so reception can see it is in hand. He delivers the towels, takes a quick photo at the door if that is your standard, and marks the task complete. The completion time is recorded. If the runner had been held up and the deadline passed, the task would have escalated to the housekeeping supervisor.

4. Rate

The guest sees the request marked complete and rates the service. The rating, the response time and the completion time go into the reports, where the executive housekeeper can compare shifts and the front-office manager can see which request types guests send most often.

For the full hotel picture, see hotel management.

In a building

1. Request

A tenant on the eighth floor of an office building tells the building office that the air conditioning in their meeting room has stopped cooling. The building office registers it in the dashboard as an HVAC request for that suite, with a description. Residents and tenants can also report issues directly by scanning a QR code in their unit, a common area or on an asset.

Requests also come from inside the team. A technician on a walk-round sees a damaged fire door closer in the stairwell and logs it, so it does not depend on memory.

2. Assign

The facility manager turns the request into a work order, assigns it to the HVAC technician on shift, sets a high priority because the tenant has meetings that afternoon, and adds a deadline and access instructions.

3. Act

The technician receives the job on the staff app, accepts it, finds a tripped fan coil unit, resets it and checks the room temperature. He attaches a photo of the thermostat reading and closes the work order. If the fault needs a contractor, the job stays open with a note, and the deadline still applies, so it escalates if nobody follows up.

4. Rate and review

The work order closes with its full history: who logged it, who did it, how long it took, and what the proof shows. At the end of the month the facility manager reviews completion and response times by category and spots that the same floor has had three HVAC calls. That is a lead for the chief engineer to investigate.

Planned work, such as an AHU filter change, runs through the same steps as a task created by the chief engineer. Recurring preventive jobs are scheduled once and TaskLoop creates each task automatically.

For the full building picture, see building management.

In a frontline team

1. Request

A cleaning company runs a contract at a university campus. A lecturer tells the campus help desk that a lecture theatre was left with litter after an evening event. The help desk passes it to the cleaning supervisor, who registers it in the dashboard.

2. Assign

The supervisor sees in the dashboard that the crew in the library has the lightest load. He assigns the task to one of them, high priority, with a 45-minute deadline before the 9 am lecture, and a note that the side entrance is open.

3. Act

The cleaner receives a push notification, accepts, clears the theatre, takes a photo of the room ready for use and completes the task. If the cleaner had not accepted it in time, or the deadline had passed, the task would have escalated to the supervisor.

4. Review

The completed task, with its photo and timestamps, is on record. When the campus facility manager asks at the monthly meeting how quickly ad hoc requests are handled, the cleaning company has response and completion times and a photo trail to show.

For the full team picture, see task management.

What stays the same everywhere

Across all three settings, the same rules hold:

• Every request becomes a task with a location, a category and a description.
• Every task has one owner, a priority and a deadline.
• Staff are notified on their phone and accept the task, so ownership is explicit.
• Late work escalates to a supervisor.
• Completion is recorded with a timestamp and, where useful, a photo.
• Results are measured in reports that managers actually use.

That consistency is why one platform can serve a hotel, a residential tower and a cleaning crew. If you want to see the loop with your own request types, book a demo.