How do you use the Task Manager in LobbyPMS?

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Contents

• 1. User types
• 2. Activating Task Manager and granting permissions
• 3. Get to know the screen: Dashboard, Calendar and Board
• 4. Creating a task
• 5. Statuses and priorities
• 6. The task detail
• 7. The Calendar
• 8. The "Today" card on the Dashboard
• 9. Projects
• 10. Reports
• 11. The Lobby Staff mobile app
• 12. Notifications: who receives what?
• 13. Frequently asked questions

1. User types

What you see and what you can do depends on your user's role. There are two usage profiles:

• Administrator: sees all of the hotel's tasks, creates tasks and assigns them to anyone, reassigns and reschedules any task, manages projects, views the reports and can activate or deactivate the module.
• Collaborator (any role other than administrator): sees only the tasks assigned to them. Tasks they create are assigned to themselves. They can change the status of their tasks, comment and check off the checklist; they can only edit the details of tasks they created.

2. Activating Task Manager and granting permissions

2.1 Activating the module

The module is activated once per property. Only an administrator can do it.

1. In the side menu, go to Task Manager (it shows a New label while it is not active).
2. You will see the welcome screen with the module's features.
3. Click Activate module.
4. The page reloads and you can now create tasks.

Note: if you are not an administrator, the screen tells you that only an administrator can activate it.

2.2 Giving your team access

Each role needs the Task Manager → Access Task Manager permission, which is set in the user's or role's permissions. If someone enters without that permission, they will see a No permission page with a button to go back to the home page.

2.3 Deactivating the module

An administrator can deactivate it from the ⋯ menu (Module options), at the top right, using Deactivate module. You will be asked to confirm. No data is deleted: the module is hidden for the whole team, in the panel and in the mobile app, and when you activate it again everything is back.

3. Get to know the screen: Dashboard, Calendar and Board

Task Manager has three sections at the top: Tasks, Projects and Reports (the last two are for administrators only). Within Tasks you can look at the work in three ways, using the buttons in the top right corner: Dashboard, Calendar and Board.

3.1 Dashboard

• Cards by status: All, Pending, On hold, In progress, Completed and Cancelled. Click one to filter the list. Inside Pending you will see a badge with the overdue tasks.
• Recent tasks: the table with status, priority, assignee, due date and location, sorted by the nearest due date. If changes arrive that can't be applied automatically, the New updates notice appears.
• Activity (last 24 hours): the history of what happened, with the filters All, Created, Changed and Deleted and the Go to task link.

3.2 Board

A board with one column per status: Pending, In progress, On hold, Completed and Cancelled. Drag a card from one column to another to change its status. Depending on the move, the system asks you a question before saving:

• When moving it to On hold: Why is this task on hold? (the reason is optional).
• When moving it out of Completed: Reopen this task?
• When moving back a task that already has progress: Move this task back?

Cards on hold show Waiting on and the reason.

3.3 Filters

The filter bar is the same in Dashboard, Calendar and Board:

• Search task... by text.
• Location and Priority (you can choose several).
• Assignee (administrators only). It starts with your name: remove it to see the whole team.
• View: All tasks, Created by me or Following.
• Date button (the small calendar): filters by creation date with a range, with shortcuts such as Today, Last 7 days, Last 30 days or This month. It isn't used in the Calendar view.
• Clear filters (the broom): removes everything at once.

3.4 The ⋮ menu on each task

In the Dashboard table, the three-dot menu on each row offers: View task, the next status step (Start, Resume, Complete or Reopen, depending on where it is), Duplicate task, Follow this task / Unfollow and, for administrators, the Assignee submenu to reassign quickly.

4. Creating a task

1. Click Create task (top right).
2. Step 1 · What needs to be done? Type the title (for example, Call the A/C vendor).
3. Step 2 · Who? Choose the assignee. You can leave it unassigned. If you are a collaborator you won't see this field: the task is assigned to you.
4. Choose the location: No location, a Room or Other (a place typed by hand, such as Lobby or Floor 2). If you select several rooms, one task is created for each.
5. Open More options to complete: Description, Priority (Low, Normal, High or Critical), Starts, Due and Project.
6. Save. The task appears immediately for everyone, without reloading the page, and the assignee receives a notification on their phone.

Starts and Due:

• Starts is when the task should begin. It defaults to the hotel's current date and time and you can change it. With this date, the task appears in the Calendar.
• Due is optional. If you set it, the task spans the whole range between the start and the due date.
• Dates before today can't be saved (a time earlier today is fine), and the start can't be later than the due date.
• Times are shown in 12-hour format (AM/PM) and always in the hotel's time, not your device's.

5. Statuses and priorities

5.1 Statuses

• Pending: not started yet.
• In progress: someone is working on it. If it is started by someone other than the assignee (or it had none), the task moves to that person.
• On hold: it depends on something external. On the web you can indicate the reason (Vendor, Guest, Approval, Information or Other) and a note.
• Completed: finished.
• Cancelled: it will no longer be done.

5.2 How to change the status

• In the task detail, with the Start task, Complete task and Change status buttons. Each change opens a confirmation where you can add a note (it is saved as a comment). Reopening a finished task also asks for confirmation.
• In the Dashboard table, with the ⋮ menu.
• On the Board, by dragging the card.
• From your phone, with the task's status buttons (see section 11).

Important: a Completed or Cancelled task can't be moved or extended in the Calendar. To pick it up again, reopen it first.

5.3 Priorities

Low, Normal, High and Critical, shown with a colored dot in the lists. In the Calendar, when not all of a day's tasks fit, overdue tasks and those with high or critical priority are shown first.

6. The task detail

Click any task to open it. On the left is what is happening with the task (status, checklist, notes and activity) and on the right its details (people, context and dates).

6.1 Checklist

Break the work down into small steps, for example Replace filter, Test temperature, Notify the front desk.

1. In Checklist, type in New item... and press Enter or Add.
2. Check the box on each item when you finish it. The bar shows progress (2 of 5 completed).
3. To remove an item, use the delete icon on its row.

Anyone with access to the task can check and uncheck items; adding and deleting is reserved for the task's creator or an administrator. Progress is also shown as 2/5 on the cards.

6.2 Notes and mentions

In the Notes tab you can talk with your team about the task: type in Write a comment... and send.

• Mention someone: type @ and choose the person from the menu that opens. The person receives a direct message in Chat with your name and the link to the task. Typing the name without choosing it from the menu doesn't count as a mention.
• Delete a note: only its author can do it, and it can't be undone.
• When you change the status with a note, that note is saved here too.

6.3 Activity

The Activity tab is the task's complete history: who created it, every change of assignee, status, priority, title, location, start, due date or description (with the previous and new value), the comments and the checklist items. Each line ends with By and the name of whoever did it.

6.4 People: assignee and followers

• Assignee: the person who has to do it. The administrator can reassign it (a completed or cancelled task can't be reassigned). When it is reassigned, the previous person receives the A task was taken from you notification.
• Followers: people who want to know what happens with the task without being responsible for it. The administrator adds followers with Add follower...; anyone can use Follow this task for themselves. Followers receive the task's notifications (section 12) and see it in the Following filter.

6.5 Context and dates

• Priority, Project (or None) and Location (a room or a place).
• Starts and Due, plus Created by. The dates can be changed by whoever created the task or by an administrator, with the same rules as in section 4.

6.6 More actions

The More actions menu gathers what isn't used every day:

• Edit: changes the title and description (only whoever created the task).
• Cancel: the task will no longer be done.
• Reopen: puts a completed or cancelled task back to work.
• Duplicate task: opens a window to choose what to keep (checklist, assignee, project, priority and location) and the dates of the copy (by default it starts now with no due date). The title ends in (copy), (copy 2)… and it is Pending with the checklist unchecked. It doesn't copy comments or history. In Activity, the original says Duplicated into task #N and the copy Created by duplicating task #N.
• Delete: the task stops appearing in any list. It can't be undone: there is no trash, and not even an administrator can recover it from the application. If you only want to stop doing it, use Cancel.

6.7 Add the task to your calendar (alarm 15 minutes before)

On the detail of a task that is still upcoming you will see the Add to calendar button: on the ones assigned to you and, if you are an administrator, on any of them (including someone else's or unassigned ones). It creates an event in your Google Calendar, Apple Calendar or Outlook: it runs from Starts to Due (30 minutes if there is no due date) and rings an alarm 15 minutes before.

1. Click Add to calendar. A help window shows the steps for your calendar.
2. Click Download file.
3. Open the downloaded file (double-click) or import it from your calendar, and you are done.

The button does not appear if the task is overdue, or is Completed or Cancelled. A collaborator only sees it on the tasks assigned to them (the only ones they see).

If you change the dates later, the event in your calendar does not update by itself (it is a file). The task will show The event in your calendar has a different date with an Update event button: download and import it again and the same events are updated.

7. The Calendar

Go to Tasks → Calendar. Each task appears on the day and time of its Starts value; if it has a due date, it spans the whole range up to that date.

7.1 Navigating and changing views

• The ‹ Today › control takes you to the previous period, to today or to the next one.
• Choose the view with Day, Week, Month or Year.
• Click the title (for example, October 21, 2026) to jump to another date.
• Keyboard shortcuts: T today, D day, W week, M month, Y year and the ← → arrows to move forward or back (they don't work while you are typing in a field).

7.2 How to read a task

• The color is the status color: gray (Pending), amber (In progress), blue (On hold), green (Completed, dimmed and crossed out) and light gray (Cancelled).
• A red line with the time marks now. The view opens near the current time.
• If there are many tasks at the same time, +N more tasks appears; click it to see the full list for the day.
• Tasks that span several days are shown as a continuous bar.
• If you are an administrator you see a circle with the assignee's initials; if it has none, it says Unassigned.

7.3 Creating a task from the Calendar

In the Day or Week view, click an empty slot at the time you want. Create task opens with the start already filled in.

7.4 Rescheduling by dragging

1. Drag the task to another day or another time. The whole task moves: it keeps its duration.
2. The system shows you a notice with the change (will move from … to …). Confirm to save, or cancel to leave it as it was.
3. When you save, a message appears and the people on the task are notified.

7.5 Extending or shortening

1. Grab the card's handle (the small grip on the edge) and drag it to the day or time where it should end.
2. When you release it, the system asks for the End time, so that it doesn't assume a time that no longer applies on the new day.
3. Save. The task automatically switches to a range label or a multi-day bar.

Who can reschedule: the administrator moves any task; everyone else only the ones they created. Completed or Cancelled tasks can't be moved or extended, and you can't reschedule to a day before today (the system shows a notice).

7.6 Year view

It shows the 12 months with the days that have tasks marked. Click a day to see how many there are and click View day to open it.

7.7 Add your tasks for the period to your calendar

In the Calendar toolbar, next to Day · Week · Month · Year, there is the Add to calendar button. It downloads a single file with your upcoming tasks for the period you are viewing, each with an alarm 15 minutes before. The help window shows the exact period before downloading.

• The file follows what you see: the toolbar filters (search, location, priority, assignee, "View") apply to what is downloaded. Of those tasks only the ones that have not ended are included: overdue, completed and cancelled are not.
• Before downloading, the help window shows the final number: "12 upcoming tasks will be downloaded", with a note that overdue, completed and cancelled tasks are excluded automatically. If none is included, the Download file button is disabled.
• Collaborator: only sees and downloads the tasks assigned to you. Administrator: when it changes the result, chooses between Only my upcoming tasks (default) and All upcoming tasks in this view (with active filters it reads The tasks in this view, with the current filters), each with its count. If they are the same, it does not ask.
• If the period has more than 300 tasks, the file contains the first 300 and you are warned: choose a shorter period.
• If you have no tasks in that period you will see a notice and nothing is downloaded.
• Downloading and importing the same period again updates the events already created. A file cannot delete events: if you complete or cancel a task you already imported, its event stays in your calendar.

8. The "Today" card on the Dashboard

When the module is active and your role has permission, the LobbyPMS Dashboard (home page) shows the Today card: the day's calendar, with your tasks for today by hour.

• It is read-only: you can't change the day or move tasks.
• It updates by itself when someone creates or changes a task.
• Click a task to open its detail, or Go to Task Manager to enter the full module.

9. Projects

A project groups tasks that are part of the same goal, for example 3rd floor renovation. This section is for administrators only.

1. Go to Projects and click Create project: name, description, start and due date.
2. When creating or editing a task, choose it in the Project field. Within a project, new tasks are created inside it.
3. Open the project to see its Overall progress and its Tasks, Kanban and Settings tabs (edit name and dates).

The cards at the top (All, Not started, Active, At risk and Completed) filter the list, and you can search by name, priority or assignee.

The project's status is calculated automatically from its tasks (Not started, Active, Completed); it is not edited by hand. At risk is a separate alert: it appears when there are overdue tasks or the project's date has passed without reaching 100%.

Each project's ⋮ menu has View detail, Duplicate project (copies its tasks as Pending) and Delete. When deleting you can check Also delete its associated tasks; otherwise, the tasks are kept and just lose the project.

10. Reports

The Reports section (administrators only) answers "how is my team doing?". Choose a project and a period at the top; with no period, it covers the entire history.

• Summary: a text diagnosis with the most important points of the period.
• Six indicators with their trend: Active, Overdue, Unassigned, Completed, On-time rate (of the completed tasks with a due date) and average Resolution time.
• Quick actions: buttons such as View the overdue without an owner, View the overdue critical or View the with no movement (7+ d) that take you to the already filtered list (the filter appears as an Attention tag that you can remove).
• Bulk assign: the Assign those… button distributes the unassigned tasks among your team according to each person's workload. Before applying you see a preview and can remove people; each person receives a single notification, it is recorded in the history and the due dates don't change (up to 500 tasks at a time).
• Quick questions: answers to questions such as Who is the most overloaded? or How are we doing vs the previous period?.
• Alerts and anomalies and What is going well, plus sections such as Overdue by age, Where does work get stuck?, By priority, Workload by assignee and By project.

Historical snapshot: if you choose a period that ends in the past, the report shows how everything was as of the end of that period and the quick actions are disabled (they use today's state).

11. The Lobby Staff mobile app

Your team works on their tasks from their phones with Lobby Staff. In the app's menu the module is called Tasks.

11.1 Signing in and installing

1. Open the Lobby Staff site in your phone's browser and sign in with your LobbyPMS user.
2. To use it like an app, tap Install the app. On iPhone or iPad: Share and Add to Home Screen.
3. If you work at more than one hotel, switch property with Switch hotel from the property chip. The language (Spanish, English, Portuguese or French) is changed with the flags in the header.

If your administrator hasn't activated the module you will see This module is not enabled at your property. Contact your administrator.; if your role doesn't have permission, the module doesn't appear.

11.2 The three screens

At the top there are three tabs: Tasks, Agenda and Projects. Below them, the My tasks and All chips (a collaborator only has My tasks).

• Tasks: your list. Each card shows priority, title, status, location, due date (tomorrow, 3 days ago…), checklist progress, number of notes, assignee and project. Four counters (Pending, In progress, Overdue and Completed) filter when tapped. The list loads in pages as you scroll.
• Agenda: the week in a 7-day strip (a dot indicates there are tasks) and, below it, the day as a calendar with all 24 hours. Each task is placed at the hour it starts; if there are more than two at the same hour, the rest go in +N more tasks. Tasks carried over from earlier days are under Ongoing. Use ‹ Today › to change weeks.
• Projects: your projects with their progress. Tap one to see its tasks.

11.3 What you can do in the app

• Reading the detail: at the top, the location and project, with the priority on the right. Below, the date card: the start, the due date in plain language (In 7 days · Due at 12:00 PM, in red if overdue) and the calendar icon to add the task to your calendar (see 11.6). At the bottom of the card is Assigned to (a collaborator does not see it: they only see their own).
• Search and filter: the magnifying glass searches titles and descriptions. The Filters button opens a sheet with Priority, Project, Location and (in All) Assignee, with Clear and Apply.
• Create a task: the Create button opens New task with title (required), description, assignee, priority, Starts, Due and location (No location, Room or Other). When you finish you see Task created.
• Change the status: in the detail, tap Pending, In progress, On hold or Completed. The change takes one tap. You can only change tasks you created or that are assigned to you.
• Use the checklist: tap an item to check or uncheck it. Adding items is reserved for the task's creator or an administrator.
• Write notes: the Notes button opens a conversation grouped by day (Today, Yesterday). Type and send.
• Find out instantly: changes made on the web appear in the app without reloading.

11.4 What is done only on the web

To keep the app simple, these actions are in the web panel:

• The Calendar (Day, Week, Month and Year), dragging to reschedule and the Board.
• Reports and project management (creating, editing and assigning tasks to a project).
• Editing a task's title, description, priority, location or dates.
• Reassigning, following tasks, duplicating, cancelling, reopening and deleting.
• @ mentions, deleting notes or checklist items, and viewing the Activity history.

11.5 My profile: notifications and passkeys

From My profile (in the app's menu) you see your account (name, email, role and hotel) and set up:

1. Notifications: tap Enable notifications and accept the browser's permission request. With Send test you check that they arrive. It is per device: enable them on each phone you use. If you blocked them, the browser tells you; allow them again in your browser or device settings.
2. Passkeys: sign in without a password using your fingerprint, your face or your device's screen lock. It only appears if your device supports it.
3. Text size: Normal, Large or Extra large for the whole app (see 11.7).

In the task list you will also see a Turn on notifications notice with the Enable button. We recommend turning them on: it is the way to find out about a new task even when the app is closed.

11.6 Add your tasks to the calendar from the app

• One task: on its detail, the date card has the calendar icon (only on your own upcoming tasks). Tapping it opens the phone's share sheet: choose Calendar. If your phone does not offer it, the file is downloaded; open it to add it.
• Your whole week: in Agenda, the calendar icon next to ‹ Today › exports your upcoming tasks for the week you are viewing.
• If you change the dates of a task you already added, the detail shows The event in your calendar has a different date with an Update event button. This notice is only for this device.

11.7 Text size

In My profile → Text size choose Normal, Large or Extra large. It changes the whole app, is saved only on this device and is kept when the app updates.

12. Notifications: who receives what?

Notifications arrive as phone notifications, to the people linked to the task: whoever created it, whoever it is assigned to and those who follow it. The person who made the change is never notified. Tapping the notification opens the task.

Notes:

• Notifications are enabled per device in My profile (section 11.5).
• Users with the collaborator role only receive these notifications for tasks assigned to them, because they can't see the others.
• Following a task is done from the web.

13. Frequently asked questions

Why can't I move a task in the Calendar?

Check three things: that it isn't Completed or Cancelled, that you created it (if you are not an administrator) and that the destination isn't a day before today.

Why does it say "You cannot save a date before today"?

Tasks are scheduled from today onward. Choose today (at any time) or a future date.

I don't see any tasks. What's going on?

With the collaborator role you only see the tasks assigned to you. If you are an administrator, check the filters: the Assignee filter starts with your name. Click the broom to clear the filters. In the app, try the All chip.

Why do I see the "No permission" page?

Your role doesn't have Access Task Manager enabled. Ask an administrator to enable it in the user permissions.

I'm not receiving notifications on my phone.

Go to My profile in Lobby Staff, confirm they are enabled on that device and use Send test. Remember that you don't receive notifications for changes you make yourself.

What is the difference between Cancel and Delete?

Cancel keeps the task saved with Cancelled status and it can be reopened. Delete removes it from all lists and it can't be recovered.

How do I repeat a task that is done every week?

Use Duplicate task and, in the window, choose what to keep and set the new Starts date (and Due, if you want).

Can the module be deactivated?

Yes, an administrator can deactivate it (section 2.3). Tasks are kept and are available again when you activate it again.

Why can't I see the "Add to calendar" button?

It only appears on tasks that are still upcoming. It does not appear on overdue, completed or cancelled ones. If you are a collaborator, only on the ones assigned to you; if you are an administrator, on any of them.

I changed a task's date and my calendar still shows the old one.

The event is a file imported once; it does not update by itself. Click Update event (it appears on the task) or download the file again and import it: the same events are updated.

The Year view file does not include all my tasks.

The file includes at most 300 tasks (the earliest by start date) and you are warned. Use the Month or Week view for the rest.