Overview

If your organization uses Breezeway in addition to Guesty, you will use Breezeway to efficiently organize and manage property operations, including housekeeping, maintenance, check-ins, and other operational activities. One of the most important uses will be in the management of guest in-home issues such as lock-outs and maintenance emergencies. 

This article outlines how to create new tasks in Breezeway linked to a reservation and how to make sure your actions in Breezeway are documented in the Guesty reservation.

Limitations

There are two main limitations to always keep in mind when managing Breezeway tasks for Guesty reservations:

1. Data only moves one way between Guesty and Breezeway.
   1. This means that updates and status changes made to tasks in Breezeway are not reflected in Guesty reservations. It is VERY important that you set yourself as a “Watcher” of a task if you need to be alerted about task updates.
2. Breezeway syncs with Guesty twice a day.
   1. This means that it is possible that you will occasionally not be able to locate a reservation within Breezeway to link your task to. This should only be the case if you are creating a task for a reservation on the same day it was created.

Task Creation Step-By-Step

The process of creating a Breezeway task for a Guesty reservation requires you to move easily between both applications. You will gather information from the reservation in Guesty, go to Breezeway to create the task, then come back to Guesty to add a reservation note. 

Review each item below to learn each step:

Step 1: Gather reservation info

In the Guesty reservation, make note of the reservation ID. You will need this to link the task to the reservation in Breezeway.

 

 

 

Step 3: Fill out the Create Task form

 

Click the blue Create Task button at the bottom of the Create Task form to save your data and jump to the full Task. Fill out the Create Task form following your organization's guidelines for setting the urgency and scheduling.

Pay special attention to these fields:   Template: Templates help make sure the correct information is collected every time.   Task Title: Task titles should be short, informative and clear.   Description: Be thorough with your description. Excessive messaging back and forth to clear up issue details can cause unnecessary delays.   Assignees: You can assign it to a specific Breezeway user by clicking the Add Assignee link. You can assign the task to multiple users.   Task Tags: Adding tags to your task helps your organizational reporting and they should be added whenever possible.   Watch Task: Since Breezeway task notes and updates are not pushed to Guesty, adding yourself as a watcher of a task is the only way for you to be sure you will receive updates about the task's progress.    Send Text Updates toggle: This only applies if your organization subscribes to messaging through Breezeway.   Click Create Task to save your new task

 

 

 

Step 4: Link task to the reservation

Once you have saved your task, the next step is to link the task to the reservation. 

Click the Link Reservation button near the bottom of the Overview tab of the task to access the reservation search field. Breezeway will suggest a few options, but you can start typing the reservation ID into the field and then pick the correct reservation from the search results. 

 

Before going to the next step, copy the Task ID number.

 

NOTE:

If you didn't add yourself as a watcher of the task when you filled out the task creation form, you can do it in the created task by clicking the Eye icon at the top right corner of the task.

 

 

 

Step 5: Add a note to the Guesty reservation

It's essential to document, in the Guesty reservation, the issue and the task ID number. This saves the action for the historic record, but also, more importantly, it makes it easy for any other guest-facing agent to help the guest and quickly find the task in Breezeway. 

This last step is to simply copy the task ID number in Breezeway, jump back to the reservation in Guesty, and paste it into a reservation note with a short sentence about the issue.

 

 

 

Task Follow-up

If you've set yourself as a watcher of a task, you will receive emails with updates when new comments are added to the task and when the task status changes. 

Use these updates to inform when you choose to reach out to the guest for a follow-up. 

To find a task in Breezeway, follow these steps:

1. Copy the task ID from the Guesty reservation note.
2. Navigate to Breezeway and click on the Tasks tab.
3. In the Tasks tab, click on All Tasks.
4. Paste the task ID into the search field at the top of the screen.
5. In the search results, click on the task title to access the task.