If you have a recurring task you need to remind your cleaning staff about, you can set up reminders to go out a day in advance. For instance, if your trash is picked up every Wednesday, you can send your cleaning staff a message on Tuesday to remind them to take the trash out to the curb. This support article shows you how to set that up.
You will need multiple Triggers for each template. Let's assume trash pickup is on Wednesday. That means you want to send reminders on Tuesday. You'll need to create Triggers for each day of the week to send these reminder templates to your cleaning staff a certain number of days "after booking has arrived" based on their check-in day of the week and how many nights the guest is staying.
For example, for guests who arrive on Sunday and stay for 3 nights or more, you'll want the Template sent 2 days After the Booking Has Arrived, and for guests who arrive on Monday and stay two or more nights, you'll want the Template sent 1 day After the Booking Has Arrived.
One more consideration - if you typically have guests who stay for more than a week, you may want to set up a second trigger where the "Bookings Fields" has "Number of Nights is Greater Than or Equal to X". In our example, with the Sunday arrival and Wednesday trash pickup, your number of nights would be "Greater than or Equal to 10 nights."
Email Template & Trigger
Create an email template by navigating to Settings > Templates > Email tab > click the Create Email Template button > select the "Booking" option. Copy and paste the following values into your new email template.
Name:
Remind Your Cleaning Staff About a Day of Week Task Email Template
From Name:
{MYCOFULL}
From Address:
{MYEMAIL}
To Name:
Cleaner Name
To Address:
CleanerName@cleaneremailaddress.com
Subject:
Just a Reminder that trash pickup for {PDISPNAME} is tomorrow!
Body:
Hi Cleaner Name,
Just want to let you know that tomorrow is trash day for {PDISPNAME}.
(Insert specific instructions on where to place the trash cans, and if necessary return the trash cans, etc.)
Thank you for helping keep {PDISPNAME} clean!
{MYFIRST}
Email message preview:
Let's start with a Trigger for bookings that arrive on a Sunday. To add a Sunday trigger, navigate to Settings > Messaging > Triggers > and click + Create Trigger.
Type:
Scheduled Time
Event:
2 days > After > Booking has arrived > at 4:00 PM
Arrival Day of the Week is > On > Sunday
Number of Nights is > Greater Than or Equal to > 3 nights
Action:
Remind Your Cleaning Staff About a Day of Week Task Email TemplateNow add triggers for each day of the week, Monday through Saturday.
SMS Template & Trigger
To create an SMS template, go to Settings > Templates > SMS tab > click the Create SMS Template button > select the "Booking" option. Copy and paste the following values into your new SMS template.
Name:
Remind Your Cleaning Staff About a Day of Week Task SMS Template
To Phone Number:
Cleaner cell phone number
Body:
Hi Cleaner Name, just a Reminder that trash pickup for {PDISPNAME} is tomorrow! Please bring the trash cans to the curb for pickup. Thank you! 😊
SMS template preview:
Let's start with a Trigger for bookings that arrive on a Sunday. To add a Sunday trigger, navigate to Settings > Messaging > Triggers > and click + Create Trigger.
Type:
Scheduled Time
Event:
2 days > After > Booking has arrived > at 4:00 PM
Arrival Day of the Week is > On > Sunday
Number of Nights is > Greater Than or Equal to > 3 nights
Action:
Remind Your Cleaning Staff About a Day of Week Task SMS Template
Now add triggers for each day of the week, Monday through Saturday.