Block Calendar

What is the 'Restrict Availability' Tool?

This tool allows you to create blocks on your calendar for specific units.

Follow these steps to set this up in your system:

1.Reservation -> Bookings -> Restrict Availability

2. Click on "Add New Block"

3. Select a start and end date

4. Add a brief description for this block

5. Select the Units tab and check the units you want the block to apply to

You will now see the block displayed on the Tapechart for the unit/units selected

You can also view updates within the unit by going to the history tab. The history tab will display when the restriction is created and if you delete the restriction.

Restrict Availability.mp4

How do I create a work order?

To create a work order in the system:

Navigate to Property Care (also known as Housekeeping/Maintenance) > Add New Work Order
Select if you want to show this work order in the Owner Portal
Cross Reference field: if you have a WO# generated outside of Streamline system for this same WO you may enter that number in this field as reference only.
Select a unit/property that the work order will be applied to- If assigned to a reservation, select the reservation number
Apply a Priority to the work order
Select a reservation # if this will be charged to the guest
Followers: select followers if needed. You can learn more about that here: How can work order followers get notifications?
Fill out the Work Order Name
Expected Completion Date - Is the date projected for the work to be completed- Not mandatory, but helpful
Assign a Vendor (If Necessary)
Work Order Type - Will provide the option to select dates to "Block" the unit- This means the unit is not eligible to be booked during the defined dates
Select Add to HK Schedule - This will provide the option to schedule a cleaning event on the Cleaning Report
Assigned Operator - Select who the work order is assigned to
Owner Description Area - By filling in this box, it will display the text in the Owner Portal.
Charge Type - There are 3 options
1. No Charge - Select if No Charge applies to the work order.
2. Guest - Select if the charge is to be applied to the reservation folio of the guest.
3. Owner - Select if the charge is be applied to the owner.
  - If you need to charge "Property Management Company" - Please submit a Helpdesk ticket to have that enabled as a Charge Type
  - If you need a different Charge Type selected by default - Please submit a Helpdesk ticket to have the Charge Type default updated - Variable "Maintenance: Default Charge Type Settings"
If Charges are applied, Select to either Click to Add Labor OR Click to Add Parts
Save or Save and Activate
1. Save will move the work order to Pending Status.
2. Save and Active, will move the work order to Active Status

Work Order.mp4

How do I set up Recurring Work Orders?

I have several maintenance tasks that happen every month for every property. Can I schedule these automatically without having to create a new work order each time?

If you have any tasks that are recurring, such as changing air filters or weed control, you can set up recurring work orders. Here are the steps to entering a Recurring Work Order (WO).

To create a new Recurring work order:

Click on Property Care
Under Recurring Work Order
Select Add New Recurring Work Order

On the Recurring Work Order screen there are a number of options. The only required fields have a Red asterisk or will prompt you to enter information in a field before moving forward.

You will be presented with a number of options and fields to update:

Activate on Creation: if you check this option the WO will be created and moved into the active queue immediately. If it is not selected, all WOs created will be entered into the pending queue
Date of Recurring Task Activation: this is the date where the system will begin to trigger recurring WOs based on your frequency. It will not create any past WO, it will only look forward from the date set when the frequency is met. Example: If on April 20th I create a work order to hit the 1st of each month. My first work order will be as of May 1st because April 1st has already passed
Process Recurring Work at Activation Date: If you select Activate on creation this will be on by default, if you select a Date of recurring task activation this will be enabled the same date. You will not need to check/uncheck this option. This logic is in the process of being removed.
Frequency: this sets the frequency for WOs to be created automatically by the system
Redefine Frequency for Units: this allows you to uniquely define frequencies per unit once you list units in the Recurring WO
End Date: if you only want the system to produce recurring WOs for a specific length, you will use the "End On" option and set a specific date. It is more common to leave the "Continue creating work orders indefinitely" selected so the system creates WOs until you deactivate the task
WO Priority: this defines the priority the WO will be created with. This can be updated at any point once the WO is created
Vendor/Operator: please define the appropriate fields if the information is available. These can be updated once created when necessary
WO Type: only select blocked if you want the system to block the unit once the WO is created.
Add to HK Schedule: if you want to create a clean when the WO is created, you will configure this option
Owner Description: basic summary of task to be shared with owner
Charge Type: once you select who to charge, you can add either Labor or Parts/Cost. Once you select the appropriate button, additional info must be entered
- You can use inventory with the Parts/Cost option only
- You can "Redefine Costing for Units": if you select this option, once you update the unit list in the WO, you will be able to redefine unique costing/inventory per unit
Instructions: define details for your maintenance team or assigned vendor
UPDATE: once you have filled out the details above, you will select the "Update" button. This will pull a list of all Units available to be set for the Recurring Work Order
- You will select specific units
- You can redefine both the frequency and costing portion per unit in this section
Save/Save and Activate buttons: to complete and create the Recurring Work Order, you must select one of these options. It is recommended to use the Save and Activate button. If you want to save and work on the task later, just select the Save button.

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