Turn defects reported by hotel guests into maintenance jobs automatically
Twice a day, reported defects become jobs with room and description, without duplicates.
- Trigger
- twice a day
- Guide value
- ≈ 10 minutes per property and day (estimate)
- Systems
- Guest journey tool
- Tasks & projects / Housekeeping & maintenance
Today
A guest writes that the shower drips, and the message reaches maintenance by word of mouth or not at all.
Afterwards
Twice a day, reported defects become jobs with room and description, without duplicates.
How to set it up
- 01
Describe the task
In plain language, the way you would explain it to a new colleague. The description below is a starting point.
- 02
Review the first run
Discontinue shows you the result before anything runs on a schedule.
- 03
From then on it runs
On a schedule or when something happens. You can change it in chat at any time.
Twice a day, at 11:00 and 17:00, read the new guest messages from our guest journey tool. When a guest reports a defect, such as a dripping shower or a broken lamp, create a job for maintenance in our task tool: room, what was reported, time. If the room already has an open job for the same defect, don’t create a new one. Don’t reply to guests.
Step by step in the documentation: Create an agent in chat.
What the result looks like
The agent works from your description and reports what it did and what is open.
What stays with you
You decide which repair comes first. Your team writes the reply to the guest.
- Rm 214
- Shower drips · job created
- Rm 318
- Air conditioning noisy · already open
Sample data. Your output uses your property’s data.
Systems and permissions
| Software, any one of them | Access | What for |
|---|---|---|
| Guest journey tool | read | Read guest messages |
| Tasks & projects or Housekeeping & maintenance | read and write | Check open jobs, create a new job |
| PMS (optional) | read | Match room and stay |
| Team channels (optional) | write | Deliver the result to the team inbox or channel |
LIKE MAGIC
Hospitable
Atlassian
awork
ClickUp
Linear
monday.com
Trello
TIDY
Apaleo
Oracle OPERA Cloud
Cloudbeds
Beds24
Slack
TelegramWhich data and actions are available depends on each system’s interface. When you connect a system you decide what is granted; every run is logged.
Frequently asked questions
Will there be duplicate jobs?
Before creating a job, it checks whether the room already has an open job for the same defect. If so, no new one is created.
Which permissions does “Guest-reported defects as jobs” need?
Guest journey tool (LIKE MAGIC or Hospitable): read, Read guest messages; Tasks & projects or Housekeeping & maintenance (Atlassian, awork, ClickUp, Linear, monday.com, Trello, or TIDY): read and write, Check open jobs, create a new job. When you connect a system you decide which areas and actions are granted. Everything else stays off-limits.
What happens when a rule does not apply?
Agents only work with the systems and actions you granted. Where a rule does not apply, a person decides, and every step is logged.