Report hotel defects by email and turn them into jobs automatically
One email with a photo to the agent inbox is enough: the job is in the task tool and whoever reported it gets the job number.
- Trigger
- Email to the agent inbox
- Guide value
- ≈ 8 minutes per property and day (estimate)
- Systems
- Tasks & projects / Housekeeping & maintenance
Today
Defects are reported on slips of paper, by word of mouth or as a photo in chat, and get lost on the way to maintenance.
Afterwards
One email with a photo to the agent inbox is enough: the job is in the task tool and whoever reported it gets the job number.
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.
When someone on the team emails a defect to your inbox, often with a photo: work out which room or area is affected and what is broken; the photo helps with the description. Create a job for maintenance in our task tool, with location, description, time reported and who reported it. If there is already an open job for the same defect, don’t create a new one. If the PMS shows an arrival in that room today, note it on the job. Don’t block any room. Reply to the person who reported it in the same thread with the job number.
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 and whether a room is blocked. Discontinue blocks nothing.
- Reported
- Rm 214 · leaking shower head, with photo
- Job
- created · TEC-418
- Note
- arrival today 15:00
Sample data. Your output uses your property’s data.
Systems and permissions
| Software, any one of them | Access | What for |
|---|---|---|
| Tasks & projects or Housekeeping & maintenance | read and write | Check open jobs, create a new job |
| PMS (optional) | read | Add the arrival in the reported room |
Atlassian
awork
ClickUp
Linear
monday.com
Trello
TIDY
Apaleo
Oracle OPERA Cloud
Cloudbeds
Beds24
HospitableWhich 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
Does Discontinue block the room?
No. The job notes whether an arrival is due today; you decide in the PMS whether to block the room.
Which permissions does “Report defects by email” need?
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.