HelloShift is a collaboration platform based on simple social media concepts:

  • Mentions Share information with specific people or departments
  • Tags Organize information for quick retrieval in the future and reporting
  • Notes Share information and log it for future reference
  • Tasks Make sure issues get resolved
  • Wall Each user sees sees a subset of the news feed of hotel activity relevant to themselves and their department

Mentions

What are mentions?

Mentions alert team members to activity and loop them in on conversations in HelloShift.

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How can I mention someone?

There are two ways you can mention a person or department.

  1. Automatic: Create a new note or task on a department wall to mention the department automatically. Most users can only see the wall for their own department. Admin users can see every department wall.
  2. Manual: You can add a mention to any note, task or comment.
    • Type @ key followed by the name of the person or department, then hit the “enter” key when the name you want is selected.
    • Mentions tags
    • After you add mention, the name is highlighted in blue.

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Who sees your notes if you don’t mention anyone?
  • If you are part of a department, your department will see every note and comment you write so that they are in the loop.
  • If you are a manager who is not part of a department and you do not mention anyone in your note, nobody will see the note - it will act as a log for your future reference.
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Who sees comments if you don’t mention anyone?
  • Whoever sees the original note or task will see any additional comments that get added.
  • If you want to pull another person or department into comments for a note or task, mention them the comment.
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Tags

What are tags?
  • Each tag is like it’s own logbook.
  • There are 4 types of tags:
    1. Equipment: Assets like your boiler, HVAC and more.
    2. Room: Each room in your hotel.
    3. General: Used for business purposes like lost and found, guest issues and extra items given. The #GuestIssue tag helps you monitor the life cycle of guest requests/complaints from problem resolution through to guest verification and beyond. TBD:
    4. Public Space: Areas like the lobby, courtyard, parking lot, etc.
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How can I see the history of a tag?

  • Go to the tag wall. Each tag wall includes all the history for that tag, including:
    • Overdue, current, and upcoming tasks and checklists associated with the tag
    • Running feed of all notes, tasks and comments that use that tag
    • Information associated your team has added to the tag wall (example: receipts and contact info for the boiler)
  • There’s several ways to get to the wall for a tag.
    1. Click on a tag in an existing note, task or comment - it will be highlighted in blue and acts as a link.
    2. Click on the ROOMS link or the lower left of your screen to go to a room tag wall.
    3. Click on the tags in the lower left of your screen to go the wall for that tag. The tags that appear in the lower left have been favorited by admins at your hotel.
    4. Click on “Collaboration” on the top blue navigation bar and choose “All Tags.” From here you can choose the tag you want to explore.
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How can I add a tag to a note, task, or comment?

There are 3 ways to add tags to notes, tasks and comments.

  1. Use Template Tasks
    • Setup template tasks with the tags you would like your team to use already included. Your team can then click on the template task and
  2. Add Note/Task from Tag Wall
    • When you add a note or task from the wall of a tag, that item will automatically be tagged.
    • Here’s a shortcut to quickly add room tags:
      • Click on “ROOMS” on the lower left
      • Any note or task you create on the room wall will automatically be tagged with that room #
  3. Add Manually
    • You can add tags to any note, task or comment manually.
    • If you forget to tag, you can edit the item to add a tag.
    • Tags in comments do not show up in reporting.
    • To add a tag manually, type # key followed by the name of the tag with no spaces, then hit the “enter” key when the tag you want is selected
    • Once you add the tag, you can rollover the tag with your cursor to get instructions about what content to include. In the example below for #Lost&Found, the instructions say to include information about what was found and where the item was found .
    • When you successfully add a tag, it is highlighted in blue. Note that this does not apply to the subject of a task.
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How can I see my hotel’s tags?
  1. Click on “collaboration” on the top blue navigation bar and then choose “All Tags”
  2. Click on any tag to see all activity related to that tag
  3. Check the “show archived” checkbox in the top right corner to include archived content on the page
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How can I add a new tag?

Admin users can create new tags

  1. Click on “Collaboration” on the top blue bar and then choose “All Tags.” Then, click on the blue “Add Tag” button in the top right corner
  2. In the “tag name” box, type in the tag you want to add (e.g., “Cash”) - you don’t need to include the # when you create the new tag
  3. Under tag kind, choose what type of tag you are creating
    1. General: Used for business purposes like lost and found, guest issues and extra items given. The #GuestIssue tag helps you monitor the life cycle of guest requests/complaints from problem resolution through to guest verification and beyond. TBD
    2. Room: Each room in your hotel.
    3. Equipment: Assets like your boiler, HVAC and more.
    4. Public Space Tag: Areas like the lobby, courtyard, parking lot, etc.
  4. Provide hint (tool tip) for tag usage
    • What information do you want your team to provide when they use this tag?
    • For example, with the #Lost&Found tag, you might want your team to tell you where the item was found, a description of the item
  5. Press the blue “create tag” button to add the tag
  6. If you would like the tag to appear in the lower left of the screen all the time as a shortcut and reminder, click “make favorite” in the top right of the screen after adding a tag
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How can I modify an existing tag?

Admins can modify tags

  1. Click on “Collaboration” on the top blue bar and then choose “All Tags”
  2. Click on the tag that you would like to edit
  3. Click on the pen and pencil next to the tag name on the top left of the screen
  4. Click the blue “Update Tag” button to save your changes
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Notes

What are notes?

Notes are like log entries, emails, or texts. You can use notes to:

  • Keep a record of something you have done
  • Document a conversation you have had with guests, other employees, vendors, etc.
  • Inform your co-workers in upcoming shifts and in other departments about things they should know
  • Attach a document, photo or video
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Who sees your notes if you don’t mention anyone?
  • If you are part of a department, your department will see every note and comment you write so that they are in the loop.
  • If you are a manager who is not part of a department and you do not mention anyone in your note, nobody will see the note - it will act as a log for your future reference.
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Tasks

What are tasks?

You can create tasks to make sure issues get resolved.

  • Assign tasks to individuals, departments, or everyone in a department and easily monitor progress
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How can I create a task?
  1. Click in the box that says “write a note or task” at the top of the page
  2. Press the “make this a task” button
  3. Choose a template task by clicking on “choose task” in the top right if this option is available
    • Template tasks have most or all of the information pre-filled - read the note in red that tells you what information to input
  4. Assign task to:
    • Choose one individual or department from the drop-down
    • The entire department will see the task, and any member of the department can complete the task
  5. Subject:
    • This is what will appear in the task list
    • Use something simple and descriptive
  6. Description
    • Here is where you can add more detail about the task
    • You can mention other individuals in the description if you would like them in the loop on the status of a task
  7. Start
    • If you don’t want the assignee to begin the task immediately, use this field to schedule a task in the future (Want to schedule recurring tasks? Use checklists)
    • If a task has a Start time, then an alert is sent around 5 minutes prior to the Start time
    • If you don’t put in a Start time, the task will begin immediately
  8. Due
    • Set a Due time to ensure that the task is completed on-time
    • If a task has Due time and it's not completed, then an alert is sent around 5 minutes past the Due time - the status also changes to overdue and shows up on management reports
  9. Create task for each member of the department
    • Check this box if you want every member of the department to complete it - for instance, if a department needs to sign new payroll forms
  10. Add file
    • Add pictures, PDF files, excel files, etc. to share more information about the task
  11. Add task
    • Click this button to add your task
    • This task will show up on your “Watching” task list and in the “To Do” list for the person/department responsible for the task
    • Alerts will be sent to the department creating the task, the department responsible for the task, and any teammates who are mentioned in the task when the task is initially created and if it is not completed on time
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