At the end of this article you will be able to: 

  • Understand all of our Staff Collaboration features
  • How to use automated checklists for recurring tasks on a schedule 
  • Know how to use all types of task assignments and pull reports on compliance

Notes & Tasks

First, we want to introduce you to notes. Within HelloShift, you can interact with individuals, departments or all staff at once using the notes section. Here you can tag teams, individuals, assets, rooms and all tags you’ve created within the system.

We always recommend tagging (using the @ sign) to mention teams or people related to the post, while also leveraging tags for assets,public spaces, room numbers and anything else that has a tag registered in the system. (i.e #boiler, #105, #pool, #lobby)

If you use mentions, your team will be properly notified when it’s a notice that involves them. If you use tags, you’ll then be able to see all notes where tag has been used inside the tag profile. 

Whatever you type into the text box can be set as a note:

Or as a task: 

There is a lot to love about tasks: 

  • You can assign them to an individual, a department or to everyone! 
  • You can set a start and end time to serve as a reminder
  • You can add context by attaching a file: photo, documents, etc 
  • Tasks appear for everyone on the right side of their Feed to keep things top of mind

Once you post one, it will look just like this: 

Tasks can be marked as done, you can also add subtasks, comments or files that relate to the request. On the right side of the wall everyone can see their new and upcoming tasks, as well as their overdue ones. 

Staff > Checklists/Inspections

We love checklists, they take the pain out of assigning recurring tasks. For example, if you do Room Preventative Maintenance, wouldn’t it be nice to have the work assign itself on schedule? 

That is exactly what our checklists do. With them, you can create a series of individual taks neatly packed into a box. In this section, you can create new checklists and edit/delete existing ones. 

Creating your first checklist is simple, once you click to create your new checklist you’ll be able to give it a name and stat adding tasks. You can even go a step further and add details or descriptions underneath each task to provide context.

Once you are done setting up your tasks within your checklist, you are ready to automate it’s scheduling. When you tick the automatically schedule checkbox a new set of options will populate:

In this new section you can:

  • Assign the checklist to a department or individual
  • Define how much time the assignee will have to complete the assigned checkli
  • Select the time in which the checklist will populate
  • Set the day in which the checklist will begin assigning itself
  • Set day in which the checklist will stop auto populating
  • Add the frequency and schedule that the checklist will follow (i.e. daily, weekly, quarterly)

Checklists on an automatic schedule will produce reports on completion, you can view them by clicking on your checklist’s name. You can also download these reports in an Excel format!

Task Dashboard & Reporting

Staff >Task Dashboard

In this section, you’ll see a birds eye view of all departments, people and tags. The colors you see help you focus your attention on where it’s needed.

Red: Overdue Tasks

Blue: Upcoming Tasks

You can click on any of the assets in the dashboard to open the asset profile and see exactly which tasks or checklists are overdue. The task dashboard is a great way to get a summary on how task assignments are moving along.

Staff >All Tasks

On our All Tasks view has a helpful layout for filtering tasks!

You can filter tasks in the following ways:

  • View tasks assigned to specific departments or people
  • View tasks according to their status: Incomplete, Overdue, Completed, Late and Ontime
  • View tasks assigned across a specific period of time: Last 7 days, Last Week, Custom, etc.

Staff > Event Calendar

On our staff section, you can find your Event Calendar. Here you can add events, staff notices, staff meetings and any date-specific happenings that you’d like your staff to be informed of.

You can view all events already set in our handy calendar, you can even comment on them as you please.

Now, when you add a new event you get the following options:

  • Select who should be aware of the event: all staff, a specific department or person
  • Associate a Tag or location for the event
  • Add the event subject or tittle
  • Include a description
  • Set a start/end time
  • Define a schedule for recurring events (optional)

Tags & Assets

Tags are a uniquely useful feature on HelloShift. When you add tags to posts, comments & tasks you are categorizing all communication so you can review or reference it later.

Tags types can be:

  • Rooms
  • Public Spaces
  • Equipment
  • Custom: literally anything!

Adding tags is simple, you can start by clicking the Add button at the top right corner, next to your name!

You can select a type based on the nature of your tag. If it’s not a room, equipment or public spaces then it’s considered a custom tag.

Custom tags are very useful, for example you can add the “#Complaint” tag to category any comment or task related to a guest’s issue. That way, when you click on #Complaint, you will be able to see the tag’s profile and see every single post in which the tag has been used!

There are two simple ways to view all your created tags, here’s a quick video on how to access them:

Tags are important for everyone to use, they help keep information where it needs to be for easy access down the line!

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At the end of this article you will be able to: 

  • Understand all of our Staff Collaboration features
  • How to use automated checklists for recurring tasks on a schedule 
  • Know how to use all types of task assignments and pull reports on compliance

Notes & Tasks

First, we want to introduce you to notes. Within HelloShift, you can interact with individuals, departments or all staff at once using the notes section. Here you can tag teams, individuals, assets, rooms and all tags you’ve created within the system.

We always recommend tagging (using the @ sign) to mention teams or people related to the post, while also leveraging tags for assets,public spaces, room numbers and anything else that has a tag registered in the system. (i.e #boiler, #105, #pool, #lobby)

If you use mentions, your team will be properly notified when it’s a notice that involves them. If you use tags, you’ll then be able to see all notes where tag has been used inside the tag profile. 

Whatever you type into the text box can be set as a note:

Or as a task: 

There is a lot to love about tasks: 

  • You can assign them to an individual, a department or to everyone! 
  • You can set a start and end time to serve as a reminder
  • You can add context by attaching a file: photo, documents, etc 
  • Tasks appear for everyone on the right side of their Feed to keep things top of mind

Once you post one, it will look just like this: 

Tasks can be marked as done, you can also add subtasks, comments or files that relate to the request. On the right side of the wall everyone can see their new and upcoming tasks, as well as their overdue ones. 

Staff > Checklists/Inspections

We love checklists, they take the pain out of assigning recurring tasks. For example, if you do Room Preventative Maintenance, wouldn’t it be nice to have the work assign itself on schedule? 

That is exactly what our checklists do. With them, you can create a series of individual taks neatly packed into a box. In this section, you can create new checklists and edit/delete existing ones. 

Creating your first checklist is simple, once you click to create your new checklist you’ll be able to give it a name and stat adding tasks. You can even go a step further and add details or descriptions underneath each task to provide context.

Once you are done setting up your tasks within your checklist, you are ready to automate it’s scheduling. When you tick the automatically schedule checkbox a new set of options will populate:

In this new section you can:

  • Assign the checklist to a department or individual
  • Define how much time the assignee will have to complete the assigned checkli
  • Select the time in which the checklist will populate
  • Set the day in which the checklist will begin assigning itself
  • Set day in which the checklist will stop auto populating
  • Add the frequency and schedule that the checklist will follow (i.e. daily, weekly, quarterly)

Checklists on an automatic schedule will produce reports on completion, you can view them by clicking on your checklist’s name. You can also download these reports in an Excel format!

Task Dashboard & Reporting

Staff >Task Dashboard

In this section, you’ll see a birds eye view of all departments, people and tags. The colors you see help you focus your attention on where it’s needed.

Red: Overdue Tasks

Blue: Upcoming Tasks

You can click on any of the assets in the dashboard to open the asset profile and see exactly which tasks or checklists are overdue. The task dashboard is a great way to get a summary on how task assignments are moving along.

Staff >All Tasks

On our All Tasks view has a helpful layout for filtering tasks!

You can filter tasks in the following ways:

  • View tasks assigned to specific departments or people
  • View tasks according to their status: Incomplete, Overdue, Completed, Late and Ontime
  • View tasks assigned across a specific period of time: Last 7 days, Last Week, Custom, etc.

Staff > Event Calendar

On our staff section, you can find your Event Calendar. Here you can add events, staff notices, staff meetings and any date-specific happenings that you’d like your staff to be informed of.

You can view all events already set in our handy calendar, you can even comment on them as you please.

Now, when you add a new event you get the following options:

  • Select who should be aware of the event: all staff, a specific department or person
  • Associate a Tag or location for the event
  • Add the event subject or tittle
  • Include a description
  • Set a start/end time
  • Define a schedule for recurring events (optional)

Tags & Assets

Tags are a uniquely useful feature on HelloShift. When you add tags to posts, comments & tasks you are categorizing all communication so you can review or reference it later.

Tags types can be:

  • Rooms
  • Public Spaces
  • Equipment
  • Custom: literally anything!

Adding tags is simple, you can start by clicking the Add button at the top right corner, next to your name!

You can select a type based on the nature of your tag. If it’s not a room, equipment or public spaces then it’s considered a custom tag.

Custom tags are very useful, for example you can add the “#Complaint” tag to category any comment or task related to a guest’s issue. That way, when you click on #Complaint, you will be able to see the tag’s profile and see every single post in which the tag has been used!

There are two simple ways to view all your created tags, here’s a quick video on how to access them:

Tags are important for everyone to use, they help keep information where it needs to be for easy access down the line!