Tasks

Cleaning tasks

Tasks

The Tasks page is where you track your cleaning tasks and manually added work. Kalend automatically creates cleaning tasks based on guest arrivals at your listings — all you need to do is mark them when completed.

How Are Tasks Created?

Kalend has two types of tasks:

Automatic Cleaning Tasks

A cleaning task is automatically created on the check-out day of each reservation. The system handles this in three ways:

When a manual reservation is added: When you add a reservation from the Calendar or Timeline page, the cleaning task for the check-out day is created immediately.
After iCal synchronization: When automatic reservations arrive from platforms like Airbnb or Booking, the nightly automatic system creates cleaning tasks for these reservations.
Manual "Refresh Tasks" button: You can press this button at the top of the page to create missing tasks immediately.

Cleaning tasks are not created for blocked days (dates you closed on Airbnb or conflict blocks) — because those days are not guest stays.

Manual Tasks

Tasks you add yourself. For example "Garden cleaning", "AC maintenance", or "Get a new key made". You add these tasks with the "New Task" button.

Automatic Assignment Logic

When a cleaning task for a listing is created, Kalend selects a member from the Housekeeping team you assigned to that listing:

The member in position 1 is checked
If that member has reached their maximum capacity that day (Maximum Daily Cleanings limit), the system moves to position 2
If no suitable member is found, the task is created as unassigned

Unassigned tasks appear on the page with an amber (orange) highlight — labeled "Unassigned". You can assign them manually (only manual tasks have an edit option).

If you haven't assigned any Housekeeping team to a listing, all tasks are created as unassigned.

Page Overview

Top Actions

Filter Buttons — All / Today / Tomorrow / This Week (for time filtering)
New Task — To add a manual task
Refresh Tasks — Immediately creates missing automatic tasks and refreshes dates/urgencies

Two Sections

The page consists of two main sections:

Pending Tasks — Those not yet completed (count is shown)
Completed Tasks — Those that are completed (semi-transparent, strikethrough)

The Completed Tasks section is collapsed by default — you can expand it by clicking the header. This way the main list stays clean and past tasks don't distract you. The section collapses again when the page is reloaded.

Sorting

Pending tasks are sorted first by date (earliest at top), then by urgency for the same date. Completed tasks are sorted with the most recently completed at top.

Task Cards

For each pending task, the card shows:

Round check button at the left — Single-click marks the task as completed
Title — Listing name + task type (Cleaning or your manual title)
Badges — Urgency, Manual, Has comments (if any)
Date — "Today", "Tomorrow", or date (e.g., "May 3")
Assignee — Bondi-green name or "Unassigned" (amber)
Host name
Reservation info — Guest count and night count (for automatic tasks)

Urgency Badges

On automatic cleaning tasks, colored badges appear based on the next guest arrival:

Badge	Meaning
Check-in Same Day (red)	Same-day check-out + check-in — urgent cleaning
Check-in 1 day later (orange)	New guest arriving tomorrow
Check-in 2 days later (blue)	New guest arriving in 2 days
Check-in 3 days later (blue)	New guest arriving in 3 days
Open for reservation (orange)	Reservation 4 or more days away

On manual tasks, a purple "Manual" badge appears.

Completing a Task

To complete a task, click the round check button at its left. The task moves immediately to the Completed Tasks section, and information about who completed it is recorded.

If you completed it by mistake, you can use the "Undo" button in the Completed Tasks section.

Comments

You can add comments to tasks. These comments are a good way for the Housekeeping team and the host to communicate.

"AC isn't working, please check" — Host note
"Key was lost, got a new one made" — Housekeeping team note
"Guest left early, you can start now" — Co-host

To access comments, click the "Comments (N)" button below the card. Type your comment and send with Enter or the "Add" button.

Task comments and reservation comments are shown together — all notes for the same reservation are collected in one place.

Adding a Manual Task

Click the "New Task" button to add a manual task. In the dialog:

Task Description (required) — What will be done (e.g., "Mow the garden lawn")
Due Date — The day the task should be completed
Assignee (optional) — One of the team members
Related Listing (optional) — Which listing it's related to

Manual tasks are shown with a purple "Manual" badge. Who can edit and delete a manual task depends on the permission rules in the Editing and Deleting Tasks section below.

Editing and Deleting Tasks

Only manual tasks can be edited or deleted:

Editing — Click the pencil icon. Description, date, assignee, and listing can be changed.
Deleting — Click the trash icon. A confirmation dialog opens.

Permission rule:

A manual task linked to a listing ("Related Listing" selected) can be edited and deleted by that listing's host.
A manual task with no listing ("Related Listing" not selected) is only seen, edited, and deleted by the host who created it — no one else can see this task.
Other users can only interact with manual tasks assigned to them.

Automatic cleaning tasks cannot be edited. These come from reservation data — to change them, you need to edit the reservation itself.

Who Sees Which Tasks?

Task visibility on the Tasks page changes by role:

Host — Sees tasks for all their listings. Manual tasks with no listing (Related Listing not selected) appear only in the list of the host who created them — no other host can see them.
Co-host — Sees tasks for assigned listings + manual tasks assigned to them
Housekeeping team — Only sees tasks assigned to them

No extra permission is required for the Tasks page — anyone can open it. But what they see on the page depends on their role and listing assignments.

For all details on the permission system, see the Team page.

Connection to Other Pages

On the Overview page, the "Upcoming Tasks" section shows the next 5 tasks as a summary. The "See all →" link directs you to this page.
When you add a manual reservation from the Calendar or Timeline page, the cleaning task appears on this page immediately.

Frequently Confused Topics

"I'm not seeing all tasks"

If you are a Co-host or Housekeeping team member, you only see tasks for listings assigned to you. You cannot see tasks for unassigned listings. The Host can check your assignment status.

"Task wasn't created"

Check two things:

Has the relevant reservation's check-out date actually passed?
Did you press the "Refresh Tasks" button? This creates missing tasks immediately.

"My task remained unassigned"

If you haven't assigned a Housekeeping team to the listing, all tasks are created as unassigned. Assign a Housekeeping team to the relevant listing from the Listings page. After assignment, new tasks are auto-assigned; you can manually update old unassigned tasks (an Edit modal exists only for manual tasks; there is no UI for changing the assignee on automatic cleaning tasks).

"My Housekeeping team member is in position 1 but the task was assigned to someone else"

The member in position 1 may have reached the Maximum Daily Cleanings limit that day. In this case, the system automatically assigns it to the next person in line.

Tips

Open the page every day and check daily tasks with the "Today" filter.
You usually don't want to see unassigned (amber) tasks — they mean either listing assignment is missing or the Housekeeping team is at full capacity.
Use task comments actively — they're a fast way to communicate with your Housekeeping team.
If a task becomes unnecessary (e.g., the guest cancelled but the reservation hasn't been deleted yet), fix the reservation first; the task will be corrected too.
You can use the "Refresh Tasks" button when adding a new iCal or saving multiple reservations.

For your questions: info@getkalend.app