Lesson #7 How to Add a Job

Learn how easy it is to create a new job in Optii

Hello Optii User!

Welcome! In this lesson, we'll dive into how creating jobs in Optii is both quick and incredibly flexible. This functionality gives you full control over your operations while ensuring your team knows exactly what needs to be done.

You'll learn that the "Add Job" icon is always conveniently located in the top right corner of your screen, no matter which Optii module you're in. We'll show you just how simple it is to click on it whenever you need to create a new task!

Written Lesson

Adding or Creating Jobs in Optii

Optii makes creating new jobs incredibly quick and flexible, giving you full control over your hotel's operations while ensuring your team always knows exactly what needs to be done.

How to Create a Job:

1. Click "Add Job": You'll find the "Add Job" icon always in the top right corner of your screen, no matter which Optii module you're currently using. Just click it whenever you need to create a new task.

   

2. Choose Job Type: After clicking "Add Job," you'll first select whether it's a:

   • Guest Request: For anything related to a guest's needs.
   • Internal Job: For operational tasks like maintenance, housekeeping, or inspections.
   • Housekeeping: only available for housekeeping managers or senior hotel managers.
     

3. Enter Job Details: Now, you'll fill in the specifics:

   • Actions: Pick the best action word for the task (e.g., Clean, Repair, Deliver, Inspect).

     

   • Status: Set how urgent the job is, from Low to Highest. This helps your team prioritize. By default, Guest Request will automatically be saved as High, and Internal Jobs will be saved as Medium. You can also change any of these status to Highest, or Low if you need. 

     
     
     
     
     
     

   • Job Item & Location: Select what needs to be done and where. You can add multiple items if needed.

      

     Job Item

      

     

     Job Location

   • Date & Time: Set both a Start Date/Time and a Due Date/Time. This helps you manage jobs better and faster. Optii even suggests times based on similar jobs completed before!

     

   • Repeating Jobs: For regular tasks, you can set the job to automatically repeat daily, weekly, monthly, or yearly. This simplifies managing recurring work.

   
   
   

4. Assign the Job:

   • If your Job Item has already been configured to be assigned to a specific department and role, Optii will automatically display this information for you.

     However, if it's a new setup, you'll simply select the department and role yourself. The great part is, Optii will then auto-save this selection for that specific job item, so the next time you create a similar job, it will auto-populate for you, saving you time and ensuring consistency!

     

   • Optionally, you can also assign a specific Role and a Team Member. These assignments are clearly visible on the job card, so everyone knows who's responsible.

   💡 And here's an important note: if you've chosen to use Optii's auto-assignment feature, the system will automatically assign the job based on the team member currently on duty for that specific role and department. To learn more about setting up your schedule for auto-assignment, please click here.

5. Add More Information (Add-ons): You can enhance the job with:

   • Checklists: For step-by-step guidance.
   • Notes: To add extra instructions.
   • Attachments: Upload pictures, files, or even standard operating procedures (SOPs).
   • Tags: To categorize jobs for easy searching (e.g., "Lost & Found," "Guest Complaint").
   
   
   

6. Click Save: Once all details are in, simply click Save. Your job is now created and ready for your team to act on!