Tasks
The Ventrata dashboard offers multiple ways to manage bookings, be it from the booking level or from the navigation tab, using one of the subsections under Bookings . In this article you will learn how to create and manage tasks, either associated with a booking or standalone tasks.
The below matrix specifies how different levels of users can utilise tasks.
It is also important to note that creating or updating tasks does not trigger email notifications. Therefore we recommend you dedicate a member of your staff to handle tasks regularly as needed.
On the booking detail, the order management section offers a host of actions, including the Add Task action. To create a task,
In the Ventrata dashboard, go to Bookings > Bookings.
Select an existing booking.
In the order management section, press the Add Task button.
Review the booking details at the top and the 'Subject'.
The subject line is pre-filled with the booking reference.
Select a date by which the task should be resolved.
Enter any instructions or additional information in the 'Body' field.
Select what action should be performed.
Press the Create Task button.
The task can be edited any time before it is resolved.
In the Ventrata dashboard, go to Bookings > Tasks.
Press the + New Task button.
Start typing the customer's name if the request is for an existing customer and select the name from the list. Or enter a new customer name.
Enter the subject line. This can be a brief descriptions of the task.
Select a date by which the task should be resolved.
Enter any instructions or additional information in the 'Body' field.
Select what action should be performed.
Press the Create Task button.
The task can be edited any time before it is resolved.
Once a task is created, it appears on the Tasks page and on the booking detail, when associated with a booking.
To resolve a 'New Booking task,
In the Ventrata dashboard, open a New Booking task from the Tasks page.
Press the Next Step button.
A new tab with the task details is displayed. No action is needed on this tab; you can review the task details and switch back to the original tab where the task was opened.
Switch back to the tab where the task was originally opened.
Make a new booking according to the instructions in the task using the booking form which replaced the task window.
The task is automatically resolved when you finish the booking flow.
If you made the booking outside the task flow, simply press the Mark as Resolved to resolve the task.
The task is automatically assigned to the new booking as 'Resolved'.
Tasks with these actions are generally associated with a booking that requires an update, cancelation or refund. To resolve the task,
In the Ventrata dashboard, open a task with either an 'Update', 'Cancel' or 'Refund' action from the Tasks page.
Press the VIEW BOOKING button in the booking summary.
Update the booking or make a refund according to the instructions in the task, or cancel the booking.
Go back to the task. This can be done from the booking associated with the task.
Press the Mark as Resolved button.
If a customer has a question, the agent may create a task flagged using the 'Question' action. The task may or may not be associated with a booking. Once it is confirmed that the customer's question has been answered, you may mark the task as resolved.
Use this flag if the task does not fit any of the other actions but an action is required. State the purpose of the task in the subject line and provide any additional information in the body. Once the task is completed based on the required criteria, mark the task as resolved.
With this flag you can choose to
return to a task later by updating it to the 'Ignore' action but keeping it in the unresolved state, or
close the task without further action by updating it to the 'Ignore' action and marking the task as resolved.
The below matrix specifies how different levels of users can utilise tasks.
It is also important to note that creating or updating tasks does not trigger email notifications. Therefore we recommend you dedicate a member of your staff to handle tasks regularly as needed.
| User Level | Create | See | Modify | Resolve | Email Notification |
|---|---|---|---|---|---|
| Backoffice User | ✅ | ✅ | ✅ | ✅ | ❌ |
| Admin | ✅ | ✅ | ✅ | ✅ | ❌ |
| Agent | ✅ | ✅ | ❌ | ❌ | ❌ |
Tasks Associated with a Booking
On the booking detail, the order management section offers a host of actions, including the Add Task action. To create a task,
In the Ventrata dashboard, go to Bookings > Bookings.
Select an existing booking.
In the order management section, press the Add Task button.
Review the booking details at the top and the 'Subject'.
The subject line is pre-filled with the booking reference.
Select a date by which the task should be resolved.
Enter any instructions or additional information in the 'Body' field.
Select what action should be performed.
| Action | Description |
|---|---|
| New Booking | not used in this scenario |
| Update Booking | update the booking as per instructions |
| Cancel Booking | cancel the booking based on the provided reason |
| Refund | perform a refund on the booking |
| Question | a customer posed a question provided in the task |
| Task | a new task is requested |
| Ignore | not used in this scenario |
Press the Create Task button.
The task can be edited any time before it is resolved.
Standalone Tasks
In the Ventrata dashboard, go to Bookings > Tasks.
Press the + New Task button.
Start typing the customer's name if the request is for an existing customer and select the name from the list. Or enter a new customer name.
Enter the subject line. This can be a brief descriptions of the task.
Select a date by which the task should be resolved.
Enter any instructions or additional information in the 'Body' field.
Select what action should be performed.
| Action | Description |
|---|---|
| New Booking | a new booking is requested |
| Update Booking | update a booking as per instructions; typically not a standalone task |
| Cancel Booking | cancel a booking based on the provided reason; typically not a standalone task |
| Refund | perform a refund on a booking, typically not a standalone task |
| Question | a customer posed a question provided in the task |
| Task | a new task is requested |
| Ignore | not used in this scenario |
Press the Create Task button.
The task can be edited any time before it is resolved.
Resolving Tasks
Once a task is created, it appears on the Tasks page and on the booking detail, when associated with a booking.
New Booking
To resolve a 'New Booking task,
In the Ventrata dashboard, open a New Booking task from the Tasks page.
Press the Next Step button.
A new tab with the task details is displayed. No action is needed on this tab; you can review the task details and switch back to the original tab where the task was opened.
Switch back to the tab where the task was originally opened.
Make a new booking according to the instructions in the task using the booking form which replaced the task window.
The task is automatically resolved when you finish the booking flow.
If you made the booking outside the task flow, simply press the Mark as Resolved to resolve the task.
The task is automatically assigned to the new booking as 'Resolved'.
Update, Cancel Booking or Refund
Tasks with these actions are generally associated with a booking that requires an update, cancelation or refund. To resolve the task,
In the Ventrata dashboard, open a task with either an 'Update', 'Cancel' or 'Refund' action from the Tasks page.
Press the VIEW BOOKING button in the booking summary.
Update the booking or make a refund according to the instructions in the task, or cancel the booking.
Go back to the task. This can be done from the booking associated with the task.
Press the Mark as Resolved button.
Question
If a customer has a question, the agent may create a task flagged using the 'Question' action. The task may or may not be associated with a booking. Once it is confirmed that the customer's question has been answered, you may mark the task as resolved.
Task
Use this flag if the task does not fit any of the other actions but an action is required. State the purpose of the task in the subject line and provide any additional information in the body. Once the task is completed based on the required criteria, mark the task as resolved.
Ignore
With this flag you can choose to
return to a task later by updating it to the 'Ignore' action but keeping it in the unresolved state, or
close the task without further action by updating it to the 'Ignore' action and marking the task as resolved.
NEXT: Booking Level
Updated on: 28/02/2024
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