Managing maintenance at your homes is not a one-size-fits-all solution. Some hosts simply want to create a list of recurring maintenance tasks and log them when complete, while other hosts want automated job scheduling and dispatch and most hosts find that their needs fall somewhere between the two.

Because of this diversity, there are 5 different ways for hosts to manage maintenance tasks, ranging from simplistic to comprehensive. Those levels include:

Method 1

Create a simple list of tasks in HostLogic (either recurring tasks or one time "To Do" tasks) which can be marked as "done" on ad-hoc basis so that work is tracked in the maintenance log for tracking purposes.

Method 2

Building upon Method 1, establish a recurring schedule for tasks (where the same schedule applies to all assigned houses) to receive email reminders when maintenance tasks need to be performed.

Method 3

Building upon Method 2 by assigning specific tasks to certain homes (for example: not every home has a spa, so spa-related maintenance would only apply to homes with spas), providing more granularity on reminders.

Method 4

Method 4 is similar to Method 3 but will allow hosts to create custom schedules for each maintenance tasks (on a home-by-home basis) because some homes may need a different frequency interval for the same task (ie - a home surrounded by trees may need raking and blowing more often than a home with fewer trees).

Method 5

Method 5 allows tasks to be assigned to users or groups of users so that they receive notifications of new maintenance jobs in the same way that the cleaners receive notifications of new turnovers (cleaners can be recipients of maintenance tasks if that suits your workflow). Users may accept jobs, transfer jobs, and be paid for completed jobs just like they are with turnovers.

None of these methods are strictly required or enforced within the system so you're free to mix and match features to find the right set of functionality to suit the needs of your property and team.

Link to this FAQ: https://hostlogic.app/faqs.php?slug=how-does-maintenance-management-work-within-hostlogic

Assigning a recurring task to a home turns the schedule into real maintenance jobs on the jobs list.

A background process runs regularly (like the turnover calendar sync) and creates jobs for due dates in a rolling window: about a couple of weeks in the past and a few weeks ahead.

For something like monthly “Replace hot tub filter,” you usually see one upcoming job per home in that window. Sometimes the window covers two monthly due dates (e.g. across a month boundary), so you might see two jobs in one pass—each for a specific due date, not the same day twice.

Re-runs should not create duplicate jobs for an occurrence the system already created.

Link to this FAQ: https://hostlogic.app/faqs.php?slug=how-does-automatic-job-scheduling-work-for-recurring-maintenance-tasks

No. Not all tasks benefit from being scheduled. Sometimes you may want a task that is tracked from a historical perspective in the maintenance log, but scheduling it is not necessary or impractical due to the on-demand/as-necessary nature of the task (ie - shovelling snow).

Link to this FAQ: https://hostlogic.app/faqs.php?slug=does-every-task-need-to-be-scheduled

To schedule recurring maintenance:

• Go to Maintenance → Task List
• Click "Add New Task"
• Check the "Active" checkbox
• Choose "Recurring" frequency (daily, weekly, monthly, etc.)
• Set the specific days and times
• Click "Submit"
• You now have a recurring task that is available to be assigned to specific homes so edit the task and assign the homes to put this task on the schedule
• Remember: Only "Active" tasks that are assigned to specific homes will be put on the schedule. This give administrators the chance to make seasonal tasks (such as mowing the lawn) active during part of the year then deactivate them until next season.
• Additionally, not all tasks benefit from being scheduled. Sometimes you may want a task that is tracked from a historical perspective in the maintenance log, but scheduling it is not necessary or impractical due to the on-demand/as-necessary nature of the task (ie - shovelling snow)

The system will automatically create new task instances based on your schedule.

Link to this FAQ: https://hostlogic.app/faqs.php?slug=how-do-i-schedule-recurring-maintenance-tasks

All maintenance activities are automatically tracked:

• View complete maintenance logs in Maintenance → Maintenance Log
• Additionally, you may view a filtered list of tasks by property or view all instances of a particular task when needed.

This helps you identify patterns and plan future maintenance more effectively.

Link to this FAQ: https://hostlogic.app/faqs.php?slug=how-do-i-track-maintenance-history-for-my-properties

For example, if air-filters should be changed every 12 months, but you complete this task 6 months early, will the next scheduled frequency be in 6 months or 12 months?

The system can accommodate this type of scenario if you check the "Completion Based" checkbox when defining or editing the task.

When checked, the task will be rescheduled based on the last date the task was performed to ensure that (using the example above) the system will remind you to clean the filters 12 months after they were last changed, instead of scheduling the task based on an arbitrary date that was never honored.

Link to this FAQ: https://hostlogic.app/faqs.php?slug=how-does-the-system-handle-tasks-that-are-completed-before-or-after-their-scheduled-due-date

The system will review the maintenance log for the most recent completion date for each task-home combination and use any identified completion dates as the anchor point for calculating next occurrences. If it finds none, the system will use the "Start Date" as the anchor point for scheduling future maintenance.

Link to this FAQ: https://hostlogic.app/faqs.php?slug=what-happens-when-you-change-a-scheduled-maintenance-task-from-completion-based-unchecked-to-checked