Automate Cleaning & Maintenance Tasks for Your Rentals

It's 11am on a Saturday in July. Three guests checked out this morning, two are arriving at 3pm, and your cleaner just called - she didn't know about the third apartment. You've been managing cleaning schedules via WhatsApp group messages. Today, that system broke.

Xentra's Task Management module eliminates this chaos by automatically generating tasks from bookings and giving your team a clear, visual system to see what needs to happen and when.

How Task Automation Works

Tasks can be created manually or triggered automatically. The most powerful feature: auto-trigger on checkout. When a guest checks out, Xentra creates a cleaning task for that unit with the correct date and assigned team member - no manual intervention needed.

Configuration Example

In Task Settings, you define rules like: "Create a cleaning task 2 hours after every check-out, assign to Maria, set priority to high." Rules can be per-unit (different cleaners for different properties) or portfolio-wide.

Three Ways to View Your Tasks

Cleaning Calendar

A visual timeline showing all units with cleaning tasks mapped to check-out dates. Color-coded by status: green (done), yellow (pending), red (overdue). Click any task to see details and mark complete.

Kanban Board

Drag tasks between columns: Today, Overdue, All, and Done. Each task card shows unit name, type, assignee, and due time. Perfect for morning team briefings - open the board and everyone sees what they need to do.

Task List

A filterable table with all tasks, sortable by unit, assignee, due date, priority, and status. Best for administrative overview and reporting.

Real-Life Example: The 15-Unit Summer Operation

You manage 15 apartments in Mallorca with 3 cleaners and 1 maintenance person. Here's how it works with Xentra:

Auto-tasks create cleaning jobs 2 hours after each checkout
Each apartment is pre-assigned to a specific cleaner based on location
Cleaners log in with their sub-accounts, see only their assigned tasks, and mark completion with a verification photo
You check the Kanban board at 9am - all pending cleanings are visible, overdue items are flagged red
When the maintenance person fixes the leaky faucet in Unit 8, they upload a photo and you close the task

Sub-Accounts for Your Team

Create sub-accounts for cleaning staff and maintenance teams with restricted roles. They see only their assigned tasks - task details, completion buttons, and photo upload. No access to bookings, revenue, or guest personal data. This protects sensitive information while giving your team exactly what they need.

Track Costs Per Task

Assign a cost to each task (e.g., €45 for cleaning). These costs automatically appear in your P&L reports, giving you accurate per-property operating expenses. You'll know exactly how much each property costs to operate.

Key Benefits

Never forget a turnover cleaning - tasks auto-generate from bookings
Visual cleaning calendar eliminates group-chat confusion
Sub-accounts protect guest data while empowering your team
Photo verification provides proof of cleaning quality
Cost tracking reveals true operational expenses per property

"Automated task scheduling means your unit is always cleaned and prepared before guests arrive. Photo-verified cleaning ensures quality doesn't slip."

Ready to put your operations on autopilot? Start your free Xentra trial and automate your first cleaning workflow in minutes.