Overview

Traces are internal notes or delegated tasks that facilitate communication between departments. They can be assigned to specific users or departments, with or without a direct connection to a guest, company, travel agent, or reservation.

Purpose and Functionality

• Traces are used to delegate tasks or communicate internally across departments.

• Traces may include:

  • A due date or repeat frequency within a defined date range

  • An assigned department, an optional User, and Message Centre notification for the selected User

  • A completion status, which can be updated by users with the appropriate Security Profile access

To Do Chart Overview

The To Do Chart is a centralized tool for managing key operational items at the property. It provides visibility and control over:

• Traces

• Reservation Requirements

• Non-Reservation Requirements

• Packages

• Meal Plans

The chart allows filtering by:

• Task type (e.g., Traces, Requirements, etc.)

• Outstanding or completed status

Trace Templates

• Trace Templates can be used to streamline task creation by pre-filling standard details.

• Templates can be created for use with:

  • Areas

  • Companies

  • Travel Agents

  • Reservations

  • Guests

  • Groups

• Only templates associated with the selected Department will be available for selection during trace creation.

Requirements vs. Traces

• Requirements refer to extra items or services for guests (e.g., sundries) that can be added to a reservation.

• Traces are internal communication tools and not necessarily guest-facing.

Reporting

Use the Traces Report to monitor, filter, and review all traces across a specific date range, providing a comprehensive view of departmental task management.

Use

1. Navigate to Charts > To Do Chart.
2. Click Add.
3. Select Add Trace.

1. Choose the Department.
2. Select a Trace Template to auto-fill standard fields (Optional).
3. Enter a Description of the task (less than 50 characters).
4. Add a Long Description.
5. Set a Due Date or define a Date Range for the trace.
6. If using a date range, select the Repeat Frequency (e.g., daily, weekly).
7. Assign the trace to a specific User (Optional).
8. Check the Send to Message Centre box to notify the selected User (Optional).
9. Click Save/Exit.