Keep your operations running smoothly
Every vacation rental needs cleaning between guests, regular maintenance, and occasional inspections. Trellis helps you schedule all of this, assign work to the right people, and track completion — so nothing gets missed.Types of tasks
Trellis organizes your work into three departments, making it easy to see what needs to happen and who is responsible:Cleaning
Turnovers between guests, deep cleans, and routine housekeeping. The most common task type for most property managers.
Maintenance
Repairs, replacements, and fix-it jobs. From a dripping faucet to a broken air conditioner.
Inspection
Quality checks before and after guest stays, periodic property audits, and compliance reviews.
Task lifecycle
Every task moves through a clear workflow so you always know where things stand:Open
A new task has been created — either manually, by the AI, or by an automation. It has not been scheduled or assigned yet.
Scheduled
The task has a date and an assigned team member or vendor. It is on the calendar and ready to go.
In Progress
Your team member has started working on the task. They can update progress, complete checklist items, and upload photos.
For tasks that require manager approval (like expensive repairs), Trellis adds a review step. The assigned team member submits their work, and a manager approves or requests changes before it is finalized.
Smart visit grouping
When a team member has multiple tasks at the same property on the same day, Trellis automatically groups them into a visit — a single trip to the property. This means:- Your cleaner sees “Visit: Oceanview Villa — 3 tasks” instead of three separate entries
- Travel time and logistics are minimized
- You get a clear picture of how much work each property requires
Assigning work
To team members
Assign tasks to anyone in your workspace. Team members see their assigned tasks in their personal task view, making it easy to plan their day.To vendors and contractors
Working with external cleaning crews or maintenance companies? Add them as vendor organizations in Trellis and assign tasks directly to them. They can update task status and upload completion photos.Checklists
Attach checklists to your tasks to make sure nothing gets overlooked. Checklists are especially valuable for cleaning turnovers and inspections.Create a checklist
Add checklist items to any task — or create reusable templates for common task types like “Standard Turnover” or “Deep Clean.”
Workers complete items on-site
As your team works through the task, they check off each item. They can also upload photos as proof of completion.
Creating tasks
There are several ways to create tasks in Trellis:Manually
Manually
Click New Task from the Tasks page or from any property detail view. Fill in the details, assign it, and set a due date.
Automatically via automations
Automatically via automations
Set up automations that create tasks based on events — for example, automatically create a cleaning task when a guest checks out, or a maintenance task when a guest reports an issue.
From the AI agent
From the AI agent
When a guest reports a problem in a message, the AI agent can create a maintenance task automatically and assign it to the right team member.
From your PMS
From your PMS
If you use a field operations platform like Breezeway, tasks sync bidirectionally. Create a task in either system and it appears in both.
Task templates
Save time by creating templates for your most common tasks. A template pre-fills the title, description, department, estimated duration, checklist, and default assignee — so creating a new task takes just a few clicks. Popular templates:| Template | Department | Typical use |
|---|---|---|
| Standard Turnover | Cleaning | Guest checkout cleaning with standard checklist |
| Deep Clean | Cleaning | Quarterly or seasonal deep cleaning |
| Pre-Arrival Check | Inspection | Quick walkthrough before guest arrives |
| HVAC Filter Change | Maintenance | Scheduled seasonal maintenance |
| Post-Stay Inspection | Inspection | Detailed review after guest checkout |
Calendar view
Switch to the calendar view to see all your tasks laid out by date. This is especially useful for:- Planning your team’s week
- Spotting scheduling conflicts
- Making sure every checkout has a cleaning task assigned
- Balancing workload across your team
Keeping your PMS in sync
If you use a field operations platform like Breezeway, your tasks stay in sync automatically:- Tasks created in Trellis appear in your operations platform
- Tasks updated in your operations platform are reflected in Trellis
- Status changes, assignments, and completions sync in both directions
You do not need to update tasks in two places. Make changes wherever is most convenient — Trellis keeps everything in sync.
Tips for effective task management
Automate turnover tasks
Set up an automation to create a cleaning task every time a guest checks out. Never miss a turnover again.
Use checklist templates
Consistent checklists mean consistent quality. Create templates for each task type and apply them everywhere.
Review the calendar weekly
Spend a few minutes each week looking at the calendar view. Catch scheduling gaps, overloaded days, and unassigned tasks before they become problems.
Enable photo uploads
Require your team to upload photos for key checklist items. Visual proof saves time on quality checks and resolves disputes faster.