Overview

Once a checklist run is created -- either manually, through a reservation event, or on a recurring schedule -- you assign it to a team member and they work through each section and its steps. ArrivHQ records who completed each step and when, creating a timestamped log of property management activity.

How it works

Property assignments

Before runs can be created for a property, the checklist must be assigned to that property. Property assignments are managed on the checklist detail page's Overview tab (see Checklist Detail Page).

Each property assignment includes:

  • Due offset -- how many hours after the trigger the run is due
  • Default assignee -- a specific team member or a role (owner, admin, manager, cleaner, member)
  • Auto-create -- whether runs are generated automatically when the trigger fires

You can assign the same checklist to multiple properties, each with its own settings.

Assigning a run

When a checklist run is created, you can assign it to a specific team member. There are three ways to set the assignee:

  1. At creation time -- when manually creating a run, select an assignee from the dropdown.
  2. Through property assignment defaults -- the property assignment can specify a default assignee by user or role. Automatically created runs inherit this default.
  3. Reassignment -- you can change the assignee on any active run. ArrivHQ records who reassigned the run and when, preserving the audit trail.

Completing steps

Team members complete a checklist run by working through each section and its steps:

  1. Open the checklist run from the property's Checklists section in the Properties sidebar, or from a reservation detail view.
  2. Steps are displayed under section headers, grouping related work together. For example, you might see Kitchen, Bathrooms, and Outdoor Areas as separate sections.
  3. For each step, provide the required input based on the step type (check a box, enter text, upload a photo, enter a number, etc.).
  4. Mark the step as completed. ArrivHQ records your name and a timestamp.
  5. Optional steps can be skipped -- required steps cannot.
  6. Work through each section. The section header shows completion progress for that section.
  7. When all required steps across all sections are completed, the run status changes to completed automatically.

The run tracks a completion percentage based on required steps across all sections. If a run has ten required steps spread across three sections and seven are done, the completion is 70%.

Host e-sign (agreement steps)

Agreement steps create legally binding acknowledgments. When a team member completes an agreement step, ArrivHQ records:

  • The team member's full name as entered at acknowledgment time
  • A content hash of the agreement text, ensuring the exact version they agreed to is preserved
  • The team member's IP address at the time of signing

These records are stored as host_acknowledgments and provide a verifiable record that the team member read and agreed to the specified content. This is useful for safety protocols, liability waivers, policy acknowledgments, or any situation where you need documented agreement from your team.

Run statuses

A checklist run moves through these statuses:

  • Pending -- created but no steps have been started.
  • In progress -- at least one step has been completed or skipped.
  • Completed -- all required steps across all sections are done.
  • Overdue -- the due date has passed and required steps remain incomplete. The background worker checks for overdue runs every five minutes.
  • Cancelled -- manually cancelled by a team member. Cancelled runs cannot be reopened.

Requesting a redo

If a completed step needs to be revisited, you can request a redo. This resets the step to pending and, if the run was already marked as completed, moves it back to in-progress. The redo action is audit-logged.

Notifications

When a team member completes a step or finishes a run, ArrivHQ sends in-app notifications to property managers, owners, and admins (excluding the person who performed the action). This keeps the team aware of progress without requiring manual check-ins.

Limits and requirements

  • Any team member with access to the property can complete steps on a run assigned to that property.
  • Only active runs (pending, in progress, or overdue) can have steps updated. Completed and cancelled runs are read-only.
  • Required steps cannot be skipped.
  • Reassignment is tracked with the previous assignee, new assignee, and timestamp.
  • Cancelling a run is permanent and records who cancelled it and their IP address.
  • Agreement step acknowledgments record the signer's name, content hash, and IP address.
  • An active paid subscription is required to update checklist runs.

FAQ

Can I reassign a run that is already in progress? Yes. You can reassign at any time before the run is completed or cancelled. The reassignment is logged with the previous assignee and a timestamp.

Who can cancel a checklist run? Any team member with access to the property and an active subscription can cancel a run. Only runs in pending, in-progress, or overdue status can be cancelled.

What happens if a run becomes overdue? The run status changes to overdue, but it remains open. Team members can still complete steps. The overdue status is preserved even after steps are completed, until all required steps are done, at which point the run moves to completed.

Are agreement step acknowledgments legally binding? Agreement steps capture the signer's name, the exact content they agreed to (via content hash), and their IP address. This creates a verifiable record of acknowledgment. Consult your legal advisor for guidance on enforceability in your jurisdiction.

Are completion timestamps stored in my timezone? Timestamps are stored in UTC. The web dashboard converts them to your configured timezone for display.