Overview

Once a checklist run is created -- either manually or through automation -- you assign it to a team member and they work through each step. Valzotra records who completed each step and when, creating a timestamped log of property management activity.

How it works

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 default configuration -- property checklist configurations can specify a default assignee by user or by role (owner, admin, manager, cleaner, member). Automatically created runs inherit this default.
  3. Reassignment -- you can change the assignee on any active run. Valzotra records who reassigned the run and when, preserving the audit trail.

Completing steps

Team members complete a checklist run by working through each step:

  1. Open the checklist run from the Checklists page or from a reservation detail view.
  2. For each step, provide the required input based on the step type (check a box, enter text, upload a photo, etc.).
  3. Mark the step as completed. Valzotra records your name and a timestamp.
  4. Optional steps can be skipped -- required steps cannot.
  5. When all required steps are completed, the run status changes to completed automatically.

The run tracks a completion percentage based on required steps. If a run has five required steps and three are done, the completion is 60%.

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