Overview

Recurring checklists let you schedule automatic creation of checklist runs on a regular cadence. Instead of manually creating a run each time, you set a schedule and Valzotra generates runs for you. This is useful for periodic maintenance, inspections, or any routine task that happens on a predictable cycle.

Valzotra also supports event-based automation through property checklist configurations, where runs are created automatically when a reservation event occurs (check-in, check-out, turnover). This article covers both approaches.

How it works

Event-based automation (per-stay)

For checklists that should run with every guest stay:

  1. Open a property and go to its Checklist Config tab.
  2. Click Add Configuration and select a checklist.
  3. Choose a trigger event: reservation created, check-in, check-out, turnover, or manual.
  4. Set a due offset in hours -- how long after the trigger the run should be due.
  5. Optionally assign a default assignee by user or role (owner, admin, manager, cleaner, member).
  6. Enable auto-create to have runs generated automatically when the trigger fires.

When a matching reservation event occurs, the background worker creates a checklist run for that property and reservation within two minutes.

Time-based schedules

For checklists that run on a fixed calendar cycle regardless of reservations:

  1. Navigate to Checklist Schedules and click New Schedule.
  2. Select a property and a checklist.
  3. Choose a schedule type: weekly, monthly, quarterly, or annual.
  4. Set the next run date -- the first date a run should be created.
  5. Optionally assign a default team member or role.
  6. Save the schedule.

The system creates a run on each scheduled date and automatically advances the next run date based on the schedule type. You can pause and resume schedules at any time.

Editing schedules

  • Changing a schedule's frequency or next run date only affects future runs. Past runs are not modified.
  • Pausing a schedule stops future run creation. Resuming it recalculates the next run date from the current date.
  • You can delete a schedule only if it has never generated any runs. If it has, pause it instead.

Limits & requirements

  • Only owners and admins can create, edit, or delete schedules and property checklist configurations.
  • Schedule types are limited to: weekly, monthly, quarterly, and annual.
  • Event triggers are limited to: reservation created, check-in, check-out, turnover, and manual.
  • Each checklist can only be configured once per property (duplicate configurations are prevented).
  • The background worker checks for new runs every one to two minutes.
  • An active paid subscription is required.

FAQ

What happens if I edit a checklist that has recurring runs? Changes to the checklist definition (adding or removing steps, renaming) only apply to future runs. Runs that have already been created use the steps that existed at the time of creation.

Can I assign different team members for different properties? Yes. Each property checklist configuration has its own default assignee setting. You can assign by specific user or by role.

What does "due offset" mean? The due offset is the number of hours after the trigger event when the checklist run becomes due. For example, a turnover checklist with a 4-hour due offset triggered at check-out time would be due four hours after the guest leaves.

Can I have both event-based and time-based schedules for the same checklist? Yes. A checklist can have per-stay configurations on some properties and a time-based schedule on others, or even both on the same property for different purposes.