Overview

Checklists can be triggered automatically instead of created manually each time. The trigger type is set directly on the checklist -- no separate schedules page needed.

ArrivHQ supports three trigger types:

  • Manual -- you create runs on demand.
  • Reservation event -- a run is auto-created when a reservation event occurs.
  • Recurring -- runs are created on a fixed schedule regardless of reservations.

Reservation event triggers

For checklists that should run with guest stays:

  1. When creating or editing a checklist, set Trigger type to Reservation event.
  2. Choose the Trigger event: check-in, check-out, turnover, or reservation created.
  3. Assign the checklist to one or more properties on the Overview tab.

When a matching event occurs on an assigned property, ArrivHQ creates a checklist run automatically within two minutes. The run is linked to the reservation and assigned to the default assignee configured on the property assignment.

Recurring schedules

For periodic maintenance, inspections, or any work on a fixed cycle:

  1. Set Trigger type to Recurring.
  2. Choose the Frequency: weekly, monthly, quarterly, or annually.
  3. Set the Day: day of week (for weekly) or day of month (for monthly/quarterly/annually).
  4. Set the Time of day: when the run should be created each cycle.
  5. Optionally set a Start date -- leave blank to start immediately.
  6. Assign the checklist to properties. Each property gets its own independent schedule.

The background worker creates runs on each scheduled cycle and advances the next run date automatically. Each property assignment tracks its own schedule independently, so the same checklist assigned to three properties creates three separate runs on schedule.

How assignment works

Trigger configuration lives on the checklist itself. Schedule state (next run date, last run date) lives on each property assignment. This means:

  • One checklist, one trigger rule, multiple properties -- each property runs on its own cycle.
  • Changing the trigger type or frequency on the checklist affects all assigned properties going forward.
  • Removing a property assignment stops future runs for that property only.

Limits & requirements

  • Only owners and admins can configure triggers and schedules.
  • Recurring frequencies: weekly, monthly, quarterly, annually.
  • Reservation events: check-in, check-out, turnover, reservation created.
  • Each checklist can only be assigned once per property.
  • The background worker checks for scheduled runs every 15 minutes.
  • An active paid subscription is required.

FAQ

What happens if I change the trigger type on an existing checklist? Only future runs are affected. Existing runs continue as-is. If you switch from recurring to manual, no more automatic runs are created.

Can I assign different team members for different properties? Yes. Each property assignment has its own default assignee setting. You can assign by specific user or by role (owner, admin, manager, cleaner).

What does the start date do for recurring schedules? It sets when the first run is created. If left blank, the schedule starts immediately. After the first run, ArrivHQ advances the next run date by the frequency interval automatically.