Organizing Notes & Tasks

Keep important information visible and accessible with HelloShift's pinning and starring features. Pin critical notes for your entire team to see, or star items for your personal reference.

Overview

HelloShift offers two ways to highlight important notes and tasks:

Pinning Notes & Tasks

Pinning keeps important information at the top of a feed so your team never misses it. Pinned items appear first on page 1 with a distinctive blue highlight.

When to Pin

• Shift change instructions for Front Desk

• Late checkout list for Housekeeping

• Policy updates everyone needs to see

• Daily priorities or urgent announcements

• Room-specific alerts (e.g., "VIP arriving in #204")

How to Pin a Note

1. Navigate to a department wall (Front Desk, Housekeeping, etc.) or a room/tag page

2. Find the note or task you want to pin

3. Click the dropdown menu (...) on the note

4. Select Pin from the menu

5. The page refreshes and the note appears at the top with blue highlighting

How to Unpin a Note

1. Find the pinned note at the top of the feed

2. Click the dropdown menu (...) on the pinned note

3. Select Unpin from the menu

4. The page refreshes and the note returns to its chronological position

Visual Indicators

Pinned notes are easy to identify:

• Blue border around the entire note

• Subtle blue background tint

• Pin icon in the dropdown menu shows current state

• Always positioned at the top of page 1

Where You Can Pin

Pins work on:

• Department Walls - Pin announcements for Front Desk, Housekeeping, Maintenance, etc.

• Room Pages - Pin maintenance alerts or special instructions for specific rooms

• Tag Pages - Pin notes on equipment or custom tag pages

Pin Rules

Starring Notes & Tasks

Starring lets you bookmark notes and tasks for your personal reference. Starred items appear in your My Starred list for quick access.

When to Star

• Tasks you need to follow up on later

• Notes with information you reference frequently

• Messages you want to find quickly

• Items that need your attention but aren't urgent right now

How to Star a Note

1. Find any note or task in your feed

2. Click the dropdown menu (...) on the item

3. Select Star from the menu

4. The star icon fills in to indicate it's bookmarked

How to Unstar a Note

1. Find the starred note (star icon is filled)

2. Click the dropdown menu (...)

3. Select Unstar from the menu

4. The star icon returns to an outline

Accessing Your Starred Items

Your starred items are always one click away:

1. Look in the left sidebar, below your profile name

2. Click My Starred

3. View all your bookmarked notes and tasks

Star Indicators

Pin vs. Star: When to Use Each

Key Differences

Use Cases

Department Communications

Pin on Front Desk Wall:

REMINDER: VIP guest Mr. Anderson arriving at 2pm.
Please have welcome amenity ready in Room 501.

Pin on Housekeeping Wall:

Today's Late Checkouts:
- Room 302: 2pm
- Room 415: 1pm
- Room 508: 3pm
Please prioritize stayovers first.

Room-Specific Information

Pin on Room #204 Page:

MAINTENANCE ALERT: A/C unit making noise.
Technician scheduled for tomorrow 10am.
Do not assign to arriving guests.

Personal Task Management

Star for Follow-up:

• Star a guest complaint that needs manager review

• Star a task waiting on parts to arrive

• Star a note with instructions you reference often

Best Practices

For Pinning

• Update regularly - Replace outdated pins with current information

• Be concise - Pinned notes should convey key info at a glance

• Use for time-sensitive info - Pins are great for today's priorities

• Remove when resolved - Unpin once the information is no longer critical

For Starring

• Review weekly - Go through My Starred and clear completed items

• Don't over-star - If everything is starred, nothing stands out

• Use for action items - Star things you need to DO, not just remember

• Combine with tags - Use stars for follow-up, tags for categorization

Permissions Summary

Troubleshooting

I can't find the Pin option

• Only admin users can pin notes

• Contact your site administrator to request admin access

• Ask an admin to pin the note for you

My pinned note disappeared

• Someone may have pinned a different note (which auto-unpins the previous one)

• Check if the note is still in the feed (scroll down)

• Only one note can be pinned per location

I can't find My Starred

• Look in the left sidebar, below your profile name

• If you're on mobile, tap the menu icon to see the sidebar

• Make sure you have at least one starred item

Starred item not appearing

• Verify the star icon is filled (not just an outline)

• Check My Starred - it should be listed there

• Try refreshing the page

Related Articles

• Creating Tasks with HelloShift - Task creation and management

• How To Use Tags (#) & Mentions (@) - Categorize and route notes

• Create Your Staff Wiki - Team knowledge base