Onboarding Checklists – Your “Done-Yet?” Dashboard for Every HelloShift Module

Line Item

Why it’s important / How to complete

Phone number assigned

A verified Twilio number is required to send SMS. Assign or port a number under Twilio Registration.

Guest imports active

Pulls reservations from your PMS so automated messages fire on time. Configure imports under Integrations → Check Imports and run a test sync.

Message Jobs turned on

Automates pre-stay, in-stay, and post-stay texts. Enable the templates under Guest → Scheduled.

Short message snippets

Keeps each SMS under 160 chars to avoid Twilio overages. Review and trim snippets in Guest → Snippets.

Chat widget customized

Adds your branding and AI assistant to your site. Style it and grab the embed code under Guest → Widget.

Escalation rules set

Unanswered or negative CSAT threads escalate to a manager. Turn on under Guest → Escalations.

Review links added

One-tap review requests for Google / TripAdvisor. Set them in Guest → Reviews.

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Why it’s important / How to complete

Digital-key provider connected

Lets guests skip the front desk. Enter FLEXIPASS or OpenKey credentials in Check-ins → Digital Keys.

Key Automation enabled

Schedules key delivery (e.g., two hours before arrival). Toggle on under Check-ins → Key Jobs.

Check-in triggers active

Sends status texts when ID received, payment done, etc. Configure under Check-ins → Triggers.

Stripe payment set up

Collects deposits, incidentals, and remote ID. Connect Stripe in Check-ins → Payments.

Guidebook published

Bundles Wi-Fi, parking, upsells—reduces long SMS. Build under Check-ins → Guidebook.

Check-in steps configured

Decide which tasks (ID, docs, payment) guests must finish. Enable under Check-ins → Steps.

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Why it’s important / How to complete

All users added

Add every team member via Staff → Users so tasks never stall.

At least two admins

Prevents lock-out during turnover. Promote users in Staff → Users → Edit.

Departments created

Filters notes/tasks and powers @FrontDesk mentions. Add under Staff → Departments.

Tasks in use

Accountability & reporting. Convert notes to tasks or create new ones in Staff → Tasks Dashboard.

Shared calendar active

Central spot for group arrivals, maintenance, events. Add events in Staff → Events Calendar.

Recurring checklists

Automate shift reports, weekly audits, etc. Build them in Staff → Checklists.

Wiki started

Searchable SOPs replace paper binders. Create a page in Staff → Wiki.

Standard tag set

Clean reporting and quick filters. Manage under Staff → Tags.

Apps enabled (e.g., Cash Counts)

Specialized workflows for finance, inventory, lost & found. Toggle in Staff → Apps.

Line Item

Why it’s important / How to complete

Rooms created

Foundation for status, tasks, credits. Add manually or CSV import in Cleaning → Rooms.

Room Jobs activated

Auto-schedule stay-over vs departure cleans. Configure under Cleaning → Jobs.

Room triggers on

Creates jobs when PMS marks a room dirty. Map statuses under Cleaning → Triggers.

PMS status import running

Live status cuts radio chatter. Check sync under Cleaning → Imports.

Automatic assignments

AI balances routes/credits. Click Cleaning → Assignments → Auto-Assign.

Room credits set

Defines workload per clean type (e.g., 12 stay-over, 20 departure). Edit under Cleaning → Room Credits.

Cleaner credits set

Sets each housekeeper’s capacity. Configure in Cleaning → Cleaner Credits.

Zone distances loaded

Optimizes routes to cut walking time. Enter matrix in Cleaning → Zone Distances.

Stage

Why it’s important / How to complete

Website scraped

Gives the bot property facts instantly. Paste your URL in the Train AI panel.

FAQ created

Covers policies, amenities, pricing. Add Q&As in Train AI.

Chat enabled

Activates on your site and inside HelloShift. Toggle in Chat Settings.

Voice configured (optional)

Handles calls via Twilio number. Set persona & transfer number in Voice Settings.

Test finished

Verify answers in the preview chat, then press Launch.