Workflows document end-to-end processes in HostHive, showing how different features work together to accomplish common business objectives.
From scheduling to completion—the complete journey of an appointment.
Create → Pending Acceptance → Accepted → In Progress → Completed
↓
Declined (reassign)
1. Create Appointment
- Owner/Manager creates appointment
- Selects property, service type, date, assignee
- Status: Scheduled
2. Pending Acceptance
- Notification sent to assignee
- Status: Pending Acceptance
- Assignee reviews and decides
3. Accept or Decline
- Accept: Confirms commitment, status → Accepted
- Decline: Returns to owner for reassignment
4. Start Service
- Assignee arrives at property
- Scans QR code or marks "In Progress"
- Status: In Progress
- Time tracking begins
5. Complete Service
- Assignee completes work
- Fills service report (checklist, ratings, notes, photos)
- Status: Completed
6. Review (Optional)
- Owner reviews service report
- Provides feedback if needed
| Step |
Who |
| Create |
Owner, Manager |
| Accept/Decline |
Service Provider |
| Complete |
Service Provider |
| Review |
Owner, Manager |
Adding and configuring a new property for management.
1. Create Property
- Navigate to Properties > Add Property
- Enter address, bedrooms, bathrooms, sqft
- Set status to Active
2. Configure Details
- Upload property images
- Select amenities from list
- Add to property group for shared settings
3. Connect Calendar
- Go to property Settings tab
- Click Add Calendar Integration
- Paste ICS feed URL from Airbnb/VRBO/etc.
- Save and wait for sync
4. Add Access Information
- Add notes with access codes
- Configure group settings for shared codes
- Download/post QR code for check-in
5. Set Up Inventory
- Go to property Inventory tab
- Add items from supply catalog
- Set initial quantities
6. First Appointment
- Create first service appointment
- Assign to service provider
- Verify workflow works end-to-end
Documenting completed work with reports, photos, and ratings.
1. Start Appointment
- Mark appointment as "In Progress"
- Or scan QR code at property
2. Complete Work
- Perform the service
- Take before/after photos
- Note any issues found
3. Open Completion Dialog
- Click Complete Service button
4. Complete Checklist
- Home Locked: Yes/No
- Ready for Guests: Yes/No
- Amenities Ready: Yes/No
5. Provide Ratings
- Cleanliness (1-5 stars)
- Supplies Stocked (1-5 stars)
- Property Condition (1-5 stars)
6. Add Notes
- Document work performed
- Report issues found
- Provide recommendations
7. Upload Photos
- Drag/drop or browse
- Up to 10 photos, 10MB each
8. Update Inventory (Optional)
- Mark items as OK, Low, or Out
9. Submit
- Click Complete Service
- Report saves, status updates
Adding new staff and getting them productive.
1. Send Invitation
- Navigate to My Team
- Click Invite Member
- Enter name, email, phone
- Select appropriate role
- Send invitation
2. Track Acceptance
- Monitor Pending status
- Follow up if needed
3. Assign First Work
- Create appointment assigned to new member
- Start with straightforward tasks
1. Accept Invitation
- Check email for invitation
- Click link to set up account
- Create password
2. Explore the App
- Review Dashboard
- Check My Tasks
- Read relevant documentation
3. Accept First Appointment
- Review assigned appointment
- Accept or ask questions
4. Complete First Service
- Follow established workflows
- Submit complete service report
Monthly financial reconciliation process.
| When |
Task |
| Last week of month |
Review pending transactions |
| 1st of month |
Run month-end reports |
| 1st-3rd |
Reconcile bank accounts |
| 3rd-5th |
Review and correct discrepancies |
| 5th |
Finalize and archive |
1. Review Pending Transactions
- Check unmatched bank transactions
- Categorize or match to appointments
2. Run Reports
- Navigate to Finance > Reporting
- Generate Income Report
- Generate Expense Report
- Generate Property Performance
3. Reconcile Accounts
- Compare HostHive totals to bank statements
- Identify discrepancies
4. Correct Issues
- Add missing transactions
- Correct miscategorized items
- Match unmatched transactions
5. Generate Final Reports
- Export for accounting
- Save to financial archives
6. Review Property Performance
- Compare properties month-over-month
- Identify trends and outliers
- Document as you go: Add notes, not after
- Take photos: Visual proof prevents disputes
- Communicate: Use comments for team coordination
- Follow consistently: Same process every time
- Ask questions: Better to clarify than assume