Terrain: the stay plan and My day

The Terrain module is where housekeeping, welcome and check-out tasks are born: as soon as a reservation is confirmed, YStay creates them on its own, following the unit's stay plan — see Housekeeping and turnovers. You can also add one by hand, see below. Two surfaces split the work: the web to set things up — each unit's plan, inherited settings, your notifications — and Host Ops to do the work — "Ma journée" (My day) lists your tasks, step by step.

The stay plan per unit

From the Terrain menu, the Stay plans tab opens four blocks: the Account plan, the list of your Units — each with its origin badge —, the Recurring tasks and the Task type catalogue. The three other tabs of the menu are Terrain settings, Templates (see below) and Early check-in / late check-out (dedicated guide).

An origin badge comes with a plan just like a setting: YStay default (the baseline shipped by the platform), Inherited from the account (once a plan or a setting exists at that level), Overridden for this property or Overridden for this unit (an override at that exact level — a stay plan never goes deeper than the unit; a setting can also stop at the property, see below).

Opening a unit leads to its Stay plan page. As long as no override exists, the steps shown are the account's (or, failing that, the YStay baseline), read-only; Override for this unit makes a copy that belongs to this unit, now editable, and Revert to the account plan clears it, handing control back to the level above.

The Unit sheet button, at the top of this page, opens the unit's sheet: what the team needs to know about it — rooms, key locations, instructions, its own checklists. See The unit sheet: rooms, key locations, instructions and checklists.

Each step of a plan sets:

• a task type, picked from the catalogue;
• a trigger — as soon as the reservation is confirmed, at check-in, at check-out, or during the stay (recurring every N days);
• an offset, in minutes, before or after that trigger;
• optional conditions — minimum or maximum nights, an infant on the stay (doesn't matter, yes or no), the reservation's source, the inspection policy (guest self-service, host team, dual validation) — a step whose conditions aren't met simply doesn't fire for that stay;
• an optional dependency on another step of the same plan, which must finish first.

Add a step creates a new one, the arrows reorder the list, and Save the plan validates the whole thing.

The Task type catalogue, at the bottom of the tab, lists every available type with its default duration and two possible requirements, Proof required and Presence required. You can edit a type for your account — its label in all five languages, its duration, its requirements, whether it's active; a Your type badge then flags the override, with a Reset to default action to undo it. On a unit's page, the same catalogue shows read-only: the override applies to the whole account, never to a single unit.

Create a one-off task

Besides what the plan triggers on its own, the New task button — on Housekeeping just as on a unit's Stay plan page, where the unit is already picked — opens a form to add a one-off task: Unit (hidden and pre-filled from a unit's page), Type (among the catalogue's active types), Date (today by default), Window start and Window end, Estimated duration (minutes), Assigned to and Note — everything is optional except the unit and the type. The window's times are the unit's local time, not yours — the form says so ("The unit's local time, not yours."). Create the task saves it and opens its detail directly.

Creating a task is open to the same roles that have write access to the Housekeeping & turnovers or Stay operations (reservations, check-in/out) modules — not necessarily to whoever can edit the stay plan, a broader, separate right (see Terrain settings, below). The Assigned to list, for its part, offers two groups: Team — the account owner and the active members with access to the Stay operations or Housekeeping & turnovers modules — and Field agents — the active contractors and agents without an account, the latter suffixed “(no account)”. See Add a field agent without an account.

A task's checklist

A task gets its checklist when it is created. By default, it is the one of its type. If the unit has a template for that type — a checklist of its own, composed in its Unit sheet — the task picks up its items instead. A checklist supplied from the start, such as the one of a Recurring tasks plan that carries its own, takes precedence over both.

In every case it is a copy: editing or archiving a template afterwards does not change tasks already created. Templates are prepared in the Templates tab of the Terrain page, which gathers the library (read-only YStay templates, account templates), then attached to a unit from its sheet. Stay plans, for their part, do not choose a template. See The unit sheet: rooms, key locations, instructions and checklists. When sharing of the sheet is open, the field worker reads this checklist grouped by room, with the reference photo of each item: see Room-by-room guidance and reference photos.

Terrain settings

Account settings gathers eighteen settings: check-out time and check-in time (the start of the window for the matching tasks), the margin before the next check-in, a proof photo on every task, automatic assignment when solo, a forced interface level (Solo / Team / Pro — can only go up from the automatically computed level), Terrain notifications enabled, sharing of the unit sheet with field workers, check-in tags (QR) in your units, key handover signature on arrival, the two digest times (07:00 and 19:00 by default), and the quiet hours bounds (21:00 → 07:00 by default) — digests and alerts are detailed in the next section. Every setting carries its origin badge; Reset to the YStay default clears it here. A time or number setting is edited as a draft, confirmed with the row's Save button (or Enter) — nothing goes out on every keystroke; a toggle or a dropdown, on the other hand, apply as soon as you change them. The Check-in tags (QR) in your units setting is off by default and applies to the whole account: see NFC / QR tags. The Key handover signature on arrival setting, for its part, is on by default and goes down to the unit. Its help says what it does: “The guest signs the key handover on the field worker's phone before the check-in can be finished. The signature is never shown to the guest or to field workers.” Turned off, the signature is still possible but is no longer required to finish the check-in. See Your schedule by link and Proof of service.

Six of them go down to the unit — proof photo on every task, check-out time, check-in time, margin before the next check-in, sharing of the unit sheet, key handover signature on arrival: on a unit's page, the Settings for this unit card shows any override with Overridden for this unit, and Revert to the account settings to clear it. The four alert thresholds, for their part, stop at the property: a separate card, Alerts for the whole property — “These settings apply to every unit in this property.” —, shows them on that same page and lets you edit them, with the Overridden for this property badge once a value is set there.

Your Terrain notifications

Under Terrain settings, the My Terrain notifications block crosses four categories — Task assigned, Morning digest, Evening digest, Alert — with two channels, Push and Email. Nothing goes out without your choice: the only exception is the Task assigned push, on by default (you can turn it off like the others). This block, like the notifications themselves, only exists for those who can see tasks — access to the Stay operations or Housekeeping & turnovers modules, the same gate as the Assigned to list on a task: without that access, a member gets no digest, no alert and no assignment push, and so finds nothing to set here.

As long as you haven't turned on the morning digest by email, a banner offers to do it in one tap, Get the morning digest. The same idea exists on Host Ops, for push this time — see below.

Digests leave at a fixed time, adjustable at account level — 07:00 and 19:00 by default: the morning one gathers your tasks for the day and your overdue tasks; the evening one, your still-open tasks for the day and the ones whose required proof is still missing. Alerts, on the other hand, are raised as they happen, each one only once per task: not started 30 minutes after the window opens, blocked for 4 hours, unacknowledged the evening before at 18:00, or proof missing 2 hours before the next check-in — once that check-in has passed, it no longer fires, and closes itself if it was still open. These four thresholds are adjustable. No push alert between 21:00 and 07:00 (quiet hours, adjustable): an alert still active by morning leaves then. They also join the dashboard bell, which sends nothing further — it's a list, not a channel. The bell follows the same gate (access to Stay operations or Housekeeping & turnovers) and shows the alerts of the whole account, not only those of your own tasks; a member limited to certain properties only sees those of their properties there.

My day, on Host Ops

In Host Ops, "Ma journée" (My day) is the "Aujourd'hui" (Today) tab. The bottom bar has five tabs: "Aujourd'hui" (Today), "Réservations" (Reservations), "Calendrier" (Calendar), "Messages" and "Plus" (More). "Réservations", "Calendrier" and "Messages" currently show "Bientôt dans Host Ops" (Coming soon in Host Ops): they arrive in upcoming versions. "Ménage et turnovers" (Housekeeping and turnovers), like "Incidents" and "Compte" (Account), is found under "Plus". A partner field agent without a host account sees a reduced bar, "Missions" and "Compte".

The "Ma journée" (My day) screen shows your tasks for the chosen day — yesterday, today, tomorrow — split into four sections: "En retard" (Overdue), "Maintenant" (Now), "Plus tard" (Later), and "Terminées" (Done, collapsed, with its count). Each card shows the time, the type, the unit and, for a welcome task, the arrival it prepares for; a single button offers the next possible step, without leaving the list.

Until you've turned on the morning digest on that phone, a banner offers "Recevoir le résumé du matin sur ce téléphone" (Receive the morning digest on this phone): "Activer" (Enable) registers the device, "Plus tard" (Later) dismisses the banner for this session — it comes back next time the app opens.

Below your tasks, "Arrivées et départs" (Arrivals and departures) stays put, unchanged: the same lists as before this release, to open a reservation directly. This section, like the reservation it opens, requires the Lecture box of Stay operations (reservations, check-in/out): a Ménage member sees their tasks, not these lists.

The task detail

The title at the top of every card, on Housekeeping and turnovers as much as on My day, opens the task's full detail: window, a summarized reservation (dates and headcount only — never a guest's name or contact), assignment, proof, checklist, log and messages.

1. Acknowledge

   Acknowledge ("Vu" on Host Ops) confirms you're aware of the task — often the first gesture, on the way past the door.

2. Start

   Start ("Démarrer" on Host Ops) moves the task to in progress.

3. Add a proof photo

   On the web, Add a proof photo picks a file; on Host Ops, "Prendre une photo" (Take a photo) opens the camera directly — jpg, jpeg, png, heic or webp, 20 MB at most.

4. Finish, or force it with a note

   Finish ("Terminer" on Host Ops) closes the task. If the checklist isn't complete, or a required photo is missing, YStay refuses and offers Force close ("Forcer la clôture"): a note then becomes mandatory, and the forced close stays logged. For a welcome or a departure entrusted to a field worker, the refusal can also come from unconfirmed steps or from an unsigned key handover when the setting requires it: the banner says what is missing — “Not all of the field worker's steps are confirmed. You can force the closure with a note.” or “The guest has not signed the key handover. You can force the closure with a note.” During a support session, YStay support cannot force a closure: “Read-only: a forced closure is the host's decision and cannot be made in support mode.”

5. Block it, with a reason

   Block ("Bloquer" on Host Ops) asks for a reason picked from a closed list — Access issue, Missing supplies, Damage found, Guest still present, Other — with an optional note.

6. Cancel

   Cancel ("Annuler la tâche", Cancel the task, on Host Ops) removes the task from the to-do list; the cancellation stays logged.

For a welcome or a check-out inspection, the task doesn't close itself: on Host Ops, "Ouvrir la session d'arrivée" (Open the check-in session) or "Ouvrir l'état des lieux de sortie" (Open the check-out inspection) leads to the reservation, where the session or the inspection takes place — closing it is what closes the task.

Those two buttons only appear for members who have Stay operations (reservations, check-in/out) for reading, and running the session or the inspection requires writing. A Ménage member assigned to a welcome or a check-out inspection therefore keeps their task moving, but the session or the inspection itself falls to a member who has writing access to Stay operations.

A field worker — an agent through their link, a contractor through My jobs — finishes their own welcome or departure task with Finish, once their steps are confirmed and, on arrival, the key handover is signed when the setting requires it. If every required step of the session is then done, it closes by itself. See Run a stay: check-in and checkout.

Scanned visits in the log

When check-in tags are on, each scan by a field worker is written in the task's Log: “Visit scanned — ” followed by the room's name, or “Visit scanned — whole unit” for a tag without a room, with the worker and the time. “· code typed in” is added when the code was typed rather than read by the camera. A visit does not change the task's status. See NFC / QR tags.

Steps, key handover and blocker

The field worker's actions on a welcome or a departure are written in the task's Log: “Step confirmed — Access to the unit checked” for each step they confirm, with the time, and “Key handover signed” when the guest has signed. The signature itself is not displayed here: on the finished task, the Proof of service card only gives its state — “Key handover: signed on …” —, and the image can be read in the PDF (see Proof of service). A Ménage member, whose access only covers tasks, does not read it.

When the field worker taps Blocked / SOS, the task goes to Blocked and the dashboard bell rings straight away: “Job blocked”, which says who reports it, the reason chosen, the task type and the unit — never the worker's detail, which arrives in the task's Messages. No push and no email; at most one bell per half hour and per task while the previous one is unread; and the Terrain notifications enabled setting turns this bell off. The “blocked for 4 hours” alert is unchanged.

Messages with the field worker

When the task is handed to a field worker — an agent without an account or a contractor —, a Messages card opens under the Log: the task's thread, between you and them. It is the place for a last-minute detail, not a channel with the guest: no guest data goes through it. It does not exist for a task handed to a team member, and the card says so: “The thread opens once the task is assigned to a field worker.”

• Writing. The “Write a message…” field and Send, 2,000 characters at most (“Message too long: 2,000 characters maximum.”). Your messages carry “You”, the worker's carry their name. You read the whole thread of the task, including the exchange with the previous worker after a reassignment; the new worker does not read that exchange. Reading the thread requires read access to Stay operations or Housekeeping & turnovers, writing in it requires write access: without it, “Read-only: your role does not allow writing to field workers.”
• Translated automatically. Each message is translated into the other person's language by the AI feature “Translation of messages with your field workers”: you read the translation, with “Automatically translated — original language: …” and a Show original button (then Show translation); “Translating…” shows while it arrives. Email addresses and phone numbers are masked before sending to the AI provider. The account holder can turn the feature off in AI features (My account page): the message goes out anyway, and each person then reads it in its original language. An automatic translation can be wrong: the original is always within reach. See AI features: turning them on and off.
• Being notified. A message from the worker rings the dashboard's bell — “New message about a job”, which says who wrote and about which job, never the content of the message —, no more than once per half hour while the previous bell of that task is unread. No push, no email. The Terrain notifications enabled setting turns this bell off (and the SMS below): the message stays readable.
• An agent without an account is notified by SMS — never with the content — if your message has not been read after ten minutes: “New message about your job on …”, with the link that opens the app. No SMS between 22:00 and 08:00 (your account's time) — it then goes out at 08:00 —, at most one every four hours for the same task, and only if the agent chose SMS for “New job” in their settings. A contractor with an account is notified by the bell of their own space, when they have one.
• When the thread closes. A cancelled task closes its thread (“Task cancelled: the thread is closed.”); a finished task leaves it open. Sending needs a network; until it succeeds, the draft stays in the field.
• Support mode. YStay support reads the thread but cannot write (“Read-only: sending is not possible in support mode”), and its reading marks no message as read.
• Keeping. The messages, with their translation, follow the job: they leave with the task, and with the account if it is erased.

Assign a task, including to an agent without an account

On the web, a task's Assign button opens Assign the task: the Choose an assignee list offers the two groups Team and Field agents, an agent without an account carrying the “(no account)” suffix.

On Host Ops, a task's detail carries Assign (“Assigner”) — Reassign (“Réassigner”) if the task already has an assignee. A sheet opens with the same two sections, Équipe (Team) and Agents de terrain (Field agents); an agent without an account is marked “sans compte · travaille par lien” (no account, works by link): they will not see the task in the app, but from their link. A tap on a line ticks it, and it is the Assigner à (Assign to) button followed by the name that sends: a stray tap never reassigns a task. Beyond eight people, a search by name appears. The button only exists if your role allows assigning and the task is still open.

Recurring tasks

For inspections and maintenance on a fixed schedule — boiler check, descaling, safety visit — a recurring task creates the calendar occurrences for you, with no re-entry. You set it up in the Recurring tasks section of the Terrain page, and in the same section on a unit's page; New recurring task opens the form.

• Property and unit. The Unit field offers Whole property: the plan then creates one task per active unit of the property. Choosing a unit limits the plan to it. On a unit's page, the section also shows the Whole property plans.
• Type. Inspection or Maintenance, with an optional title and a note.
• Frequency. Every week (tick the days), Every month, Every quarter or Every year. For the last three, the Day of the month rule is either A date (e.g. the 15th) or A weekday (e.g. the first Monday). A shorter month uses its last day. Quarterly and yearly follow the month of the start date; an optional end date bounds the plan.
• Time slot and duration. Start, end and estimated minutes are optional; times are the unit's local times.
• Default assignee. Optional: left empty, the account's assignment rule applies. The list only offers the team, not the field agents.
• Checklist. One step per line; left empty, the type's checklist applies — or the unit's template for that type, if it has one.

YStay creates occurrences 30 days ahead, and tops them up over time — with no extra notification. If the unit is occupied that day, the task is still created: a Unit occupied badge flags it, and it is up to you to move it if needed.

Edit on the rule (frequency, days, dates, slot, assignee, checklist) replaces the upcoming occurrences that nobody has picked up yet — not acknowledged, started, rescheduled, reassigned or blocked — with new ones; all the others stay as they are. Changing only the title or the note leaves them alone.

On an occurrence, the Recurring and Unit occupied badges show on the card and in the detail. Reschedule (Reschedule this occurrence, with a new date) moves that occurrence only: once rescheduled, the plan no longer touches it. Skip (Skip this occurrence) cancels it for good — it does not come back, even if the plan is changed or resumed — and the next ones stay planned. Both gestures are logged.

What's next

• The unit sheet: rooms, key locations, instructions and checklists — what the team needs to know about a unit, and the checklist templates a task picks up.
• NFC / QR tags — the rooms' QR labels and the scanned visits they write in the log.
• Add a field agent without an account — assign a task to someone without a YStay account, who works from a link.
• Housekeeping and turnovers — today's board and a task's life cycle, on the web.
• StayProof: build and share the evidence — task proof photos count there too.
• Run a stay: check-in and checkout — the sessions that a welcome or a check-out inspection open from a task.
• Proof of service — the PDF of a finished task, its fingerprints and how long it is kept.
• Planning board and Control tower — from the Team level, see who does what on a grid, assign a task by drag and drop, and follow the field in five columns refreshed every 30 seconds.