Table of content

  1. Most important links
  2. Our Trello Overview
  3. How to create a task and assign a person in Trello on the desktop?
  4. How to create a task in Trello on a smartphone?
  5. How to assign a staff member to the task (card) in Trello on a smartphone?
  6. How to add an image to a task (card) in Trello on a smartphone?
  7. How to mark a task (card) as done in Trello on a smartphone?
  8. How to search for a task in Trello?
  9. How to check the history of a specific task?
  10. How to check the history of all tasks?
  11. Example scenario for a task in Trello
  12. How to turn notifications for all tasks (useful for supervisors/managers)
  13. Set your default web browser in Slack Mobile App

Slack

This is the link to our Slack (like WhatsApp, but designed for teams and integrations with other services):

https://bwicity.slack.com

To login to our Slack, use personal login credentials (email address @nerdontour.com.pl and your password).

You can use Slack on the web browser or download an official app from here:

https://slack.com/downloads

Whenever asked for Slack Workspace URL please type

bwicity.slack.com

Slack Introduction Video

Workast

We no longer use Workast due to lack of native mobile apps and too complex task management. Instead, we use Trello. Check the details below.

Trello

This very visual and straightforward task manager used by over 25 million users since 2011. Tasks are called Cards because they look like little cards. Each task can have photos (max size 10 MB for one pic) to better show issue and how was it fixed.

To download the app on any system go to:

https://trello.com/platforms

To access our Trello on the desktop go to:

https://trello.com/b/W9VGsbQJ/best-western-i-city

Please use the same login and password as for Slack.

Trello Introduction Video

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Our Trello Overview

The place where we manage our tasks in Trello is called Board. Our Board name is “Best Western i-City”.

The columns where you put task are called Lists. We currently have 2 lists:

  • Things To Do
  • Done

The task is called the Card. Each Card can have a name, assigned people, pictures, labels, due dates etc.

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How to create a task and assign a person in Trello on the desktop?

Trello creators call each task a Card. That’s because it looks like a little card that can be dragged with your finger or mouse and moved between lists.

Click Add Card or Add Another Card on the bottom of the Things To Do list and type the name of the task. On desktop, you can immediately assign a person to that card by using @ and the name of a person.

Once the name and assignment are added they can click the task to add the details i.e. select responsible departments under Labels.

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How to create a task in Trello on smartphone?

Trello creators call each task a Card. That’s because it looks like a little card that can be dragged with your finger or mouse and moved between lists.

To create a new Card in Trello click add card on the bottom of the Things To Do list.

Then type the card name and click Done or Add.

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How to assign a staff member to the task (card) in Trello on a smartphone?

Open the card where you want to assign staff.

Then click Members.

Click people who are responsible for the task.

Please keep in mind that when you are creating a task (card) on your smartphone you cannot assign people with @ sign. You have to follow the above steps to do this.

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How to add an image to a task (card) in Trello on a smartphone?

Open a card and tap Add attachments

Next choose from:

  • take photo
  • use last photo
  • choose from photos

You need to allow the app to use your camera in order to take pictures from your smartphone.

Once the picture is added it will be visible as Image Attachments.

This picture will also become a Cover on top of the Card.

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How to mark a task (card) as done in Trello on a smartphone?

Once the issue is solved the assigned person can drag it to the Done list. This is how you mark it as Complete.

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Click the magnifying glass icon on top.

Type anything i.e. “aircon” and click enter.

The list of all Cards containing the phrase will show up. In the example below it’s just one card.

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How to check the history of a specific Task?

Click the card you want to see i.e. “Room 1106 aircon warm”.

Scroll down to Activity. Here’s the full history of all performed actions on the task.

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How to check the history of all tasks?

Click three dots in the top right corner.

In the Activity you see the full history of all actions performed in our Trello.

Scroll up and down to see everything since the creation of our board in Trello.

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Example scenario for a task in Trello

The front office receives a request from a guest that the tap is leaking in room 1502. They create a new Card in the Things To Do list and assign it to i.e. Mohd Jafni by typing @ja and selecting the right person.

Once the name and assignment are added they can click the task to add the details i.e. select responsible departments under Labels.

Then an assigned person on their smartphone can move the Card (task) by holding it and dropping in Doing list. This shows that the assigned person is dealing with the task right now.

The assigned person can open the Card by tapping it and add pictures related to the issue. To do this tap Add attachments.

Next choose from:

  • take photo
  • use last photo
  • choose from photos

You need to allow the app to use your camera in order to take pictures from your smartphone.

Once the picture is added it will be visible as Image Attachments.

This picture will also become a Cover on top of the Card.

Covers are useful in list view to see quickly recognise Cards.

Once the issue is solved the assigned person can drag it to the Done list.

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How to turn notifications for all tasks (useful for supervisors/ managers)

If you want to follow the progress of a whole team or single list (like all Done tasks) you can use the Watch feature.

When you can see and swipe between lists you are in Board view. In this view click the three dots in the upper right corner.

Go to settings (the cog icon)

If you tick Watching you’ll receive all notifications for the whole board.

If you want to receive notifications only for one list i.e. all Cards that are in Done list, click the down arrow in circle icon.

Then tick the Watch option for that list.

From now on you’ll get all notifications. Once you click the notification the app will open the corresponding task.

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Set your default web browser in Slack Mobile App

The following guide was essential for using Workast with Slack. Since Trello offers native mobile apps it’s not needed to set the default web browser. Still, if you need it, please check the details below.

Slack has a native mobile app for mobile devices. Workast doesn’t have one but their website works well on mobile web browsers like Safari or Chrome. To quickly manage tasks with Workast on your mobile device it’s important to log in with Slack details on https://bwicity.workast.io and click “remember this device”. You won’t need to put your password next time.

To make sure you are always redirected to our Workast, please follow the steps below to set a default browser for your Slack.

Open Slack on your mobile device and click 3 dots


Go to Settings

Go to Advanced

Go to Web Browser

Select your default Web Browser

From now on, whenever you click a link to a task on Workast it should open directly in your defined web browser. To test it, go to Slack and click the blue task ID. In the example below it’s “TNE2”

Once you click, you should see the task details as below.

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