Create and Search Group Hot List Tasks (Cloud) 🎥
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A Group Hot List helps front desk teams track critical group deadlines—like advance deposit due dates and rooming list deadlines—so nothing slips through the cracks. Use the Hot List to create a dated task tied to a specific Group ID, then follow up from one place as milestones approach.
Path: Front Office > Group > Hot List.
Create a Hot List Task
1. Click Add to create a new Hot List task.
2. Select Lookup, search for the Group ID (group confirmation number), and select the correct group to attach the task.
After you select the group, these fields auto-populate from the group record: Group Name, Date the task was entered, and Clerk (the user who entered the task).
3. Choose the Due Date for the task.
4. Enter a brief Description of the action to take.
5. Click Save to add the task to the Hot List.
6. The task now appears in the Hot List grid. When it’s complete, change Status from Pending to Filled, then click the Save icon (floppy disk) at the end of the row.
7. When the task is complete, update the Status from Pending to Filled.
Search Hot List Tasks
To find an existing Hot List task, set your search criteria—Group Name, Start Date, End Date, and Status (Pending, Filled, or All)—then click Search.
In the Status filter, choose All to include both Pending and Filled tasks in the results.
Still Need Help With This Topic?
Ask Yourself:
- Did I attach the task to the correct Group ID (confirmation number)?
- Did I set the correct due date?
- Did I add a clear description so staff know what to do?
- Can I see the task in the Hot List grid after saving?
- Is this task truly for a group (and not an individual reservation)?
Support May Ask You:
- What Group ID did you attach the task to?
- What due date and description did you enter?
- Did you receive any errors when saving?
- Can you provide a screenshot of the Hot List grid showing the new task?