Task Management
Compass helps you manage tasks across all your hotel projects — not with a static Excel checklist that you copy and edit every time, but with smart task templates that adapt to each project automatically. You set up a library of tasks once, and Compass generates the right list for each new project: only the tasks that apply, with dates already calculated and people already assigned.
The problem with Excel checklists
Most hotel organizations manage opening tasks with a master Excel file. Someone copies it for the new project, manually edits the dates, figures out who's responsible for what, deletes the tasks that don't apply, and tries to keep it updated as things change. It takes hours — and it's out of date the moment something shifts.
Compass works differently.
You build a Task Catalog once — a library of task templates for a specific type of project, like a full-service hotel opening. Compass reads that catalog every time a new project needs a task list. It figures out which tasks apply, calculates all the dates from the project's opening date, and assigns people based on who's on the project. The result is a ready-to-use task list in seconds, not hours.
How it works — two parts
Task Catalogs: your reusable templates
A Task Catalog is a library of task templates. You build it once and use it for every project of that type. One catalog might cover a full-service hotel opening with 400+ tasks. Another might cover an F&B renovation.
Each catalog is made up of individual Task Catalog Items — one per task. Each item describes everything about that task: what it is, who should do it, when it's due, whether it even applies to this project, and how its details might change depending on what kind of project it is.
Think of a Task Catalog like a recipe book: Compass picks the right recipes for your project and adjusts the quantities based on what you're making.
Project Tasks: the actual to-do list
Project Tasks are the real tasks that live on a specific project. They come from the catalog but belong to the project — you can update their status, add notes, assign people, and mark them complete.
Each project task has real dates (calculated from the opening date), a real assignee, and a status that the team updates as work progresses.
What happens when you generate tasks
When you click Generate Tasks on a project, Compass works through the catalog and does four things:
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Checks which tasks apply — based on rules you've set up in the catalog. A task might only apply to Marriott properties, or only to full-service hotels, or only to projects in a specific region. Compass evaluates each one against the project.
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Calculates the dates — each task has a due date expressed as "X days before the opening date." Compass turns that into a real calendar date based on the project's target opening date.
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Assigns people — instead of naming specific people in the template, you point to project fields. Whoever is listed as the Restaurant Manager, Finance Director, or General Manager on the project gets assigned to the relevant tasks automatically.
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Adjusts the details — if you've set up Project-Based Overrides, Compass adjusts task duration, subtasks, or resources based on the project type. A luxury hotel gets a longer pre-opening review period than a select-service hotel.
The result is a task list that's already set up and ready — no manual date calculations, no hunting for who owns what.
Key concepts
Task Catalog — a library of task templates for a specific project type. You build it once and Compass draws from it every time a new project needs a task list.
Task Catalog Item — one task definition inside a catalog. It holds everything: what the task is, who does it, when it's due, and whether it applies to this particular project.
Applicability Rule — a condition that decides whether a task should be included for a given project. Example: only include "Submit Marriott Brand Standards Report" on Marriott projects.
Creation Rule — controls when a task first appears on a project. Some tasks shouldn't show up until a certain phase — a creation rule makes them appear at the right moment automatically, keeping task lists focused.
Project-Based Override — a table that adjusts a task's details based on the project type. Example: a luxury hotel gets 60 days for a pre-opening review; a select-service hotel only needs 14 days. Compass picks the right version automatically.
Relative due date — instead of a fixed calendar date, a task's due date is described as "X days before the opening date." When the opening date shifts, all task dates update automatically.
Major Milestone — a project checkpoint like "Construction Complete" or "Rooms Ready." Its progress is tracked automatically based on how many of its related tasks are done.
Dependency — a link between two tasks that says one must be done (or started) before the other can proceed. Shows the team what's blocked and what's doing the blocking.
Dynamic assignee — instead of naming a person in the template, you point to a project field. Whoever fills that field on the project gets assigned to the task.
Articles in this section
| Article | What you'll find |
|---|---|
| Task Catalogs | How Task Catalogs work and how to set them up |
| Task Catalog Items | Everything you can configure on a single task template |
| Applicability & Creation Rules | How to control which tasks appear for which projects, and when |
| Project-Based Overrides | Automatically adjust task details based on project properties |
| Major Milestones | Project checkpoints with automatic progress tracking |
| Task Dependencies | Linking tasks so the team knows what's waiting on what |
| Creating Tasks for a Project | Step-by-step: generating your first task list for a project |
| Working with Tasks | The Task Dashboard, working inside a task, flags, reminders, and feedback |
| Task Views — List, Gantt & Kanban | The three ways to view your task list |
| Task Approvals | Requiring sign-off before a task can be marked complete |
| Importing Tasks | Bulk-importing tasks from Excel into a catalog or a project |
| Task Module Settings | Priority levels, custom task fields, and feedback configuration |