Understanding how Planniac categorizes activities and tasks will help you use it in the most effective way for your team.

First of all, we treat Activities and Tasks differently.

Use "Tour" when you are scheduling an activity like a snorkeling trip, a snowmobile tour or a city tour.

Use "Arrival Transfer" to schedule an incoming guest transfer. This can be a transfer by any resource that you have authorized as an "Arrival" supplier. Normally the arrival transfer originates somewhere else and arrives at your hotel and happens on the check-in day.

Use "Departure Transfer" to record arrangements you have made for a guest departure to somewhere else, like an airport, a train station or another hotel. Normally this happens on the check-out day.
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Planniac allows you to have roundtrip transfers. When you choose this option, anything booked will default to the arrival day for the first transfer, and to the departure day for the second transfer.

This is different from an Arrival or Departure transfer. Use "Flight" if you want to record flights that you helped your guests arrange, whether or not your guests paid for those flights directly. The reason you would want to include them, even when the guests booked and paid themselves, is that they will appear on the itinerary along with the other Activities you booked for them.

The "Taxi" category should be used for mid-stay taxis. For example, if a guest wants you to call a taxi to take them to a restaurant across town.

Use "Shuttle" if your resort provides mid-stay shuttle services for guests. We do not recommend using the category "Shuttle" for arrivals and departures though. (In that case, if you use an in-house shuttle vehicle for arrivals and departures, simply make that resource available for "Arrival" and "Departure" activities).

The category "Concierge" is a broad category that's great for scheduling things that do not fall into one of the other activity categories but should show on the guest itinerary. For example, use "Concierge" for making offsite restaurant reservations for guests or obtaining tickets to a ball game. Use it to track special services like wedding planner services, childcare, or onsite offers.

The "Spa" activity category should include your in-house spa services and external services. For example, you can use it to record a booking for a guest massage on the beach, a visit to your in-house spa, or a visit to an outside spa facility. You can also use it for booking things like yoga or pilates.

The "Rental" category covers vehicles, but also equipment rentals or even facility rentals. For example:

These things don't have to have charges attached. You can use the "Rentals" category even if the rental is complimentary. Remember, Planniac is for keeping things organized and making guests happy in the process!

From March 2025 Planniac includes event management. This will allow you to offer and manage events with capacity limits and guest lists.

Tasks are used for in-house operations. They can be work tasks, reminders, or even extras that you sell to guests.

Front Desk tasks can be guest-related things like "Message for Guest" or "Wake up Call." They can also be tasks like "Gift Shop Inventory" or other tasks you may assign to your front desk.

The key here is to remember that Housekeeping tasks can be used for room-related things, whether or not they are guest related. So you might have a lot of different housekeeping tasks including:

You might also choose to use the Housekeeping task type for room extras that are provided by the kitchen or FOH, such as

You can use Planniac to help organize the to-do lists for your maintenance and groundskeeping teams. Examples would be:

When Planniac is used consistently, it provides a report for drivers and guides that allows them to see their assignments, whether that be for tours, transfers, or company errands.

You can organize security tasks and documentation like:

Use the notes field to document issues in case they require followup in the future.

If you like to organize regular reservations-related tasks, Planniac can help. These are some practical examples:

Create tasks like

While Planniac isn't meant to replace a full-fledged table booking system, setting up some FOH tasks will help the Front Desk & Concierge organize activities related to Food & Beverage.

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