The ToDo-Board allows you to identify objects for which you need to take action: complete registration, notify an owner, prepare for handover, ship an object...
If several cards appear in your ToDo-Board and you don't know how to manage them, click on the situation that concerns you and let yourself be guided:
🧑⚕️ Don't miss out on any action!
Remember to consult your ToDo-Board morning, noon and night! 💊
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Discovery column
There are two possible scenarios, with cards appearing in the ToDo listing:
To be completed
If a card appears in this section, this means that the information relating to the object is only partially complete.
In order to notify the owner of the object, it is necessary to complete all 3 blocks:
Found item
Storage and Shipping
Owner
If you need help registering any of these steps, please consult the "Registering a found object" guide.
💡💡 You know the identity (first and last name) of the owner, but don't have their contact details (phone and/or email) or, you don't wish to notify them, click "Next" to see how to make the ToDo-Board card disappear!
You know the owner and wish to notify him
Enter the following information:
First name, Last name
Contact details: email and/or telephone
Select the language: French, English or Spanish
Click on Register
Notify your customer by clicking "Yes" to the question "Would you now like to notify the owner?" to inform them that you have found their item.
If you wish to pay for postage, tick "Offer postage" 🎁
You know his identity but not his contact details
Fill in the information relating to your identity:
First name, Last name
Tick "Unknown owner".
Then click on "Save".
💡The card keeps your customer's identity in memory but disappears from the ToDo-Board.
It changes its status to "No contact details".
You can find it again at any time in the "Lost property" tab.
You know the owner but do not wish to notify him/her
Fill in the following information:
Title, First name, Last name
Contact details: email and/or telephone
Select language: English, French or Spanish
Click on Save
The "Notify owner, do you want to notify the owner now?" pop-up appears. Click on "No"
Go back to the map, click on "Unknown owner", then on "Save".
💡The card stores your customer's details but disappears from the ToDo-Board, you can find it again at any time in the "Lost & Found" tab.
You do not know the identity of the Owner of the object
Tick "Unknown owner".
Click on "Save".
The card changes its status to "No contact details" and disappears from the ToDo-Board.
You can find it again at any time in the "Lost & Found" tab.
2. To be notified
If a card is in this area, it means that you must notify the owner that you have found the item.
What can you do to prevent it?
Click on "Next" to find out.
💡 Systematically notifying your customers will allow you to reduce your stock by returning more items.
You'll make your customers happy 🤩 with their found objects and make room in your stock!!! 🗄️
Warn your customer
In the "Discovery" column, click on "Notify several owners".
Select all the cards, or just the one you wish to notify
Click on "Validate"
The card changes to "Notified" status.
All you have to do now is wait for your customer to reply!
You can find the item at any time in the "Lost & Found" tab.
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Notification column
There are two possible scenarios in which cards appear in the game:
"To be reset"
"To be relaunched"
To be reset
If a card is in this area, it means that the customer you notified has clicked on "This item does not belong to me".
In this case, there are two solutions:
Either You want to notify another customer
You think you know who the object belongs to because you were deciding between two customers. You can notify a second person.
To do so:
From the "Notification" column, click on the card
Then on "Notify another owner".
Enter the owner's surname, first name and contact details (telephone and/or email)
Click on "Save".
The pop-up window "Owner notification". Do you want to notify the owner now? Click on "Yes".
The card changes to "Notified" status. Now all you have to do is wait for your customer's reply!
Find the item at any time in the "Lost & Found" tab.
Or, you don't know who the object belongs to
From the "Notification" column, click on the card
Then click on "I don't have another owner's details".
Click on "Save".
The card changes its status to "No contact details" and disappears from the ToDo-Board.
You can find it again at any time in the "Lost & Found" tab.
To be relaunched
If a card is in this area, we suggest that you notify the owner again to remind them that they did not reply the first time.
What can you do to prevent it?
Click on "Next" to find out.
Follow up with your customer
In the "Notification" column, click on "Relaunch several owners".
Select all the cards, or just the one you want to raise
Click on "Validate"
The pass card disappears from the ToDo-Board.
All you have to do now is wait for your customer to reply!
You can find the item at any time in the "Lost & Found" tab.
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Handover column
When a card appears in this column, it means you need to prepare an on-site return.
To do this, follow the "Preparing an on-site return" guide.
If several cards appear, check that you have not already returned the item. If so, click on "Validate handover" to close it.
If, however, you are still in possession of the item and your customer has not turned up on the day as agreed, the card will appear in the "To be rescheduled" section.
In this situation, you can:
Reschedule a pick-up
Your customer has contacted you and informed you that they will be returning at a later date, or that he has appointed someone to come and collect it for them.
In this case:
From the "Pick-up" column, click on the card
Then on "Modify pick-up info".
Select the new pick-up date and time, and fill in the appointed person's details if available.
Click on "Save"
💡💡 The card remains in "To be picked up" status and appears in the section:
- "To be prepared" from D-3 to 12h before return
- "To return" 12h before the return
- "To be rescheduled" once the return date has passed, if the return has not taken place.
Notify the owner again if they can't return
You find yourself in one of these situations:
you have not heard from your customer
your customer has informed you that they cannot return to the hotel to collect it
In this case:
From the "Pick-up" column, click on the card
Then on "Notify owner again".
A notification is sent to the owner of the object.
They can now :
- indicate a new date for on-site recovery 📆
- request shipment 📦
- abandon his object if they no longer wish to retrieve it 🗑️
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Shipping column
When a card appears in this column, it means that you need to prepare a parcel for shipment 📦
Click on the item card in the “Shipping” column.
Place the item in the selected packaging.
Click on the “Print marketing message” button.
Then, slide it inside the package.
If it's a fragile item (glasses, smartphone, tablet...), prefer a cardboard box. First, place it in a foam envelope and make sure to secure it with protective sheets.
If it's a less fragile item (teddy bears, clothing...), a textile pouch or foam envelope is perfectly suitable.
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Destocking column
When a card appears in this column, it means you can de-stock the item, either because:
The owner has informed you that they do not wish to retrieve it
The item has not been claimed within the retention period you have set
To remove it from your stock, you have several options:
Individual de-stocking:
Click on the item card in the “De-stocking” column.
Then, click on the “De-stock the item” button.
Mass de-stocking:
Click on “De-stock abandoned items” to de-stock all the items in the column at once.
💡 To help synchronise your physical stock with your PeeK'in account, we recommend printing the list of items to de-stock by clicking on “Print the list”.