Difference between revisions of "Housekeeping"

Revision as of 10:56, 24 August 2017

Housekeeping is a tool used for keeping the cleaning of the hotel well-organized, efficient and manageable.

It allows the scheduling of the general housekeeping plans or setting specific tasks that should be applied on certain cases. Monitoring them using the calendars is an additional plus.

A housekeeping schedule can be organized following the directions below.

Setting housekeeping plans

If there are housekeeping plans that are applicable to every reservation, they can be registered following the directions below:

options⇒ settings⇒ housekeeping plans⇒ new housekeeping plan

1. Title: name of the cleaning plan.

2. Description: description of the task that the housekeeping staff should perform.

3. Enabled: by activating this option the system generates automatically the respective tasks. If a plan is not valid any more and deletion is not desired, it can be deactivated by leaving the box blank. In this case, the plan can be activated again whenever it is needed.

4. Type: this option is related to the options no. 5-6-7. "Complete cleaning" is used for the housekeeping plans applied on the check in or check out, while "partial" is used for all the other tasks. 5. Check in: it must be marked for the plans that are applied before customer's check in.

6. Check out: it must be marked for the plans that are applied after customer's check out.

7. Interval: this selection sets the frequency of the cleaning plan. e.g. replacing of the towels every 2 days.

Important note: You have to choose only ΟΝΕ of the options check in, check out and Interval.

8. Ok: Click to save the changes.

View housekeeping tasks

If you want to manage each task separately, you should follow the below steps:

Click on options⇒ tools⇒ housekeeping⇒ housekeeping tasks and you will see the following list of the housekeeping tasks that come from the cleaning plans you have already set or the tasks that you have added manually.

1. Create a new housekeeping task

2. Change the filters of the view so you isolate the tasks you are interested in, e.g. by date, by room etc.

3. Edit any registered task by clicking on the respective row.

Click on the "new housekeeping task" (No1) and a new form will open to fill in the details as per below:

1. Date: of the task.

2. Room: select the room name.

3. Res. id: write down the reservation id (if there is one).

4. Housekeeping plan: if the task is related to a housekeeping plan you can select it from the drop down list.

5. Status: select the status among the available.

6. Notes: write down any comment or note that should be available to the housekeeping staff or useful for your records.

Mass creation of tasks

If you want to create automatically all missing housekeeping tasks for existing reservations (confirmed or checked-in) based on the housekeeping plans, click on options⇒ tools⇒ Mass creation of tasks

In the following window, click on YES and wait for the confirmation.

Then you can go back to the list of the housekeeping tasks and check if the new entries have been registered.

Housekeeping tasks (mobile)

This tool allows another user to access the housekeeping tasks using a smartphone or a tablet. You can take advantage of this tool only if you have a subscription for more than one (1) user.

Thus, if you want to add another user for the housekeeping staff, follow the below steps:

Options⇒ Settings⇒ Users⇒ New user

In this form you should fill in the following data:

1. User name: the displayed name of the user.

2. Enabled: click to activate the user.

3. Blocked: you can block or unblock the user for several reasons.

4. New password: the password of the account.

5. Confirm new password: confirmation of the password.

6. Language: the displayed language.

7. Role: choose "housekeeping staff" for this case.

8. Permissions: define the permissions of the user. By choosing "housekeeping staff" all the permissions are removed as shown in the picture.

9. ok: click to save the registration.

Now, the new user can have access to the tasks by following the below steps:

Options⇒ Tools⇒ Housekeeping tasks (Mobile)

As shown above, this view includes the daily tasks in a very simple format. The user can view the daily tasks depending on the date. If you want to change the date, you have to click on the arrows (3 & 4). Also, you can use the filters at the top of the page, if you want to see the pending tasks (1) or if you want to see the tasks depending on the room type (2).

Each task is marked with a color. Each color is related to the clean status of the room. When a room is not clean the line is red. When the housekeeping staff starts cleaning, the user should click on the line (5) and it turns to orange. When the cleaning is over, the user should click again on the line and it turns to green. Now the room is ready!

The user can also have valuable notes that helps prioritizing the tasks (6). These are appeared in the last column. They either come from the reservation notes or the housekeeping task notes. Automatically generated alerts may also appear at this column. E.g. if the room needs cleaning and an arrival is scheduled for the same date, this sign will be appeared to inform the housekeeping staff that this room should be cleaned with priority. If the user clicks on this sign, he can find the related information.

Calendar & housekeeping tasks

If you want to view the clean status of each room in the calendar, you have to activate the option "Monitor housekeeping activities".

Click on options⇒ settings⇒ basic data and then enable the option.

Now, open the calendar and you can see a thumbnail next to each room name, which represents the clean status. The thumbnails are categorized as shown below:

If you click on the room name, a window opens and you can set the clean status manually by selecting the respective option of the "Housekeeping" tab. In this tab, you can also view the cleaning history of this room.

If a user has access to the housekeeping tasks using a mobile device, he can change the clean status and this is automatically updated in the calendar.

Housekeeping reports

At this section you may find important reports that are related to the housekeeping activities.

Follow the below steps and you will find the available reports: options⇒ reports⇒ housekeeping

*35 Housekeeping activity: Define the time period and you will see the status of the housekeeping plan considering the room.

*018 Housekeeping tasks for period: Define the time period and you will see the tasks per day and room according to the housekeeping plans. Reservation and housekeeping notes are also included.

*36 Housekeeping tasks per room for period: Define the time period and you will see the tasks per day and room. Reservation and housekeeping notes are also included.

*37 Housekeeping tasks per room group for period: Define the time period and you will see the tasks per day and room group. Reservation and housekeeping notes are also included.

*34 Rooms cleanliness status: you can see the daily status of the rooms. Last cleanings are also available.

*83 Rooms cleanliness status by occupancy: you can see the status of the rooms based on their occupancy.

If you want to allocate the tasks to the housekeeping staff, but there is no possibility for an extra user or a mobile device you may print the report you consider useful for your case.