Housekeeping

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: for saving the registration.

View housekeeping tasks

A list of the housekeeping tasks is available at : options⇒ tools⇒ housekeeping⇒ housekeeping tasks.

Every housekeeping plan generates automatically housekeeping tasks that are available in this list. Through this, monitoring the tasks or editing them is very easy.

The manual addition of a housekeeping task is also possible, following the steps of the next section ( Create or edit a task).

1. New housekeeping task: clicking on this a new task can be registered.

2. Show filter: searching with specific criteria is possible by clicking on this button.

3. Any existing housekeeping task can be edited by clicking on the respective row.

Create or edit a task

" How to create a task: " by following the steps options⇒ tools⇒ housekeeping⇒ housekeeping tasks⇒ new housekeeping task

" How to edit a task: " by clicking on the row of the required task in the housekeeping tasks list.

In both cases, a form like the following one is available for editing.

1. Date: the date of the task should be defined.

2. Room: the room name can be selected from the drop down list.

3. Res. id: the reservation id should be added here.

4. Housekeeping plan: if the task is related to a housekeeping plan, this should be chosen from the drop down list.

5. Status: it can be selected among the available: "not started", "in progress", "finished".

6. Notes: any additional note should be mentioned here.

Mass creation of tasks

This option is useful in case that a new rule must be applied to existing reservations.

By following the steps options'⇒ tools⇒ Mass creation of tasks⇒ Yes, the system creates automatically all the missing housekeeping tasks for the existing reservations (confirmed or checked-in) based on the housekeeping plans.

After this move, the list of the housekeeping tasks must have been updated accordingly.

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.