Housekeeping
This tool allows you to keep the housekeeping of your hotel well-organized, efficient and manageable. You have the possibility to schedule the housekeeping activities, either by applying general rules or by setting specific tasks that should be applied on certain cases. Monitoring them using your calendars is an additional plus.
The following directions will help you to organize your own housekeeping schedule.
Contents
Setting housekeeping plans
If there are housekeeping activities that are applicable to every reservation, you can set housekeeping plans as per below:
Click on options⇒ settings⇒ housekeeping plans⇒ new housekeeping plan
In this form you may add the following information:
1. Title: name of the cleaning plan.
2. Description: describe the tasks that the housekeeping staff should perform.
3. Enabled: if you click on this, the system generates automatically the respective plan.
4. Type: select "partial" or "complete cleaning" to clarify accordingly.
5. Check in: if you want to set a cleaning plan before customer's arrival.
6. Check out: if you want to set a cleaning plan after customer's departure.
7. Interval: 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.
Setting housekeeping tasks
If you want to manage each task separately, you should follow the below steps:
Click on options⇒ tools⇒ housekeeping⇒ housekeeping tasks
On this page you can see a list of the housekeeping tasks that come from the cleaning plans you have already set or the tasks that you have added manually. So, you can:
1. Create a new housekeeping task by filling in: the planned date of the task, the name of the room, the housekeeping plan which is related to, the status and any notes that you consider important for the housekeeping staff.
2. Edit any registered task by clicking on the respective row. A form like the following one will be appeared, so that you make the necessary changes.
3. Change the filters of the view, so you isolate the tasks you are interested in, e.g. by date, by room etc.
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
and you will see a notification window similar to the following:
Click on YES and wait for the confirmation window.
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:
User name: the displayed name of the user.
New password: the password of the account.
Confirm new password: confirmation of the password.
Language: the displayed language.
Role: choose "housekeeping staff"
Permissions: define the permissions of the user. By choosing "housekeeping staff" all the permissions are removed.
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 on the left or the right of the date. Also, you can use the filters at the top of the page, if you want to see the pending tasks or if you want to see the tasks depending on the room type.
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 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. 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
options⇒ reports⇒housekeeping
At this section you may find important reports that are related to the housekeeping activities.
- 35 Housekeeping activity
- 018 Housekeeping tasks for period
- 36 Housekeeping tasks per room for period
- 37 Housekeeping tasks per room group for period
- 34 Rooms cleanliness status
- 83 Rooms cleanliness status by occupancy
Based on your needs you may choose the proper one. In case 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 a report.
