Cleaning and Housekeeping

Manage cleaning and housekeeping with unit statuses and notes that you set on the Dashboard or in the Calendar, reports for your cleaners, and Auto Actions that change the status automatically. Cleaners can get their own restricted login.

Table of Contents

1. Manage from the Dashboard
2. Manage from the Calendar
3. Customise status presets
4. Reports
5. Assign units to specific cleaners
6. Assign bookings to specific cleaners
7. Automation
8. Close a room for maintenance
9. Logins for cleaners

Manage from the Dashboard

The Housekeeping components show your units. Change the status and add a note if required. Changes you make there show in the Calendar.

• Units: a list of your units. The status of the units is unrelated to bookings.
• Bookings: a list of your units with the unit status related to the bookings.

Note: If you use the old version of the Dashboard, click the Try it link. To change back to the old version, click the hamburger menu and then Original Dashboard.

Manage from the Calendar

In the Calendar, you can add a note or a status value to a unit, for example to store information for a room.

• Set Settings > Account > Preferences > Calendar Style = All Units to use this feature.
• Only the account that owns a property can change the status.
• If you don't need the status selector, hide it: click the User icon at the top right, then Account Management (in the old control panel: Sub Account at the top right). Click Manage Account and enter calendar-unitstatus in the Hide menu pages field.

Customise status presets

Change the default statuses in Settings > Account > Preferences under Unit Status Values. Enter each value on a separate line. To highlight a status, add an optional colour at the end of the line in CSS format (# and a 6-character code), for example:

colorful status #992200

Reports

Several standard reports under Reports are designed to manage cleaning and housekeeping. See Standard Reports. With custom reports, you can also give each cleaner their own list, as in the two setups below.

Tip: The Routines function sends reports to specific recipients automatically. Set it up in Settings > Account > Routines. See Routines.

Assign units to specific cleaners

Use a custom report to assign properties, rooms or units to a specific cleaner.

Step 1: Create the unit statuses

In the account that assigns the housekeeping, manually or automatically with Auto Actions, go to Settings > Account > Preferences > Unit Status. Enter the unit statuses you need, one per line, for example the cleaner name or company as the identifier. You can add a colour; the context help (?) has the details.

Cleaner1
Cleaner2
Cleaner3
ToBeAssigned
Ready
Action Required

Step 2: Create the report

Go to Reports > Custom Reports, create a new report or update an existing one, and select the report name. Set:

• Checkin from = Today
• Checkin to = 2 days (the timeline you need)
• Status = All not cancelled
• Template Variables: [UNITSTATUS1] equal [Cleaner1]
• The fields you want to show on the report or Dashboard

Note: For each cleaner account, you need to clone the report and adjust it before the cleaner can use it for their own information (steps 3 and 4).

Step 3: Clone the settings to the cleaner accounts

1. Click the User icon at the top right, then Account Management > List Accounts, and click Clone Account Settings.
2. Select the account that created the housekeeping report.
3. Select the cleaner sub accounts from the list.
4. Under Control Panel Calendar > Unit Status Values, tick the box.
5. Under Settings > Custom Reports, tick the report (you need the report number) for each cleaner account.
6. Scroll back to the top and click Copy.

Step 4: Adjust the report and Dashboard for each cleaner

To adjust each sub account, temporarily give it the Admin role:

1. Click the User icon, go to Account Management > List Accounts and click Manage Account for the cleaner account.
2. Set Role = Admin, click Save, then click Login to Account.
3. Go to Settings > Account > Preferences > Unit Status and enter the unit statuses, one per line, as in step 1.
4. Go to Reports > Custom Reports, edit the housekeeping report, change the template variable value to this cleaner (for example [UNITSTATUS1] equal [Cleaner1]) and save the report.
5. Go to the Dashboard, click the padlock to unlock it, select the report you just cloned and format the Dashboard as needed. See How to setup the Dashboard.
6. Go back to Account Management and set Role = Cleaner for this cleaner account.

Do this for each cleaner account.

Step 5: Assign cleaners automatically with Auto Actions

Use Auto Actions to assign the housekeeping to the right cleaner. Set the properties, room ids or units in the Auto Action trigger.

1. Go to Settings > Guest Management > Auto Actions and click Create New Action.
2. In the Trigger tab, set:
   • Property and Room
   • Exclude Room Id's and Unit (can be used to refine the assignments)
   • Trigger Event = Check-out
   • Trigger Time = Immediate
   • Trigger Window = 1 day
   • Booking Status = All but not cancelled
3. In the Booking tab, set Execution = One time only and Change Room Unit Status = the cleaner number or name.

Repeat this for each property, room, unit and cleaner.

Step 6: Change assignments manually

If you need to change the assignment for one apartment or property, for example because of a change of cleaner or sickness, go to the property, room or unit in the Calendar and set Unit Status = the cleaner number or name.

Expected result: The report on each cleaner's Dashboard lists the apartments assigned to them. If appropriate, the cleaner can mark a unit as cleaned by updating the unit status in the Housekeeping component on the Dashboard.

Assign bookings to specific cleaners

Use booking info codes to assign specific bookings to each cleaner, for example with 2 cleaners, and run a report for each cleaner.

1. Set up booking info codes: go to Settings > Account > Preferences > Bookings > Booking Info Codes Values and enter the codes, one per line, for example CLEANER1 and CLEANER2.
2. Add a code to a booking: open the booking, go to the Info tab, select the code (for example CLEANER1) with the down arrow and click +Add.
3. Create a report for each cleaner, for example with tomorrow's cleaning or departures: in Reports > Custom Reports, edit or create a report and set:
   • Check Out From = Tomorrow (or any other selection)
   • Status = Not Cancelled
   • Any booking info code = CLEANER1
   • Drag the columns you need from the list on the right.
   Save the report and click Show report.

Automation

To automate the process, set up an Auto Action that changes the unit status when a guest arrives. Auto Actions can also send emails to staff on these changes.

Close a room for maintenance

• Add a booking with the status Black for the period the room is under maintenance.
• Reduce the inventory in the Calendar to 0.
• To close the whole property, set an Exceptional booking period = Blackout in Settings > Booking Engine.

Logins for cleaners

Create additional user logins in Account Management: click the User icon at the top right, then Account Management (in the old control panel: Sub Account at the top right). The roles Cleaner and Cleaner Manager have restricted access to the control panel.

Related Articles

• Auto Actions
• Custom Reports
• Sub Account
• Close Rooms