Understanding Housekeeping
Learn about the comprehensive Housekeeping system that manages room cleaning, inspections, maintenance, and team coordination.
What is the Housekeeping System?
The Housekeeping management system is the central hub for all room cleaning, maintenance, and quality control operations. It: • TRACKS ROOM STATUS in real-time (Clean, Dirty, Inspected, Out of Order, Out of Service) • MANAGES CLEANING TASKS including departure cleans, stayover cleans, and deep cleans • SCHEDULES PREVENTIVE MAINTENANCE and routine tasks • COORDINATES TEAM ASSIGNMENTS ensuring the right staff is on the right tasks • HANDLES INSPECTIONS with quality checks and photo documentation • MANAGES MAINTENANCE ORDERS for repairs and maintenance • INTEGRATES WITH LOST & FOUND for guest lost items • PROVIDES ANALYTICS on team productivity and room readiness • AUTOMATES WORKFLOWS to reduce manual work and ensure nothing is missed The system brings organization, efficiency, and accountability to housekeeping operations, ensuring guests always have clean, well-maintained rooms.
Key Housekeeping Metrics
The Housekeeping system tracks important metrics: 1. ROOM STATUS DISTRIBUTION: - % Clean: Rooms ready for guests - % Dirty: Rooms needing cleaning - % Inspected: Rooms passed inspection - % Out of Order: Rooms with maintenance issues - % Out of Service: Temporarily unavailable 2. TASK METRICS: - Open/Pending Tasks: Awaiting assignment or start - In Progress Tasks: Currently being worked on - Completed Tasks: Finished today - Overdue Tasks: Tasks that exceeded expected duration - Task Completion Rate: % of tasks completed on time 3. TEAM PERFORMANCE: - Tasks per Staff Member: Workload distribution - Average Task Duration: Time to complete tasks - Quality Score: Inspection pass rate - Efficiency Rating: Tasks completed vs. hours worked 4. MAINTENANCE METRICS: - Open Maintenance Orders: Pending repairs - Average Resolution Time: How long to fix issues - Preventive vs. Reactive: Planned vs. emergency maintenance 5. INSPECTION METRICS: - Inspection Pass Rate: % of rooms passing inspection - Common Issues: Most frequent problems found - Re-inspection Rate: Rooms needing second inspection These metrics help identify trends, improve efficiency, and maintain consistent quality standards.
Housekeeping System Components
The Housekeeping system consists of multiple interconnected components: 1. ROOMS TAB: - Overview of all room statuses - Visual status board for quick scanning - Bulk status changes - Room occupancy information 2. TASKS TAB (with sub-tabs): - Tasks: Create and manage individual cleaning tasks - Schedule: View and schedule tasks by date - Inspection: Quality control and inspection workflow 3. DISPATCH TAB: - Assign tasks to specific staff members - Manage workload distribution - Real-time assignment tracking 4. ISSUES TAB: - Handle escalations (high-priority problems) - Track discrepancies (issues found during inspection) - Creates maintenance orders for repairs 5. MAINTENANCE TAB: - View and manage maintenance orders - Track repair progress - Communicate with maintenance team 6. LOST & FOUND TAB: - Log found items - Track guest lost items - Handle item returns 7. ANALYTICS TAB: - View performance metrics - Generate reports - Track team productivity - Identify trends 8. SETTINGS TAB: - Configure system behavior - Manage task types - Define zones and shifts - Set up automation rules - Configure notifications
Room Status Overview
Every room in the system has a status indicating its condition: 1. CLEAN (Green) - Room is cleaned and ready for guests - Inspection has passed - No pending work - Occupied rooms in this state mean cleaning is done 2. DIRTY (Red) - Room needs cleaning - Either guest just checked out (departure) - Or room needs maintenance during stay (stayover) - Tasks are created to bring it back to clean 3. INSPECTED (Blue) - Room was cleaned and inspected - Quality control passed inspection - May have minor notes but meets standards - Ready to report as clean for guests 4. OUT OF ORDER (Dark Red) - Room has maintenance issues - Not available for guests - Maintenance team is working on it - Will return to Clean when repair is complete - Can last hours to days depending on repair 5. OUT OF SERVICE (Amber) - Room is temporarily unavailable - May be renovating or deep cleaning - Owner has blocked the room - Not sold to guests - Status is intentional and scheduled STATUS CHANGES: - Statuses change automatically as tasks complete - Or manually update by staff when circumstances change - Each status change is logged with timestamp and who made the change - Status notes can be added to explain reasons
Getting Started with Housekeeping
To begin using the Housekeeping system effectively: 1. NAVIGATE to the Housekeeping menu from the left sidebar - Click on 'Housekeeping' - Select your property/group if prompted 2. START WITH ROOMS TAB - Get familiar with room status board - See which rooms are clean/dirty/in process - Understand current occupancy 3. UNDERSTAND TASK TYPES: - Departure Clean: After guest checkout - Stayover Clean: During guest stay (light cleaning) - Inspection: Quality control check - Deep Clean: Thorough cleaning (monthly/seasonally) - Maintenance: Repairs by maintenance team 4. CHECK YOUR STAFF: - Review who is assigned what tasks - Understand availability - Note any absent or on-leave staff 5. EXPLORE THE DISPATCH TAB: - See how tasks are assigned - Understand the workflow - Plan for efficient task distribution 6. REVIEW SETTINGS: - Configure your housekeeping preferences - Set up notification preferences - Define custom task types if needed 7. CONFIGURE AUTOMATION: - Set up rules for auto-assigning tasks - Schedule preventive maintenance - Define inspection schedule 8. TEAM TRAINING: - Ensure all staff understand the system - Train on mobile app if available - Set expectations for task completion times
More in Housekeeping
Managing Room Status and Occupancy
Learn how to monitor, update, and manage room status to ensure accurate occupancy information and cleanliness standards.
Cleaning Tasks & Auto-Assignment
Create, assign, prioritize, and track every housekeeping task from one board, and let the system route new cleans to your team automatically.
Inventory, Linen & Supplies
Track your housekeeping stock, linen, and consumable supplies, see what is running low, and record stock movements as items come in and get used.
Maintenance Orders
Log maintenance issues, assign a technician, track work through to completion, approve costs, and block a unit while it is being repaired.
Lost & Found
Log items left behind by guests, track each one through its lifecycle, and record when it is returned, donated, or disposed of.
Zones, Shifts & KPIs
Organize cleaning by zone, set up staff shifts so the right people get the right work, and watch housekeeping performance with daily KPIs.