5 steps

Managing Room Status and Occupancy

Learn how to monitor, update, and manage room status to ensure accurate occupancy information and cleanliness standards.

Accessing the Rooms Tab

The Rooms tab is your central dashboard for all room status: 1. NAVIGATE to Housekeeping 2. Click on the 'ROOMS' tab (bed icon) 3. The room status board displays: - Grid or list view of all rooms - Color-coded status indicators - Current occupancy information - Open tasks for each room - Room assignments (if using assigned rooms) 4. VIEW OPTIONS: - Toggle between Grid View (visual cards) and List View (table format) - Adjust zoom/scale for visibility - Customize columns in list view 5. FILTERS (Top bar): - Filter by status: All, Clean, Dirty, Inspected, Out of Order, Out of Service - Filter by occupancy: All, Occupied, Vacant, Blocked - Search by room number or name - Filter by floor or zone 6. STATUS LEGEND: - Green = Clean - Red = Dirty - Blue = Inspected - Dark Red = Out of Order - Amber = Out of Service 7. ROOM CARD INFORMATION: - Room number and name - Current status with colored badge - Occupancy status (occupied/vacant) - Guest name if occupied - Number of pending tasks - Last cleaning time

Updating Room Status Manually

Sometimes you need to manually update a room's status: 1. CLICK ON A ROOM CARD: - Click on the room card in the status board - Or right-click for quick options menu 2. SELECT 'CHANGE STATUS': - A modal dialog appears - Shows current status with options for all statuses 3. CHOOSE NEW STATUS: - Select the appropriate status option - The radio button highlights your selection 4. ADD OPTIONAL NOTES: - Provide context for the status change - Examples: "Out of Order: AC broken, repair scheduled tomorrow" "Out of Service: Deep cleaning in progress" "Dirty: Guest just checked out" 5. CONFIRM THE CHANGE: - Click 'SAVE' to apply the new status - System records timestamp and who made the change - Notification sent to relevant staff 6. BULK STATUS CHANGES: - Select multiple rooms (checkboxes) - Click 'Bulk Update' - Apply same status to all selected rooms - Useful for: - Marking whole floor as dirty after heavy use - Setting out-of-service during maintenance - Quick status changes 7. STATUS CHANGE LOG: - Every status change is recorded - View history in room details - See timestamps and who made changes - Useful for auditing

Understanding Occupancy and Assignments

Room occupancy directly impacts housekeeping needs: 1. OCCUPANCY STATUSES: - OCCUPIED: Guest is currently staying in the room - VACANT: Room is empty (ready for new guest or between guests) - BLOCKED: Room is intentionally not available (maintenance, renovation, hold) 2. HOW OCCUPANCY AFFECTS CLEANING: - OCCUPIED ROOMS: - During stay: Stayover clean (light cleaning, turnover service) - Only housekeeping staff can enter - Guest should be notified before entering - Deliveries and services coordinated around guest schedule - VACANT ROOMS: - After checkout: Departure clean (full cleaning) - Full access for housekeeping - Deep clean can be done if needed - Inspection happens before marking clean - BLOCKED ROOMS: - No cleaning needed - May be blocked for repairs - Or blocked for deep cleaning - Status shows why it's blocked 3. ROOM ASSIGNMENTS: - Some systems assign rooms to specific staff members - Primary assignee is responsible for that room - Can override on per-task basis - Helps maintain continuity 4. GUEST INFORMATION: - Guest name shows in room card if occupied - Click for guest details (checkout time, preferences) - Check notes for special requests - Essential for respectful service delivery 5. COORDINATING WITH FRONT DESK: - Housekeeping receives occupancy updates from booking system - Expected checkout times drive cleaning schedule - Early checkouts create urgent cleaning needs - Late checkouts delay cleaning start - Communicate any conflicts with front desk

Monitoring Room Health and Issues

Beyond status, monitoring room health ensures quality: 1. ROOM HEALTH INDICATORS: - Last cleaning date/time - Days since last inspection - Number of pending tasks - Recent issues or escalations - Maintenance status - Guest complaints 2. PREVENTIVE MONITORING: - Rooms should not stay dirty for more than X hours after checkout - Occupied rooms need stayover clean every X days - Inspections should happen within specific timeframe - Maintenance should address issues within SLA 3. IDENTIFYING PROBLEM ROOMS: - Filter by status = 'Out of Order' - These rooms need special monitoring - Track repair progress - Ensure they return to service quickly - Impact on revenue is significant 4. RECENT ISSUES: - Hover over or click room to see recent issues - Escalations from staff or guests - Discrepancies found during inspection - Photos of damage or problems 5. TASK PENDING COUNT: - Shows how many tasks are open for the room - High count (5+) may indicate backlog - Helps identify which rooms need attention - Distributes workload effectively 6. COMMUNICATION: - Leave notes for housekeeping on specific rooms - Tag urgent items - Assign to specific staff member - Ensure nothing is missed

Best Practices for Room Status Management

Follow these best practices for effective room management: 1. REAL-TIME UPDATES: - Update status as soon as work is done - Don't wait for end-of-shift batches - Allows front desk to sell rooms faster - Provides accurate picture to management 2. ACCURATE STATUS: - Don't mark clean if inspection is needed - Don't mark dirty if just minor touch-up needed - Use actual status that reflection current room condition - Mis-marking affects guest experience 3. DAILY MONITORING: - Review status board at start, mid, and end of shift - Identify bottlenecks or backlogs - Address stuck rooms (same status for hours) - Redistribute work if needed 4. NOTE DOCUMENTATION: - Always add notes explaining status changes - Document any issues found or reported - Record why a room is out of order - Helps with training and improvement 5. FOLLOW SLAs: - Establish target times for cleaning - Departure clean: 30-45 minutes - Stayover clean: 15-20 minutes - Inspection: 10-15 minutes - Track and improve 6. GUEST RESPECT: - Always check occupancy status before assigning work - Coordinate with guest notification - Respect privacy and do not disturb - Document any guest interactions 7. PREDICTIVE PLANNING: - Review expected checkouts for next 2 hours - Pre-plan cleaning schedule - Assign rooms to staff in advance - Reduces wait time for new guests