Walk through of Housekeeping Configuration

By the end of this training article you will be able to:

• Configure the housekeeping setup
• Set up hotel bedrooms
• Configure the maintenance section

Configuration > Housekeeping is where the background setup for the bedrooms inside the hotel, the maintenance section, and the housekeeping department is configured.

Top Window

• Name: Name of the bedroom
• Type: The actual room type this bedroom is attached to
• Floor: Which floor this bedroom is on
• View: Which view this bedroom has
• Wing: Which wing it is in
• No: The bedroom number
• Order: The order the bedrooms should display in
• Section: Which section of the hotel this bedroom is in
• Unit: Which unit this bedroom belongs to
• Pets: If pets are allowed in this bedroom

Details

• Feature: Which features this bedroom has
• Connecting Rooms: Which bedroom can be interconnected to this bedroom
• Floor Plan: In Configuration > Front desk > Pictures a floor plan can be uploaded and linked to the bedroom in details. In Reservations > Room Rack double click left twice onto the room number and the floorplan will pop up.
• Combined Room(s): Which rooms combined this room is made up of
• Adults Children: How many adults, children and extra beds are allowed maximum in this room

Services

Room Type/ Stay/ Departure/ Pick Up/ Pet

This section is used to key in the amount of time it would take a room attendant to clean a room type in minutes by stay (if a guest is staying overnight), departure (if this room is a departing room to be cleaned ready to be let out again), if a room is a pick up (a clean room which did not have a stayover, or a room where the guests had checked in but decided they do not like this room) and if a pet is part of this reservation how many additional minutes are required to clean this room.

This information is needed for the housekeeping assignment, as this works on the total of minutes an attended is on shift.

Service / Time

Inside this window right click and add entry to key in any interval services the hotel provides for stayovers. I.e. linen change, towel change, mini bar top-ups.

Service/ Interval (Days)/ Duration (Mins)

Use this drop-down to add any to schedule any interval services that are offered per room type. This will display on the assignment report as a trace.

Views

Right-click and add entry and free type for any views you would like to add per room inside the details tab

Features

Right-click and add entry and free type for any features you would like to add per room inside the details tab

Wings 

Right-click and add entry and free type for any wings of the property you would like to add per room inside the details tab

Status

The window to the left-hand side (code/ status) are hardcoded and are view only.

The window to the right-hand allows the user to sort the housekeeping status of bedrooms into order of appearance, key in a code of their choice to view inside quick status, name the housekeeping room condition after their choice or add any additional conditions required by the hotel and assign a colour to this code. 

Double click into the colour field and mix and match.

The attributes are used to determine whether this room is rentable (can you check this room in) and if this room condition should be possible to assign via Housekeeping > Assignment.

Repair Codes

The repair codes are freely typed in for the maintenance section to be useful and precise. Add any group, source, category, problem including their code, and save.

The group is required to summarize the maintenance list.

When keying in the OOO – out of inventory codes make sure to have at least one problem for OOI (individual rooms) and at least one problem for combined OOI rooms for your database to work correctly.

The urgent tab is to highlight to the maintenance team urgent problems.

Sections

Key in sections to be able to assign these to bedrooms inside the details tab. The order will determine in which order these are displayed; the code is an abbreviation of the users choice.

The overflow section is used for the auto-assignment report. An attendant has a duration of minutes per shift. In the attendant's set up a preferred section is also added. When auto assigning and the shift is not filled to the maximum of minutes, as there might not be enough bedrooms to clean on that day, the system will add bedrooms from the overflow section.

Attendant 

In here we right-click and add an entry to add the hotel's housekeepers.

• Order: key in the order the attendants should display as on the assignment report
• Code: key in a code/ abbreviation per attendant
• Name: the full name of the housekeeper
• Contact Info: personal contact information
• Preferred Section: select the preferred section from the drop-down
• PIN: add a 4-digit pin. This is used for the housekeeper to view her assigned rooms only via the app
• Availability: Select the days this attendant works at the hotel
• Time: key in the full shift in minutes
• Unit: Select the unit from the drop-down this attendant operates at if the hotel operates with units

Public Areas

Public areas are required to log maintenance issues within the hotel that are not bedroom related

If a section and time in minutes are added these areas can also be assigned to housekeepers to be cleaned.

Engineers

• Name: the full name of the engineer
• Phone: the phone number of the engineer
• Email:  the email address of the engineer
• Preferred Contact: the preferred contact is required, as the engineer can be notified via the PMS to inform him or her of a maintenance problem via the preferred method set up in her
• Speciality: it is used to log the area an engineer is specialized in

Tasks

In here enter the code and the task and any required actions for the maintenance department.

Projects

The configuration from the tasks tab will be available in here from the drop-down to schedule and log maintenance projects.

Overflow

The overflow tab is used to add overflow rooms to your room rack to make overbooked rooms visible on your room rack to manage these efficiently.

To add these, right-click and add entry. The default colour is always red and cannot be amended.