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Housekeeping and guest service

The housekeeping board

Today, by room: what needs cleaning, who is doing it, and what disagrees with the desk.

Operations → Housekeeping. One line per room for today: its status, whether the guest is departing, staying over or arriving, and any note from the desk.

The housekeeping tab: report a room, and today's sheet.
The housekeeping tab: report a room, and today's sheet.

Do this

  1. Room — the room being reported, with its current status beside it.
  2. Status — what was found: vacant clean, vacant dirty, occupied clean, inspected, out of order.
  3. Report — records it against your name and the time.
  4. Build today's sheet — assigns every room owing a service to the attendants on duty.
  5. Serviced on a row marks the work done for today's business date, from a phone, without finding the room in a list.

A room owing service is shaded. Ready means somebody could be walked into it now; occupied rooms owe a service every day and go back to "not yet" when the date rolls.

Discrepancies are the rooms where housekeeping and the front desk disagree — housekeeping reports vacant, the system says occupied, or the other way round. Each one is either a guest who left without checking out or a guest who has been given a room somebody has already cleaned around. Both are worth walking upstairs for, and the discrepancy report is the list to walk with.

More in Housekeeping and guest service

Room statuses, and who changes themVacant-clean, vacant-dirty, occupied, out of order — and what moves a room between them. Guest requests and complaintsRaise it, assign it, resolve it — so a request is a record rather than a memory. Taking a room out of orderOut of order removes a room from availability for a period, with a reason. When housekeeping and the front desk disagreeThe discrepancy report lists rooms where the two views differ. Check those rooms first. Rooms out of order, and for how longGive an out-of-order room a date range. A room with no end date is out for ever. Analytics, the kept numbers, and the budgetSixty columns per hotel per day, kept by the night audit; trends; cost per room; budget against actual. A room's storyEverything that ever happened in a room, in order, with who and when; it cannot be edited. Damage and missing itemsReported with a photograph and a value, verified by a supervisor, approved by a manager, charged to the folio. Equipment and its service historyEvery AC, geyser, sofa and pump, in its room, with when it was last serviced and when it is next owed. Faults, and the recheckOne tap from the room raises the ticket; engineering fixes it; housekeeping rechecks before it closes. Guest requests, and Do Not DisturbTowels, water, a cot, "clean my room now" — each with a clock, an assignee and the guest told; DND with attempts and a threshold. Handover, help, and the day on paperThe going shift writes what is open and the coming one signs; help is asked for from the room; the sheet prints and the reports email themselves. Leakage, fraud, and the investigation queueSix questions asked of the hotel's own history every night; each opens an investigation a manager closes with a finding. Linen and laundryFresh to the room, soiled to the batch, the batch to the laundry and back with the count checked; and a guest's laundry as a docket that charges the folio. Lost and foundWhat was found, where it is kept, every attempt to reach the guest, and how it went back. Not done, and whyEvery round missed, room visit left undone and scheduled job past its date — whose it was, and the reason. People, shifts and the rosterWho is on the floor today, what each can do, and how the rooms are shared out. Photographs on the storyA before, an after, a failure, a damage or a maintenance photograph, taken on the phone, kept on the room's story with who and when. Preventive workAC servicing, filter cleaning, drain cleaning, mattress rotation, pest control — on a schedule the night audit runs, over rooms or machines. Public areasThe lobby, lifts and washrooms cleaned at set times or on a frequency, by a named owner, started and finished by scanning the code on the wall. Rules that act, the clocks, and the trayIF this moment THEN do that — with approval where the hotel wants it; every open thing has an SLA and a chain; notifications in one tray. SOPs and who has read themThe written standard, versioned, and the staff acknowledgement that goes with it. The checklistWhat a clean consists of, ticked on the phone; the room and bathroom lines, mandatory ones, versions, and when it blocks Done. The dashboard and the floor mapEvery number of the day on one screen, and the floor drawn as it is, coloured by state. The floor's screenOne card per room, one tap per step; the room attendant's whole day on a phone. The group, and the brand standardEvery hotel a row, ranked; a brand checklist pushed to hotels with lines they cannot remove. The guest remembered, and the eco stayPreferences on the guest come back next stay; an eco stay skips the clean or keeps the linen, and the savings are counted. The housekeeping storeConsumables, linen, chemicals and minibar stock on one ledger: receive, move to a pantry, issue to a room, count, and see the variance. The inspectionA supervisor scores the cleaned room line by line; a pass makes it ready, a fail makes the re-clean by itself. The minibarFilled from the store, sold to the guest on the folio by the person who saw the empty bottle, counted at check-out. The morning paragraph, the ETA, and the demandWhat the queue predicts for today, which arrivals are at risk, the move that helps — and what the store will need this week. The phone: offline, alerts, languages, voiceTaps are kept without a signal and sent when it returns; rush rooms reach the phone; the floor reads Hindi, Bengali or Nepali; a voice note becomes a ticket. Webhooks and messagesSixteen events posted to any URL with a signature and retry; five WhatsApp messages in the hotel's own words. What a clean costsConsumables, chemicals and linen washes added up per visit, per room, per type, per floor, per attendant. Which clean a room getsCheckout, stay-over full or light, turndown, deep clean — the kinds of visit, their targets, and the rules that decide. Which room comes firstA guest waiting, a VIP, an arrival, a rush from the desk — one number puts the room at the top. Who cleans wellRooms, minutes against target, inspection scores, fail rate, re-cleans, complaints — per attendant, for any period — and the lines each one keeps failing.