Housekeeping

Front Office Reports Housekeeping

Select this menu item to open the Housekeeping dialog box and access the “Housekeeping Report” tab.

See what needs to be done at a glance. You can immediately see the status of each room and whether a room is “clean” or “out of order.” You can print the report to help your housekeeping and cleaning staff schedule their workday.

The dialog box opens to the “Housekeeping Report” tab by default. Please see below for a detailed description of all tabs in this dialog box.

Room status

Shows all rooms by their status. This tab also allows you to change the status of multiple rooms in one step.

Use the check boxes in the top section of the tab to filter the rooms by their status.

Additionally, the following options are available:

all / none: You can select the all or the none radio button to automatically select or clear all check boxes, respectively.

Housek. Dept.: If you work with housekeeping departments, enter the name or ID of the department whose rooms you want to display.

Guest name:   Select this check box to also see the guests that are currently checked in and the FO status of the room (vacant/occupied).

[Search Room]: Click the [Search Room] button to show all rooms that match the selected criteria.

Changing the room status

If you want to change the status of one or multiple rooms, select the relevant room(s) and right-click the selection. This opens a context menu with various editing options for the selected entries:

Enter Room Maid Reports

Housekeeping can enter a room status to communicate to the front office if a room is occupied or vacant, dirty, cleaned or checked etc. The input on this tab is used for the discrepancy calculation on the next tab.

Enter the room number, the room status (as a number) and the occupancy status (as a number) in the bottom section of the tab:

Then press Enter.

Room status and occupancy status identifiers:

Click the [Codes] button to view the identifiers on screen.

Discrepancy

Discrepancies indicate a conflict between the room status maintained in the system and any status information provided by housekeeping.

If you want to limit the view to any existing discrepancies, select the Discrepancy only radio button and click the [Display discrepancy] button.

Alternatively, you can select the All radio button to view all rooms. Rooms with a discrepancy are shown in red; other rooms are shown in black.

Housekeeping Report

The housekeeping report provides an overview of occupied (with guest names) and vacant rooms, shows which rooms have or have not been cleaned, indicates the housekeeping status, shows whether or not the laundry needs to be changed in a room, and much more.

For example, the report shows:

1. Rooms for which guests are arriving.
2. Rooms for which guests are departing.
3. Rooms in which guests are staying.
4. Additional notes about each room/guest.
5. Information that helps estimate the work involved (optional).

Viewing the housekeeping report

Enter the date for which you want to view the housekeeping report and click the [View] button.

You can also click [Print] to print the report immediately.

Allocate Points

It may be helpful to use a point system that allocates a specific point value to each of the tasks. The actual value depends on the room type and the expected time and labor for the task. (For example, the final cleanup task for a suite should have more points than the final cleanup task for a single room.) The point values are stored in the system data, however, you can click the [Points] button to make changes if necessary. You may want to allocate one point for every one minute of labor, for example, to make the values easier to understand.

The point system may be helpful when trying to distribute a day's work evenly across all departments or housekeeping staff members. Proceed as follows:

In the “To” box, enter a point value per department or staff member.

Click the [Allocate Points] button to distribute the points to as many departments as necessary. Each department can represent one staff member. Please note that these departments override the housekeeping departments that are stored in the system data.

If you need to change the allocation of points, right-click the relevant entry. This opens a context menu that provides various editing options:

Refresh

If you want to refresh the view (e.g. in order to enter a new value for point allocation), you should first select the “Refresh” check box.

Then click the [View] button and enter a new point value.

Calculation for mobile devices

If you use the protel Housekeeping App, you should select the "calculation for mobile devices" check box.

Filtering the housekeeping report by specific criteria

It may be necessary to view a list of rooms that have been touched or have not been cleaned. The filter features allow you to filter the list of rooms by these and other criteria.

Select one or several of the room status check boxes or enter a housekeeping department. (Note that this box refers to the departments that are maintained in the system data.) Click the Use button to update the view.

Room Maintenance

Use this tab to manage all repair and maintenance tasks.

Select the All, All due or All done radio button to filter the list accordingly.

For example, you could easily use a view of all pending tasks as a to do list for your janitor.

Entering maintenance tasks

Right-click the table section to open a context menu.

Select the “New” menu item to open the Room maintenance dialog box:

1. Room: Select the relevant room from the pull-down list.

2. Set room status to 'Out of Service': Select this check box to immediately change the room status to “Out of Service” if required.

3. Reason: Use the “Reason” pull-down list to select one of the reasons defined in the system data, and enter a custom description in the “Text” box.

4. Text (local): This box allows you to enter a description in a foreign language (e.g. Arabic or Chinese) that uses a different character set than the default system language.

5. Estimated maintenance time: Enter the scheduled start date and the estimated duration of the maintenance task.

6. Button [OOS future]: Set the room to “out of service” for a period in the future.

7. Click OK to close the window. The entry is saved along with the relevant creation date and created by information and appears in the list with an icon.

Flagging maintenance tasks as cleared

Once a maintenance task has been completed (e.g. by a technician), you can double-click the entry to set it to “cleared.” This opens a dialog box in which you can select a room status. Completed maintenance tasks are flagged with an icon and saved along with the relevant date and user information.

Entering the definite maintenance time

Once the maintenance task has been completed, you can enter the actual time needed and any cost incurred.

1. Right-click the entry you want to close.

2. Select “Lock/Open” from the context menu.

3. This opens the Room maintenance dialog box where you can enter detailed information on the actual start time, duration and cost of the maintenance work.