1. Introduction #

Our tool helps you to save time in the allocation of daily cleaning work. Each day it will propose a work distribution from which you can make your adjustments. In order for the tool to be able to do this, there is a previous configuration stage that we explain in this document.

Only 1 time

This is a task that needs to be done once before starting to use the tool. Later on, it is possible to modify it if necessary.

Credit system

It is based on a system of points or credits. Each type of room is assigned credits based on the time needed to clean it, and the system takes these credits into account to propose a distribution of the day’s work.

A better job distribution

Pre-setting allows the system to help you better distribute the daily cleaning work.

2. Room Types (If not previously defined) #

2.1. Define hotels room types

The tool is based on a system of points or credits. Credits are assigned to each type of room according to the time needed for cleaning. To do this, it is necessary to define the types of rooms in your hotel.

• Access to main settings
• Select “Locations – types” in the left side menu.
• You will see a setup window.
• Set the type of the rooms or locations of your hotel.

2.2. Assign room types to rooms

Once the previous step has been taken, the second step is to define what type of room each room is.

• Access to main settings
• Select “Locations – management” in the left side menu.
• Select the rooms and assign a room type.

3. Work teams #

You must define work teams for the different areas/buildings of the hotel. Most hotels work with only one team, if this is your case, it will be sufficient to define one team.

• Access to “Job Distribution” > “Settings”
• Select “Teams” in the left side menu.
• Add a team if you have more, or edit the name of yours.

4. Sections #

Sections are groups of rooms that are usually assigned to the same person due to their proximity. Depending on the occupancy of the hotel, the system will propose which sections to assign to each person.

4.1. Create sections

First of all, you have to create the sections of your hotel. Click on the “Add Section” button and give it the name of your choice.

4.2. Add rooms to a section

Click on the “Add” button of each section, and select the rooms that correspond to that section. When you add them, you will see just below the name of the section the number of rooms and credits of the section (in the example video 12 and 12).

5. Credits and weightings #

5.1. Credits by room type

Access

• Access to “Job Distribution” > “Settings”
• Select “Teams” in the left side menu.

Set credits

• Select each type of room and introduce the time and enter the cleaning time required for each one.
• The system will calculate credits based on these times (20 minutes of cleaning equals 1 Credit).

5.2. Weightings

If you want to be more precise, you can add weightings that will modify the estimated credits each day according to the Occupancy and Cleanliness status of each room.

• Occupancy: Allows you to add variants depending on the room occupancy: Check-out, Vaccant, Free…
• Cleaning status: Allows you to add variants depending on the initial situation of the room: Dirty, To be reworked, Clean etc.

The time set for each room type shall be multiplied by this value for the defined case. In the example above, a mutiplier of 1.10 has been added for Dirty rooms that are of 1.10 for the Dirty and Due out rooms, since it is usual that the cleaning time is usually longer.

6. Users and roles #

For the planning module to be able to help you distribute the work, it is necessary that all the people (housekeepers, supervisors and maids) have created a user in the system. Even those who do not have a mobile phone (the daily work report will be printed out for them).

Access

• Access to main settings
• Select “Users – management”.

Edit permissions

This list shows all users defined in the hotel. In order to be able to work with the automatic planning and assignment, the floor employees must stop one of these roles:

• Housekeeper: have access to the planning configuration and visibility of the entire system.
• Supervisor: Persons responsible for carrying out floor supervision. They will have visibility of the work reports assigned to them.
• Employee: Chambermaids. They will have visibility of the rooms assigned to them.

7. Daily credits for waitresses and supervisors #

7.1. Credits by profile

Define the daily credits per profile. When you edit it, you will see that the time equivalences are displayed.

7.2. User list

Add the users in your system that can be assigned cleaning work each day. This will allow you to do 2 things:

• Assign the work reports to specific people, and in case they have a mobile phone, send it to them automatically without having to print it.
• To be able to add exceptions of dedication or credits.

You can add exceptions. For example, if someone works part-time or has a reduction, you can change their credits and the system will take this into account when making the allocation.

8. Closing of the day #

In this section you can define whether you want the daily schedule to close automatically and at what time.