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Housekeeping

The Housekeeping feature is used to monitor the status of the hotel's rooms. Users with Housekeeping permission in their user profile can make changes to the room status with the Housekeeping menu option. Access Housekeeping by clicking Front Desk > Housekeeping, pressing F10, or clicking the House icon in the icon bar.

Comments which appear on Housekeeping reports are entered on the Guest Ledger Properties screen in the Housekeeping Note field.

  • By Room Number - Order by Room Number
  • By Group - Order by Housekeeping Group Assignment
  • By Room Type - Order by type of room
  • By Zone - Order by assigned Zone or Floor
  • Clean Priority - List of Dirty rooms that have an arrival coming in (rooms that should be cleaned now)

Room Status​

Rooms can be one of the following statuses: Vacant, Occupied, Vacant/Dirty, Unavailable, or Vacant/Hold.

Only Vacant rooms are available for check-in. Rooms entered in roomMaster Configuration's Rooms Information begin with a default status of Vacant. Once a Vacant/Dirty room is cleaned, the status changes to Vacant.

After a guest is checked in, the room status changed to Occupied. This status changes only when the guest moves to another room or checks out. Occupied rooms are not listed in availability functions.

The room status automatically changes to Vacant/Dirty when a guest checks out after at least one night's stay. If a guest checks in then checks out on the same day, the clerk has the option of leaving the room status as Vacant/Clean. Vacant/Dirty rooms are listed as available in availability functions.

You have the option to place a Vacant/Clean room on Vacant/Hold for a duration of time. This will alert a user who wants to use the room that the room is temporarily on hold for a specific reason. For more information, see Place Temporary Hold on Room.

Unavailable rooms are those which should not appear in any availability functions until a specified date. This room status should be used for those rooms needing repair, in the midst of renovation, etc.

important

roomMaster will never automatically change a room from Unavailable status. A user must change the status manually. This is to make sure that what ever needed to be resolved is completed. That the painting is finished, door-knobs are fixed, carpets are dry, etc. The room should be inspected to confirm the MAINTENANCE issue is resolved before the HOUSEKEEPING functions can be performed and the room made available for sale.

Click here for information on making a room unavailable in the future.

Filtering the list of rooms​

The housekeeping list can be filtered to show rooms of a certain status – for example, only show the unavailable rooms.

Click on the Filter button and select the desired room status. When you are finished using the filtered view, click on Filter again and select "No filter".

Changing the status of a room (cleaning a room)​

A room status can be manually changed between Vacant/Clean, Vacant/Dirty, and Unavailable. Occupied rooms change to Vacant/Dirty status when the guest checks out.

In the Housekeeping view, click on the room and then the appropriate status button in the bottom right corner to change from one room status to another. To change the status in the Room Properties screen, on the Housekeeping tab click Make Room Vacant/Clean or Make Room Vacant/Dirty. The room properties screen can be accessed through the Housekeeping-F10 or Availability-F4 screens.

Make a room Unavailable by clicking on the room and then the Unavailable button. Specify when the room will be available – it will not appear in availability functions until the specified dates. Leaving the date blank keeps the room unavailable indefinitely. Unavailable rooms are from today to a date in the future only. To put a room out of order in the future, see Out of Service.

Click on Batch Clean to change all Vacant/Dirty rooms to Vacant room status without having to manually select each one.

Inspection​

Highlight a room number and select Inspection to mark a room as needing an inspection. The time the inspection was requested is displayed in the Inspection column of the F10- Housekeeping screen. On the rooms' properties screen Service/Inspection Requested will appear in red.

To clear the inspection flag from the F10-Housekeeping screen, change the room status to Vacant/Clean. This is the only room status change that will clear and inspection flag. Clear the flag from the Room Properties screen by going to the Housekeeping tab and press Clear for Service/Inspection Requested.

Although InnQuest Software does not agree with the practice of marking ALL rooms, including occupied rooms as "Clean"" each day, if you choose to, checking the Mark occupied rooms as Inspection Requested in Setup > Configuration > Guest Ledger > Dayend Close Options will mark all rooms as Inspection Requested. You can then mark each room as "Cleaned" through the day by clearing the inspection flag from the the F10-Housekeeping screen, the Room Properties Housekeeping tab or through your phone system using EPI.

Housekeeping Summary​

The Housekeeping Summary is a view only window that displays the current status of all your rooms by room type. The amount of rooms requiring inspection and those that have the maid in room are given by room type. The number of CheckOuts, Late CheckOuts and CheckIns are also totalled by room type. Click the House Summary button to display the Housekeeping Summary.

Display as Chart​

The Display as Chart option displays the number of checkins for the next two weeks. Other charts available by selecting the drop down box include Checkouts, Stayovers, and Current Room Status. Also, you can display the number of Adults, Children, Total People. The Turnovers (Front Desk Activity) chart displays the change percentage of your property for a day. This is the actual number of changes (checkouts + checkins for a day) divided by the number of total number of possible changes (total rooms x 2) since each room could be checked in and checked out in a day. The display can be customized using the Display Data options.

Out of Order History​

The History tab on the Room Properties window displays the audit date and reason a specific room was Unavailable during the Night Audit. The information is written to History tab during the dayend close process, including the Room Note, and only rooms that are Unavailable at the time of the audit will have their history tracked. Tracking the history can be turned off by going to Setup > Configuration > Guest Ledger > Dayend Close Options, and checking the box for Do not track Out of Order History Detail. Sites that put many rooms Out of Service during a season would want to use this option to avoid many unwanted entries in the History tab.

This information is also written to the Owners Statement for time share room owners.