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    Housekeeping Tasks

    Setup the cleaning tasks when using Housekeeping in RMS.

    Table of Contents

    Setup RequirementsHousekeeping Task HierarchyTask OptionsTask Frequency OptionsTask Frequency ExamplesSetup

    A Housekeeping Task is the activity or job required to clean, maintain or service an area when using Housekeeping in RMS. 

    Tasks can be allocated to a Property, Category, Area, Rate Type, Derived Rate Type, or Rate Type Property Rule to automatically schedule housekeeping requirements on a reservation. The housekeeping schedule on the reservation is determined by the Housekeeping Task Hierarchy when multiple layers of Housekeeping Tasks have been setup.

    Housekeeping schedules on a reservation can be manually adjusted with tasks added or removed and when they are scheduled being altered on an ad hoc basis.

    The task frequency includes a wide range of options to determine the behaviour and scheduling of tasks on reservations. Frequency options include reservation length of stay criteria and alterations, scheduling behaviour for when the ordinary task schedule falls on the reservation arrival date or departure date, a specific day of the week, or a Housekeeping Holiday Date.

    Additional task options include defining a task as a 'Departure Clean', requiring a 'Linen Change', requiring 'Inspection', requiring a 'Departure Block', and setting the time required to complete the task.

    A 'Departure Clean' sets the task as a full clean occurring after reservation check-out. Tasks set as a 'Departure Clean' will show as a 'Hold Over Departure Clean' when the task is not completed on the same day the reservation departed. 'Hold Over Departure Clean' provides oversight and management of vacant areas that have gone the longest without housekeeping attendance since a reservation checked-out and will be indicated on the Housekeeper Roster and Housekeepers Report.

    Departure Block is an optional feature that can be enabled in the Housekeeping setup and be applied to any task set as a 'Departure Clean'. The Departure Block will create a maintenance reservation in the area on reservation check-out for the defined length of time to prevent new same day arrival reservations being created in an area when housekeeping is not able or available to complete the departure tasks the same day as the reservation checks-out.

    Tasks set as requiring a 'Linen Change' will be indicated on the Housekeepers Report and in the Staff Portal to notify the staff that new linen is required as part of task completion. 'Linen Change' tasks will also display the calculated Linen using the Bed Configuration and/or number of guests on the reservation based on the Housekeeping, Linen, and Bed Configuration setup.

    'Time Allocation' defines the maximum length of time a task is expected to take to complete and can be used when allocating a task to Housekeepers on the Housekeeper Roster.

    Using the 'Time Allocation', Housekeeper Roster, and Staff Portal provides oversight of staff performance and productivity in completing allocated tasks. The Staff Portal includes real time tracking of task completion by housekeeping staff with access that can be viewed on the Housekeeping Productivity Report.


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    Setup Requirements

    The following setup is required before creating a Housekeeping Task:




    Housekeeping Task Hierarchy

    Table of Contents

    Examples

    Housekeeping Tasks can be setup on multiple layers to provide maximum flexibility and control over the scheduling of tasks on a reservation at the property.

    To simplify housekeeping setup it is recommended to use the lowest applicable setup tier and sparingly use higher setup tiers to override the base setup.

    The housekeeping schedule on a reservation will only include tasks from the highest available setup tier using the below hierarchy:






    		Rate Table 1
    Best for seasonal housekeeping.














    		Derived Property Rate Rule
    Best for rate specific housekeeping at a particular property.












    		Derived Rate Type 2
    Best for rate specific housekeeping on a derived rate type.










    		Property Rate Rule
    Best for rate specific housekeeping at a particular property.








    		Rate Type
    Best for rate specific housekeeping on a standalone rate type.






    		Area
    Best for housekeeping that differs per area or for a specific area.




    		Category
    Best for housekeeping that differs per category or for a specific category.


    		Property
    Best for housekeeping across the entire property.

    1 - Any Housekeeping Tasks setup on the Rate Table of a 'Derived From' Rate Type will not override the tasks set on the Derived Rate Type or Derived Rate Type Property Rule.

    2 - Any Housekeeping Tasks setup on a Rate Table selected in the 'Adjustment Amount' tab of a Derived Rate will override any tasks set on the Derived Rate Type or Derived Rate Type Property Rule.


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    Examples

    The below examples are common scenarios of housekeeping services and the task allocation setup they can use to accommodate these needs.


    Example A

    A hotel, motel, or serviced apartments property that provides the same cleaning services to all rooms or apartments at the property can use only the Property Housekeeping Tasks.


    Example B

    A hotel, motel, or serviced apartments property that provides the same cleaning services to all rooms or apartments except one type or several rooms can use the Property Housekeeping Tasks to setup the base layer and then use the Category Housekeeping Tasks or Area Housekeeping Tasks to override the base setup where the variations occur.


    Example C

    A holiday park or motel and campground property that offers the same cleaning services for all roofed accommodation and not to sites can use the Category Housekeeping Tasks to automate the housekeeping schedules of reservations in roofed accommodation.


    Example D

    An eco property that cleans rooms between reservations and only offers during stay services for specific rates can use the Property Housekeeping Tasks to setup the base layer of cleaning tasks for departures and then use the Rate Housekeeping Tasks to setup the full service cleaning tasks to override the base layer for that rate only.


    Example E

    A seasonal property that offers different cleaning services based on the season or time of year can use one or more of the Rate Housekeeping Tasks depending on the rate structure.

    If the same Rate Type is offered throughout all seasons and a different Rate Table is setup to change prices and extras for each season the Rate Table Housekeeping Tasks can be used.

    If a different Rate Type is offered each season the Rate Type Housekeeping Tasks or Derived Rate Type Housekeeping Tasks can be used instead.







    Task Options

    The following options are available on a Housekeeping Task.


    Option Description
    Requires a Linen Change Indicates that linen is required to complete the task and will populate the linen numbers on the Housekeepers Report and in the Staff Portal.
    Requires a Departure Clean Indicates the task is a full clean of a vacant area and will track as a 'Hold Over Departure Clean' if the task is not completed the same day as reservation check-out.
    Requires an Inspection Sets the Area Status to 'Inspection' when the task is marked completed on the Clean Screen or in the Staff Portal.
    Time Allocation Defines the maximum expected time to complete the task for each category and includes the period for the 'Departure Block' when the task is a 'Departure Clean' and 'Departure Block' is enabled in the Housekeeping setup.
    Is used to track productivity on the Housekeeping Productivity Report when used with the Staff Portal.




    Task Frequency Options

    The following scheduling options are available on a Housekeeping Task.


    Task Frequency Description
    Apply if Number of Nights Falls Between The Housekeeping Task will only be scheduled if the reservation length of stay is between the range entered.
    Begin After The task will only be scheduled after the entered number of days have passed on the reservation.
    Include Task On The Day Includes the day set as the 'Begin After' in the schedule.
    Frequency Determines the scheduling of the task with options for 'On The', 'On Average Every', 'Every First', 'Every Last', 'Every Set Ordinal Number' day or day of the week on a reservation.
    Frequency Behaviour Determines when the task will be scheduled when the ordinary schedule falls on the reservation arrival date, reservation departure date, set day of the week, or Housekeeping Holiday Date.




    Task Frequency Examples

    The following examples are some of the ways the task frequency options can be used to automate scheduling of a Housekeeping Task.


    Daily Task

    The below task will be scheduled for every reservation stay date except the arrival date and departure date.

    This task can be changed to only apply every day if the reservation length of stay is less than or more than a certain value using the frequency options.


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    Task Every X Days

    The below task will be scheduled every second reservation stay date except the arrival date and departure date.

    This task will only apply to reservations with a length of stay between seven and twenty-eight days.

    This task will also only begin to schedule after two days have passed with the reservation in-house and includes the second reservation stay date in the schedule.


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    Task On Average Every X Days

    The below task will be scheduled on average every third day reservation stay date based on the reservation length of stay.


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    Task on the First, Last or Other Ordinal Day of the Week 

    The below task will be scheduled once on the first Monday of the reservation regardless of the reservation length of stay.


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    Weekly Task

    The below task will be scheduled once per week on the set day of the week regardless of the reservation length of stay.


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    Every X Weeks

    The below task will be scheduled once every second week on the set day of the week regardless of the reservation length of stay.



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    On Average Every X Weeks

    The below task will be scheduled on average every second week on the set day of the week for the duration of the reservation.


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    On Arrival Date

    The below task will be scheduled to only occur on the reservation arrival date.


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    On Departure Date

    The below task will be scheduled to only occur on the reservation departure date.


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    Setup

    Have your System Administrator complete the following.

    1. Go to Setup > Housekeeping > Tasks in the side menu of RMS.
    2. Select the 'Add' icon.
    3. Enter a Task Description.
    4. Optional: Select the checkbox 'This Task Requires a Linen Change'.
    5. Optional: Select the checkbox 'This Task Requires a Departure Clean'.
    6. Optional: Select the checkbox 'This Task Requires an Inspection'.
    7. Navigate to the 'Frequency' tab.
    8. Optional: Select the checkbox 'Apply if No of Nights Fall Between' and enter the length of stay.
      1. Optional: Enter the Number of Days to Begin After.
        1. Optional: Select the checkbox 'Include Task on the Day'.
    9. Select the Frequency.
    10. Select the Frequency Behaviour.
    11. Navigate to the 'Time Allocation' tab.
    12. Enter the Time Allocation Per Category.
    13. Save/Exit.
    14. Repeat for all required Housekeeping Tasks.
    15. Setup Housekeeping Task Allocation.


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    Additional Information

    Only a Category setup as 'Include on Housekeepers Report' will appear for time allocation.

    Enterprise databases can setup time allocation per property to share the same task between multiple properties.

    Housekeeping Task Allocation will automate the scheduling of tasks on a reservation.

    Skip Housekeeping Task Allocation if the task will only be manually added to the reservation housekeeping schedule.

    Housekeeping Task Descriptions must be unique.

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    Access

    System Administrators will require Security Profile access to 'Housekeeping Setup' and 'Housekeeping Tasks' to complete this setup.


    Go to Setup > Housekeeping > Tasks in the side menu of RMS.

    Select the  'Add' icon.

    Enter a Task Description.

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    Each Housekeeping Task must be named uniquely and can be shared between multiple properties.


    Optional: Select the checkbox 'This Task Requires a Linen Change'.

    Optional: Select the checkbox 'This Task Requires a Departure Clean'.

    Optional: Select the checkbox 'This Task Requires an Inspection'.

    Navigate to the 'Frequency' tab.

    Optional: Select the checkbox 'Apply if No of Nights Fall Between' and enter the length of stay.

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    The task will only be scheduled if the reservation length of stay is within the entered range.


    Optional: Enter the Number of Days to Begin After.

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    Only available if using the 'Apply if No of Nights Fall Between' option to determine which reservation stay date task scheduling will begin from.


    Optional: Select the checkbox 'Include Task on the Day'.

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    Only available if using the 'Apply if No of Nights Fall Between' and 'Number of Days to Begin After' options to include the 'Begin After' date as the first day of the schedule.


    Select the Frequency.

    Select the Frequency Behaviour.

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    Determines how the task schedule will apply if the ordinary schedule day falls on the arrival, departure, day of the week, or a Housekeeping Holiday Date.


    Navigate to the 'Time Allocation' tab.

    Enter the Time Allocation Per Category.

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    Only a Category setup as 'Include on Housekeepers Report' will appear here.

    Enterprise databases can set the time allocation per property to share the same task between multiple properties.

    A task setup as a 'Departure Clean' will include the 'Departure Block' option if enabled in the Housekeeping setup.


    Select the  'Save/Exit' icon to store the changes made and leave the Housekeeping Task setup.

    Repeat for all required Housekeeping Tasks.

    Setup Task Allocation.

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    Task Allocation will automate the scheduling of the Housekeeping Task.

    Skip this step if tasks will only be manually added to a reservation housekeeping schedule.





    Previous: Housekeepers Next: Housekeeping Task Allocation

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