Stakeholder Guide — Housekeeping & Rooms Division
Audience: Non-technical housekeeping leadership (Executive Housekeeper, Housekeeping Supervisors, Room Attendants, Inspectors)
Purpose: Plain-language view of room turnover, checklists, inspection sign-off, and room status
Language: Plain English — no code, no database terms
1. What This Package Does for You
Today, room turnover may run on a whiteboard, a paper checklist, or a group chat. A cleaner marks a room done, but there is no proof it was inspected, and the front desk does not know the room is ready until someone calls or walks over. This package gives every room a digital checklist, requires an inspector's sign-off, and shows room status live to the front desk — so rooms get to guests faster and nothing is guessed.
2. What Changes Day-to-Day
| Today | With the platform |
|---|---|
| Room status on a whiteboard or by word of mouth | Room status (dirty → cleaning → clean → ready → occupied) updates live for front desk and housekeeping |
| Cleaner marks a room done; no one verifies | Cleaner completes a checklist with photos; a different inspector signs off before the room is "ready" |
| No record of who cleaned which room, when | Every turnover is recorded: cleaner, inspector, time, photo proof |
| Missed public-area rounds forgotten | Scheduled rounds (lobby, corridors, public restrooms) are tracked; missed rounds are re-scheduled |
3. Features You Will Use
- Room turnover task: When a guest checks out, a task is created for that room. It shows the room number, the assigned cleaner, and the checklist.
- Digital checklist: Linens, bathroom, amenities, surfaces, sanitization — each item ticked off, with the option to attach a photo.
- Inspector sign-off: A room is not "ready" until a different staff member (the inspector) signs off. The cleaner cannot inspect their own room.
- Live status board: The front desk sees when a room moves to "ready" and can assign it to the next arriving guest without a phone call.
- Rounds tracking: Public-area and corridor rounds are scheduled; if a round is missed, it is re-scheduled and visible to the supervisor.
4. Who Does What
| Role | Responsibility |
|---|---|
| Room attendant | Completes the room checklist, attaches photos, marks work done |
| Inspector | Visits the room after the cleaner; signs off (or sends it back) |
| Housekeeping supervisor | Assigns rooms to cleaners, monitors status, re-schedules missed rounds |
| Executive housekeeper | Sees overall room status, turnaround times, and staff workload |
5. What You Keep
- Your cleaning standards and checklist items stay yours — they are configured as a list the platform reads, not hardcoded by us.
- Your staff continue using the tools they know; the platform adds a shared record and sign-off step, not a new way of cleaning.
6. What You Must Confirm
- Your room-turnover checklist items (linens, amenities, sanitization, etc.)
- Who the inspectors are (they must be different people from the cleaners)
- How long a room may stay "dirty" after a guest leaves before it becomes a problem (your service promise)
- Which phone or screen staff will use to update status
7. What We Honestly Do Not Promise
- We do not clean rooms or dispatch cleaners automatically; a supervisor or the system suggests, a person confirms.
- We do not promise a room will be ready in a fixed number of minutes — you set that service promise and we measure against it.
- If the system is down, housekeeping falls back to its existing process; the platform does not invent room statuses.