In this manual, you will learn how to use the LobbyPMS Housekeeping module to:

• Assign cleaning tasks, with or without a team of housekeepers.
• Monitor and supervise room statuses, workloads, pending tasks, arrivals, and incidents.
• View statistics on cleaning operations and team performance.
• Generate and view historical reports of completed tasks and export them to CSV.

1. Assignment

The assignment process is the first step in organizing the daily workflow within the Housekeeping module. In this section, you will learn how to set up and distribute room cleaning tasks efficiently, with the flexibility to adapt the system to your property’s operations, whether by assigning specific tasks to your team or managing tasks independently.

1.1. Start the Day

To access the module, click Housekeeping from the left-hand menu. When you enter, the first thing you will see is the question “How do you want to work today?”

You can make this choice again each day, as it is not a fixed setting. On this screen, you can choose between two work modes:

• Without a Team: All rooms will appear in a single list, without being assigned to anyone.
• With a Team: Assign rooms to your housekeeping staff.
  
  

Note: If you do not yet have a team of housekeepers, you can create them by following the instructions in the manual:

Set Up Your Housekeeping Team

1.2. Working Without a Team

This option is designed for managing cleaning tasks without assigning them to specific staff members, allowing you, as a user with supervisor permissions, to manage room statuses directly.

• Select All Rooms: When you choose this option, all dirty rooms will be marked as ready for cleaning today and will be available to start the day’s work.

• Select Specific Rooms: This option allows you to choose which rooms to clean, while the remaining rooms will stay off today’s work board. The selected rooms will appear in the panel so you can add them, and the rooms you do not select will remain in the Unassigned Rooms list, where you can add them later.

• Confirm Room Statuses and Start the Day: Before getting started, the system allows you to review the current status of the rooms, showing how many are Dirty or Clean. You also have the option to mark all rooms as Dirty. Finally, click “Start Day.”
  
  

1.3. Working With a Team

This option allows you to assign cleaning tasks to your team of housekeepers. During the process, you can configure how the workload will be distributed:

• Manual Assignment: Select the available housekeepers, and all rooms will initially remain in the Unassigned list.
• Automatic Assignment: Automatically distributes rooms based on each housekeeper’s workload and available points.
• Select Available Housekeepers: Search for and select the team members who will be working that day before starting the assignment process.

• Confirm Room Statuses and Start the Day: Before getting started, the system allows you to review the current status of the rooms, showing how many are Dirty or Clean. You also have the option to mark all rooms as Dirty. Finally, click “Start Day.”
  

1.4. Managing Assignments During the Day

Once you start the day, you will access the main Housekeeping dashboard, where you can view the overall status of all rooms.

• Assign Pending Rooms: If you are using manual assignment, you can distribute the work from the Rooms to Assign panel in three ways:
   
  • By dragging the rooms to the corresponding housekeeper.
  • From the Unassigned section, select the rooms and then click the “Assign” button.
  • By clicking “Automatic Assignment.”
    
• Once the rooms have been distributed, the team can begin working on their assigned tasks.

2. Monitoring and Supervision

The Housekeeping module provides different visual tools to help you monitor work in real time, ensuring that the team stays on schedule and allowing you to quickly manage any issues that may arise during daily operations.

2.1. Board View

This view focuses on team management. It is ideal for monitoring tasks assigned to each housekeeper, reviewing the overall cleaning status, tracking each team member’s workload, and managing tasks that are still pending assignment.

• Workload by Housekeeper: Allows you to view the workload of each active team member. For example, Andrés has a specific number of assigned rooms, and his workload level is displayed using a points system, such as 80/480 points.

• Room Status: Quickly view the overall counters that group rooms according to their current stage: Dirty, Cleaning, Clean, and Inspected.

• Tasks Pending Assignment: From the “To Assign” panel on the right-hand side, you can view and manage the rooms that have not yet been assigned to a housekeeper.

• Task Management: Allows you to interact directly with each room’s tasks to reassign them, change their current status, or update information related to the cleaning process.

2.2. Column View

In the upper-right corner of the screen, you will find the option to switch to “Column View.” This view organizes the workflow in a Kanban-style format, allowing you to track the cleaning process more dynamically.


 

• Cleaning Workflow: View the progress of cleaning tasks sequentially as rooms move through the different stages, from Dirty to Inspected.

• Room Status: Monitor which specific rooms are in each stage of the cleaning process at any given time, organized in vertical lists.

• Arrival Alerts: Easily identify rooms with check-ins scheduled for the same day, allowing the team to prioritize their preparation.

• Rooms Not Ready: Visually track rooms that are delayed or have not yet completed the cleaning process and are not yet ready to be available.

• Incidents: View warnings or reports of issues found by the housekeeping team in rooms, allowing you to take immediate corrective action.

2.3. Task Detail View

When you click on a specific room in any of the views, a panel will open on the right-hand side displaying all the operational information and controls for that task in progress.

• Assignment: Displays the name of the team member responsible for cleaning the room.

• Cleaning Status: Indicates the room’s current stage, such as “Cleaning,” and provides quick-action buttons to manage the process, such as “Pause,” “Mark as Clean,” or “Mark as Dirty.”

• Target: Displays a visual indicator comparing the established time limit for completing the cleaning task with the actual elapsed time.

• Activity History: Provides a chronological record of recent actions performed on the task, such as when cleaning started or whether the assignment was changed, including the date, time, and user responsible. It also includes a shortcut to view the Full History.

• Checklist to Complete Tasks: An interactive tab with a checklist where staff can mark completed items or steps, such as changing towels or bed linens, to help ensure quality standards are met.

• Incidents and Comments: Additional tabs designed to quickly report any damage or issues found in the room, as well as leave relevant notes between the housekeeping team and the front desk.

3. Statistics and Reports

In this section, you can measure operational performance and review the complete task history by first selecting the period you want to analyze: Today, Last 7 Days, This Month, or Custom.

3.1. Statistics 

In the Statistics tab, you can view information about the Housekeeping module’s operational performance.

• Production Metrics: Quickly view the total number of clean rooms, unfinished or pending rooms, the average cleaning time per room, and the total number of open incidents.

• Staff Performance: If you work with assigned team members, you can review the individual performance of each member of the housekeeping team.

• Duration by Cleaning Type: Measures the overall and individual average cleaning time based on the task type, such as Checkout Cleaning, Daily Cleaning, or Guest Request.

• Cleaning by Type: Shows the total distribution and proportion of tasks according to the type of cleaning performed.

• Time Distribution: Classifies cleaning times by grouping completed rooms into three ranges: less than 40 minutes, between 40 and 60 minutes, and more than 60 minutes.

3.2. Reports

In the Reports tab, you can view the detailed operational history of tasks completed on the platform.

• List of Completed Tasks: View information organized into columns, including date, time, room, category, cleaning type, current status, assigned person, exact duration, and additional notes.
   

• Filters: Refine your search using parameters such as specific room, cleaning status, assigned person, category, and presence of incidents.
   

• Export to CSV: Use the “Export” button located in the upper-right corner of the table to download the historical data and process it externally.

4. Quick Actions

To streamline daily management, the Housekeeping module includes shortcuts and contextual menus that allow you to make changes in just a few steps without opening the details of each task.

4.1. Actions by Room

Right-click directly on any room card on the board to open a pop-up menu with specific actions for that task.

From this quick-action menu, you can:

• Start Cleaning: Change the room status to indicate that cleaning has started.
• Change Cleaning Type: Adjust the type of cleaning required, for example, from Daily Cleaning to Checkout Cleaning.
• Reassign To: Quickly transfer responsibility for the room to another team member.
• View History: Review the recent activity history for that specific room.
• Remove from Board: Remove the room from the current work board if it no longer requires attention that day.

4.2. General Board Actions

In the upper-right corner of the screen, next to the buttons for switching between “Board” and “Columns” views, you will find a three-dot icon. Click it to access a menu of bulk actions that allow you to make changes to multiple rooms at once:

• Mark All as Dirty: Simultaneously changes the status of all rooms visible on the board to “Dirty.”

• Mark All as Clean: Updates the status of all rooms on the board to “Clean” with a single click.

• Clear Assignments: Removes the assigned housekeepers from all rooms at once, returning the tasks to an unassigned status so you can reorganize the day’s workload.

Do You Need Additional Help?

If you have any questions about this feature, remember that you can contact us through the blue support button located in the bottom-right corner of your LobbyPMS account.