Housekeeping and Maintenance Operations

Housekeeping owns cleaning readiness; Maintenance owns repair readiness. The room is sellable only when both operational states allow it. Use the linked boards instead of relying on verbal messages.

Housekeeping Board

Dirty / Pending→Cleaning→Completed→Inspected

The board shows room state, task type, priority, assignee, checklist progress, service-level timing, and inspection readiness. Comfortable and compact density change presentation only; they do not change task data.

KPI meanings

KPI	Meaning	Manager question
Dirty	Rooms requiring a cleaning task.	Are today's arrivals at risk?
Cleaning	Accepted or active work.	Is workload balanced and on time?
Clean	Cleaner marked complete; inspection may still be required.	Who can inspect next?
Inspected	Authorized inspection passed.	Can Front Desk release these rooms?

Complete a Cleaning Task

Open My Tasks on mobile or select the room card on the board.
Accept the task if assignment policy requires acceptance.
Select Start. This records the active work time.
Complete each checklist item honestly. Do not mark a check complete before the item is verified.
Record minibar use, missing items, damage, guest property, or a maintenance problem in the correct linked workflow.
Pause only with a reason, such as guest present, parts required, or maintenance access.
Select Complete when cleaning is finished. An inspector may approve, reject with a reason, or reopen.

Task fields

Field	Purpose	Example
Task type	Explains the required cleaning standard.	Checkout clean, stayover service, deep clean, turndown
Priority	Controls operational urgency.	Urgent for a ready-to-arrive guest; normal for scheduled deep clean
Assignee	The staff member responsible for the task.	Maria Santos
Notes	Specific operational context.	Guest requested hypoallergenic bedding
Checklist	The required item-by-item quality standard.	Bathroom sanitized, linen replaced, safe checked

Room QR Workflow

Room QR codes let authorized housekeeping staff open the correct room task from a phone. Print codes only for their intended rooms, place them where staff—not guests—should use them, and regenerate a code if it is exposed. A scan does not bypass login, hotel scope, assignment, or permission checks.

Inspection

Inspect against the configured checklist and actual room, not only the cleaner's notes.
Approve only when the room meets the hotel's sellable standard.
Reject with a clear, actionable reason. The task returns to work instead of disappearing.
If damage or missing property is found, create the correct maintenance or room-condition evidence instead of hiding it in a housekeeping note.

Maintenance Board

Open→Assigned→In progress→On hold→Resolved

The Maintenance dashboard combines ticket count with room and financial impact. “Blocked rooms” shows inventory removed from sale. Recorded repair cost and estimated revenue loss help Managers prioritize work by guest and business impact.

Create and Resolve a Maintenance Ticket

Select New Ticket and choose the room or hotel area.
Enter a specific category and title. “Air conditioner not cooling below 26°C” is better than “AC problem.”
Choose priority based on safety, guest impact, and inventory impact—not staff seniority.
Assign a technician or leave unassigned for dispatch. Add due time and initial evidence when available.
If the room cannot be sold safely, place it on hold/block it and record the reason.
The technician starts work, records notes, parts, labor, photos, and hold reasons.
Resolve only after testing the repair. Release a blocked room only when housekeeping/inspection requirements are also satisfied.

Priority guide

Priority	Use it for	Example
Urgent	Immediate safety, security, flooding, power, fire, or major guest danger.	Exposed wiring in occupied room
High	Room out of service or serious guest impact requiring prompt response.	Door lock failure; no hot water
Medium	Important but manageable defect.	Desk lamp failure with other lighting available
Low	Cosmetic or planned work that does not impair safe operation.	Minor paint touch-up

Housekeeping and Maintenance Coordination

Example: Water leak found during checkout cleaning

The cleaner pauses the task and creates/reports a high-priority maintenance issue with room and evidence. Maintenance blocks the room if necessary, records repair work and cost, then resolves after testing. Housekeeping resumes cleaning and an inspector approves. Only after both maintenance and housekeeping readiness are valid should Front Desk sell the room.

Manager Review Checklist

Urgent and overdue tasks have owners and realistic due times.
Arriving guests are not assigned to dirty, uninspected, blocked, or unsafe rooms.
Repeated defects are reviewed in the room timeline instead of treated as isolated tickets.
Repair costs and inventory usage match notes and evidence.
Rejected inspections have actionable reasons and are reassigned.
Staff performance reports are used for coaching and capacity planning, not to encourage unsafe shortcuts.

Troubleshooting

Problem	What to check
Staff cannot see a room	Active hotel, role, assignment, branch/floor scope, and task status.
Room remains unavailable after repair	Maintenance release, housekeeping state, inspection, active reservation, and manual room hold.
QR opens the wrong/expired task	Room code generation, current login, hotel scope, and whether the code was regenerated.
Task timer looks wrong	Start, pause, resume, completion times, timezone, and whether another task revision is open.