Room Servicing (Version 4)

The first release includes the ability to apply schedules to bookings which will appear on a Time Servicing sheet.

The time servicing sheet is for the housekeeper to record the status of the schedule eg. serviced, waiting service, in service semi serviced and unserviceable. This will also populate on the Bookings Calendar with a colour.

Setting Room Servicing Schedules

The room servicing scheduler is used to set up your types of schedules which can be triggered by arrival, departure and “X” days from arrival. There is also the ability to add a service type that can be set manually, either on a booking or unit.

When you are in an existing schedule you will see the “Actions” box on the right hand side where you can: create a new schedule, copy the rules for a new schedule to be created, or return to the main room servicing schedules menu.

To add a new Room Servicing Schedule:

• Click on “Manage Room Servicing Rules” (found under the subheading “Property”)
• Click on the button “Add New Schedule” and you will see the following options in the picture below:

Name: Where you will give a schedule a name

Description: Can add additional details of what the schedule does

Status: Setting it “On” will apply to all existing future bookings. Setting it “Off” will remove it from existing future bookings.

NOTE: Depending on the number of bookings in your account, the system can take a few minutes to update all your future bookings.

Room Type: You can select to have this schedule only apply to certain room types.

Triggered By Booking

You can select the checkbox On Arrival where the rule will schedule on the arrival date of the booking

You can select the checkbox On Departure where the rule will will schedule on the departure date of the booking

You can select the checkbox Every “X” days from arrival where the schedule will display every X days from the arrival date of the booking (For example if I put in “5” then the schedule will appear every 5th day after their arrival).

Triggered By Manual

This is where you can create a schedule which can be later manually added on the booking or unit.

• Click on the button “Create New Schedule” and the schedule will be create

Manage Room Servicing Schedule:

• Click on “Manage Room Servicing Rules” (found under the subheading “Property”)
• The screenshot below shows the list of schedules. You can click one of the schedules ID numbers and it will take you to that schedule which you can edit. You can also change the status on the page between active and inactive.
• “On” meaning the schedule will update all future bookings
• “Off’ meaning the schedule will be removed for all all future bookings; although if the schedule has been used on a past booking and has been serviced this will remain recorded on the booking and unit.
  

Room Servicing Timesheet

This is used by the housekeepers to change the service status where they can add notes or read notes. You have the ability to Bulk add comments and statuses as well.

Click on “Room Servicing Timesheet” found under the subheading “Property” in the side menu.

The “Date From” and Date To” picker is defaulted a week but can be changed to a selected date period.

Please Note: The Timesheet is NOT the new housekeeping report, this will be released in Part 2. Although there will be enhancements made to the Timesheet; such as the ability to filter on service types, save your Date From/To options to daily, weekly or monthly, and the ability to order the a column by clicking on the header name.

To update only only one schedule click the grey “Edit” button - you can then apply comments if you wish, select the service type and and click “Update”.

See screenshot below how the Timesheet works:

Booking Calendar Unit Status Icon

• Go to the Bookings Calendar
  
  
• Click on the “Screen Options” tab
  
  
• Select the tick box in “Show Room Servicing Status”
  
  
• Click “Save”
  
  

If the statuses have been updated in the Room Servicing Time Sheet then it will update the icon on Bookings Calendar and on Arrivals & Departures list. If you have unserviced schedules from previous days then the Booking Calendar will show the icon colour for the unserviced schedule status on today's date.

You will see the icon colour just before the unit. The table below explains what the colours represent:

Unit Status	Icon Colour
Serviced	Green
Awaiting Service	White
In Service	Blue Note: this dot will appear as blue once the only service record left is in service. If a room is in service but it still has other servicing to be completed it will mark as being “Semi-serviced”
Semi Serviced	Orange
Unserviceable	Red

Viewing Schedules on a Booking

• Click into a booking and go to the “Check in/out” tab
  
  
• Click on the button “View Scheduled Room Servicing”
  
  

You have the ability to change the unit number filter if it is a multi room/ group booking, as well as filter on a service type:

To add a new Manual Servicing Schedule

• Click into a booking and go to the “Check in/out” tab
• Click on the button “View Scheduled Room Servicing”
• Click on the button “Add A Servicing Schedule”
• Select the Unit you would like to add the manual schedule on
• Select the Type
• Choose a date in Schedule For
• Click on the button “Add Service Schedule”

The “Cancel” button is used if you wish to not save the manual schedule

To Delete a Room Servicing Schedule

• Click into a booking and go to the Check in/out tab
• Click on the button “View Scheduled Room Servicing”
• Select the tickbox in the “Delete” column on the schedule you would like to delete
• Click on the button “Save Changes”
  

Viewing Schedules on a Unit

• Click on “Search Units”
• Click on a unit ID number
• Open the “Details” tab
• Click on the red link “View Scheduled Room Servicing”

You have the ability to change to another unit number filter as well as filter on a service type, delete schedules and add manual schedules to the unit.