housekeeping / maintenance module - campground software€¦ · the housekeeping / maintenance...

V2013.1030 Campground Manager – Housekeeping/Maintenance 1

Housekeeping / Maintenance Module Housekeeping & Maintenance Cleaning and maintenance schedules can now be created and assigned to your staff upon guest departure, arrival or unit move. Cabins, cottages, rooms, campsites or any rentable accommodation is tracked through the various maintenance stages. Front desk staff will know what stage the cleaning process is at and when a unit is ready for occupancy. The Housekeeping / Maintenance components can be found under the CM menu.

The first options are the setup items that help the Housekeeping module work best for your facility. We will examine and discuss each item as listed in the menu.


Service Stages These are the steps that are required to complete a task or “service schedule.” For example, to “clean” a room there may be several steps that must be assigned to more than one person. These are the “service stages” that you should define first. The Service Stages will be assigned to Service Schedules discussed below.


Service Schedules The service schedules are events that must take place when a customer departs, arrives, or moves from a site or rental unit. The Service Schedule contains one or more Service Stages that can be assigned to your cleaning/maintenance employees.

The Service Schedule is triggered by an event like a “Check Out” or unit move. The Service Schedule is automatically assigned to the rental accommodation on the day it is triggered. Each day a list of triggered Service Schedules are presented to the manager for assignment to the cleaning/maintenance staff. Note: the “No Service” schedule is included by default and cannot be removed.


Link Service Stages to Service Schedules Each Service Schedule contains one or more Service Stages. In the example the “Clean ” Service Schedule contains four stages that must be completed in order to satisfy the overall cleaning task. All defined stages will appear on the left list. They can be assigned to the “Clean” Service Schedule by moving them to the right list. The order is important and should selected in the same order the stages should be accomplished.

The same stage can be assigned to more than one Service Schedule. For example the “Remove Trash” stage may be used for both the “Clean” schedule and the “Tidy” schedule. Note: the “No Service” schedule cannot be selected here as stages cannot be assigned to this default schedule


Link Service Schedules To Location Statuses Each location (campsite or rental unit) has an occupancy status. Each day the status of any location may change. It is the status of each unit on a given day that triggers Service Schedules to be evaluated and assigned. The occupancy status has two components the outgoing or departing status and the incoming or arriving status. They are displayed in the left list in the “Status vs Service Schedule Link” screen. It is on this screen that you decide what Service Schedule or default action should take place under the various departing / arriving status combinations that could occur.

The “Status – Depart/Arrive” column is preset and cannot be changed. It defines all the status situations that can occur for a location on any day. For example if a customer was checking out of lot 125 today but someone was arriving later on that same day, then the combined occupancy status for that location would be DEPART/ARRIVE. If there was a check out but no one was arriving on 125 that day the occupancy status would be DEPART/VACANT. Notice there is a combined occupancy status for each depart / arrive situation. By assigning a Service Schedule to each occupancy status, the default Service Schedule will be assigned to the location for each day based on the combined occupancy status. This will be illustrated below.


Setup Housekeepers & Maintenance Workers Housekeepers and maintenance workers should be entered into this list. It allows active maintenance employees to be assigned to Service Stages.

Each stage of a Service Schedule can be assigned to a specific employee and monitored for completion. The employee initials can be up to 3 alphanumeric characters. The initials must be unique and may not be repeated. If an employee unavailable for a long period you may inactivate them to prevent them from being assigned inadvertently to a Service Stage.


Select Site Classes For Inclusion To be included in the daily Housekeeping/Maintenance list a location must be part of a site class that’s been flagged for housekeeping. To include site classes go to the CM menu and select Setup =>Site Classes. Place a check mark in the Housekeeping column for each site class desired. All locations that share the site class will be evaluated and included on the Housekeeping/Maintenance list each day. You may need to modify or reassign your site classes to get the locations you are interested in.


Housekeeping Maintenance List This list is created each day for all locations that belong to the site classes selected. (see the Site Class screen above) When the screen initially opens, it builds a list of locations then evaluates the Depart/Arrive statuses. Using the definitions entered in the “Status vs Service Schedule Link” screen, the system assigns the Service Schedule that’s been predetermined in the table.

At this point the Service Stages are not set (or assigned). You may use the “multi-line entry tools” to modify the default Service Schedule and the assigned housekeeper or maintenance worker. If you wish, you don’t have to assign the housekeeper at this time. The worker can be assigned later at the Service Stage level described in the next sections below.


Multi-Line Entry Tool For Service Schedule & Assigned Employees To change the “Service Schedule” or “Assigned To” employee on any line in the Housekeeping/Maintenance list, click the down arrow next to the Auto Fill button at the top of the column. A list of options will appear in a small popup list. Make a selection from the list. The popup list will disappear and your choice appears in the white box directly below the “Auto Fill” button.

Highlight the lines you wish to change and click the “Auto Fill” button. This fills in all selected lines with the value present in the white field heading. You may repeat this by selecting other lines and clicking the “Auto Fill”. If you wish to modify the value in the white field heading simply click the down arrow again and select another option.


Once you are satisfied with the Service Schedules selected you may do the same for the “Assigned To” column. Assign an employee to each line using the Multi-Line Entry Tool. If you wish, you may assign employees later, once the stages have been set.

Click the “Set Housekeeping Stages” button to save your selections and to create Service Stages for each line in the list. The stages will be based on the Service Schedules that were automatically assigned or that you modified using the Auto Fill button.


Selections that you have overridden will not be saved unless the Set Housekeeping button has been selected and the red status at the top of the list says … “**Stages Are Set**” Once the stages are set, you can view the stages for any selected line. The Service Stage Column will display the first stage of the Service Schedule that has not been completed. In the example below, the first line reads Towel Exch. This is the second stage of the Service Schedule labeled “Tidy”. This means the first stage, “Remove Trash”, has been completed. The second line shows “Remove Trash”. That stage has not been completed and it appears in the list column.

By selecting the first 3 lines and clicking on the show stage button the individual stages for all 3 locations will appear in the Service Stages window.


Notice the first stage for the first location shows complete. The Towel Exch stage has yet to be complete. None of the other lines have any completed stages.

On the Service Stages screen you may modify the “Assigned To” employee using the multi-line entry tool as described above. You can sort the list by Service Name making it easy to assign a specific stage to one or more workers. In this case we can sort the list and easily assign all the Remove Trash stages to one person by selecting them in a group and using the multi-line entry tool. Stages can be marked complete on this list as well. If all trash has been removed from all units you can sort by service name, highlight all “Remove Trash” lines and click the “Flag as Complete” button. This will mark the stages selected as complete in one easy step. Logically, “No Service”, Service Schedules do not generate Service Stages. Once all stages for a location have been marked complete, the Service Stage column for that location will display “Complete” After Service Stages have been set, you still have the option of changing the Service Schedule and Service Stages. For instance if a guest unexpectedly checks out after the stages have been set for the day, the Housekeeping/Maintenance list will alert


you to the status change and prompt to create a new Service Schedule for the location. You may also override a schedule once it has been set. This will generate new stage records. The completed schedule and stage records will stay in the database for historical reference. Print Housekeeping/Maintenance Stage List

Click the “Print Stages” button on the Housekeeping/Maintenance list window to print a list of stages or duties for each employee. Anyone that’s been assigned a stage for completion will be included on the report. Each employee will have their own report with their assigned stages for the day. The reports are sorted by site and stage.


Print Housekeeping/Maintenance Main List

The main Housekeeping/Maintenance list can be printed and used as an overview or forecast for the day. Managers may want to look ahead to plan their staffing levels based on the expected departures and arrivals. The printed list can server as a good planning tool for assigning employees to tasks.


Housekeeping/Maintenance Notes Maintenance notes can be created and attached to each location. During cleanup, employees may notice problems that needs attention. A problem can be noted categorized and assigned to the person responsible for that maintenance function. Setup Maintenance Types By creating maintenance types and attaching them to notes, maintenance issues can be categorized and easily assigned.

Notes can be assigned or viewed by selecting the location line and clicking the “View Notes” button on the Housekeeping Maintenance window


Note details are displayed in a list for the selected locations in the “Site Maintenance Notes” window.

Details of each note entered appear in a list. By double clicking the line in the list the note will appear in the lower half of the screen. Notes can be modified, printed or deleted using this window. New notes can be added by clicking the “Add Note” button. Enter the note details in the lower half of the screen. Once a note has been read and action taken, the user can mark the note as complete. This note will not show again by default. Completed notes can be recalled for historical reference by clicking the “Show Completed” button.


Notes can also be assigned and viewed from the “Site Details” screen. The bottom right button labeled “Maintenance Notes” lets you see or add notes for the currently selected site. To get to the Site Details screen, go to the CM menu = Setup=> Site Details. Find the location number required and click the Maintenance Notes button.


Print Maintenance Notes Maintenance notes can be printed from the Maintenance Notes window. All current notes are printed in report format. If completed notes are displayed, they will be included in the report.

The report will print in the order in which the note details are sorted in the list. To see the report in Maintenance Type order, click the column heading to pre-sort the list before printing.


Housekeeping Status On The Arrivals List The current housekeeping status for arrivals can be reference by the registration clerk on the “Check In List”

Generally there are 4 statuses you will see. The first status is “STAGES NOT SET”. This will appear on all locations if the housekeeping stages have not been set for the day. The instructions above explain how to set the stages for the day. If the stages have been set for the day in the Housekeeping list, there are 3 possible statuses, “INCOMPLETE”, “N/A” and “READY”. “READY” means all stages have been checked as complete and the location is ready for occupancy. “N/A” means the location is not set up to require Housekeeping or Maintenance. The location belongs to a site class that does not have the Housekeeping Schedule flag checked in the Site Class setup screen. “INCOMPLETE” means the unit has housekeeping stages for that day that have not been completed or checked in the Housekeeping list. There are two possible statuses that occur when the setup is incorrect. If a location has been assigned a site class that is not defined in the Site Class setup list. In this case the status will be “NO CLS”. If s site record is missing or cannot be found the status will be “ERR@129”. These statuses should not happen. If you see them contact tech support.

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