Domain 02
Automating housekeeping and reporting
Operations is the work that keeps your house on the rails every day: the housekeeping planning, the reports that open the day, the signals that ask for your attention. We let that work prepare itself, so your team starts by deciding instead of gathering.
This is about the preparation, not the decision. Who cleans which room and which guest takes priority stays a call for your head of housekeeping. The system makes sure that call is on the table at seven, with the figures under it, instead of towards half past eight.
What we take over
The gathering that comes before the day.
- Housekeeping planning
- The rooms are allocated every morning by departure, arrival and priority, ready before the first round begins.
- Daily reports that write themselves
- Occupancy, points of attention and the appointments for the day are on paper at seven, without anyone having retyped a figure.
- Signals that ask for your attention
- A double booking, a room waiting too long to be cleaned, a supplier who has not turned up. It reaches the right person.
From seven until nine
You come in at seven. The daily report is already on your screen: last night's occupancy, the rooms housekeeping prioritises, the two late departures, the supplier calling in at nine.
- Now
- That hour starts at three screens today. Someone retypes the occupancy from the PMS, checks the till for what the restaurant did yesterday and searches the mailbox for which supplier is due. By the time the report is finished, the first housekeeping round is already waiting for its allocation.
- Once it runs
- Nobody put it together. Your head of housekeeping sees the same schedule and starts, without the morning list that otherwise costs half an hour. What deviates sits at the top: the room waiting too long to be cleaned, the late departure that shifts the allocation.
Daily report · 07:00
emails handled
rooms planned
signals reported
Drafted by the system, approved by your team.
Example view
What it plugs into
A daily report is worth its source and no more.
So we take every figure from where it already lives, and leave the format your management is used to reading exactly as it is.
- PMS
- Occupancy, arrivals, departures and room status. This is also the source housekeeping is allocated from.
- Till
- What the restaurant and the bar did yesterday, in the same breakdown you now copy across by hand.
- Accounting
- The figures that have to add up at the end of the month anyway, so the daily report and the monthly close cannot contradict each other.
- Suppliers, appointments and anything reported overnight, sorted by what needs attention today.
Measurable
What a daily report without manual work delivers.
less work on the daily report each day
to read the daily report instead of writing it
of the rooms allocated in advance every morning
Indicative figures, different for every house
What stays manual
Deciding stays with your team.
The system allocates the rooms by departure, arrival and priority. Whoever overturns that allocation because a regular guest wants the fourth floor is your head of housekeeping, and rightly so: an allocation is a judgement about guests and people, not only about rooms. A report that leaves the house, to an owner or a group, is read by one of your people before it goes. What the system is not sure of goes into the report as a question rather than as a figure.
The first four weeks
From walking your morning to a report you trust.
An indication, not a commitment: the pace depends on how your figures are recorded today.
Week 1
We walk your morning with you and write down where every figure comes from. That is usually where it shows that two systems say different things about the same night.
Week 2
The connections go live. The new report is filled from the source and your current report simply carries on beside it.
Week 3
Comparing. If a figure holds, it stays. If it deviates, we work out which source is right before anyone steers on the new report.
Week 4
The old report goes once your team trusts the new one. Not on our word, but on that of the person who reads it every morning.
The limit
What a report does not solve.
A report that is ready at seven makes the morning calmer, but it cleans no room and it fixes no shortage of staff. If the allocation gets stuck on too few hands today, you will simply see that earlier and more sharply. And what your systems do not record, the report cannot know: where room status is kept on paper, the work starts at that entry and not with us.
Your team stays in charge and the operational data is never used to train a model.
How we handle your dataA conversation
Curious what this would deliver for your house?
We go through your operation and work out what each process costs you today. Your PMS, OTA portals and accounting stay in place, we replace nothing without a reason. A first call puts you under no obligation.
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