Housekeeping Configuration – Sectors, Tasks and Working Hours

This guide walks you through the step-by-step configuration of the housekeeping module in the Operations Manager. You will learn how to configure working hours, sectors and tasks — the three building blocks required for a correct cleaning schedule.

Overview

Before the Operations Manager can automatically generate a cleaning schedule, three components must be configured:

Recommended order: Configure working hours first, then sectors, and finally tasks. Tasks reference sectors, and the schedule uses working hours as its time window.

1. Configuring Working Hours

Working hours define when employees are available and within which time window tasks are scheduled.

Navigate to Working Hours

1. Go to Operations Manager.

2. Click Configuration in the left-hand menu.

3. Click Working hours.

You will see an overview of existing working hours on the left and the Location overview with linked locations on the right.

Create New Working Hours

1. Click Create working hour at the bottom of the screen.

2. Fill in the details in step 1 (Working hour details):

3. Click Next step.

4. In step 2, link the desired location(s) under Linked locations to these working hours.

5. Click Create to save.

Note: Each location can only be linked to one set of working hours at a time. Check whether the location is already linked to existing working hours before creating new ones.

2. Creating Sectors

A sector is a logical group of units that are cleaned together by one employee or team. Well-configured sectors allow you to easily assign tasks per employee in the planning dashboard.

Navigate to Sector

1. Go to Operations Manager.

2. Click Configuration in the left-hand menu.

3. Click Sector.

Create a New Sector

1. Click Create sector in the top right.

2. Fill in the details:

3. Click Save.

Link Units to a Sector

Once the sector is created, link the relevant units:

1. Open the sector using the arrow icon (↗) in the list.

2. Go to the Units tab.

3. Use the search field to find a unit, or click Import new units to link multiple at once.

4. Select the desired unit(s) and click Link unit.

Tip: Filter by Accommodation Kinds to quickly find the right units. Use Export units to download an overview of all units linked to this sector. To remove a unit, select it and click Unlink unit.

Link Employees to a Sector

Linking employees to a sector makes them visible in the assignment mode of the planning dashboard.

1. Open the sector.

2. Go to the Employee tab.

3. Search for an employee by name.

4. Select the employee and click Link employee.

To remove an employee, select them in the list and click Unlink employee, then click Save changes.

Adding Translations

If your organisation uses multiple languages, you can translate the sector name:

1. Open the sector.

2. Go to the Translations tab.

3. Select the desired language (English, German, French, Italian or Dutch).

4. Enter the translated name and click Save.

Tip: You can also add a description in the Description tab.

3. Managing Task Categories

Before creating tasks, it is advisable to organise your categories. Categories help you group tasks logically, e.g. "Regular duty" or "Control".

Navigate to Manage Categories

1. Go to Configuration → Housekeeping Tasks.

2. Click Manage categories in the top right.

You will see a list of existing categories on the left. Click a category to view or edit its details on the right.

Create a New Category

1. Click Create new task category.

2. Go to the Translations tab to enter a name in the desired language(s).

3. Click Save.

Tip: Use the Linked task tab to see which tasks are already linked to a category.

4. Creating Tasks

Tasks are the specific cleaning or control assignments that populate the schedule. Each task is linked to a location, a type and a category.

Navigate to Housekeeping Tasks

1. Go to Operations Manager.

2. Click Configuration in the left-hand menu.

3. Click Housekeeping Tasks.

You will see a list of all existing tasks, showing location, code and type.

Create a New Task – Step 1: Basic Details

1. Click Create task in the top right.

2. Fill in the basic details:

Task type explanation:

3. Click Next step.

Create a New Task – Step 2: Further Settings

In step 2, you link accommodation types and configure conditions. Click Create to save the task.

Further Configuring Task Details

After creating the task, open it using the arrow icon (↗) in the list. You will see four tabs:

Tab: Translations

Add a name and description in multiple languages. This is relevant when employees work in different languages.

1. Click the desired language button (English, German, French, Italian, Dutch).

2. Enter the Name (max. 150 characters) and optionally a Description (max. 4,000 characters).

3. Click Save.

Tab: Linked Accommodation Types

Link the accommodation types and/or individual units to which this task applies.

1. Use the Accommodation types sub-tab to link by type, or Units for individual unit linking.

2. Filter by Accommodation type to quickly find the right type.

3. Select the desired rows and use the link button.

Note: A task not linked to any accommodation types or units will not appear in the schedule.

Tab: Conditions

Set for which type of reservation the task will be scheduled:

Additional filters (optional):

• Distribution channels – Schedule the task only for reservations from a specific distribution channel.

• Reservation category – Schedule the task only for reservations in a specific category.

• Add-ons – Schedule the task only if the reservation includes a specific add-on.

• Subjects – Schedule the task only if the reservation includes a specific subject.

• Packages – Schedule the task only if the reservation includes a specific package.

Tab: Execution

Set at which moment the task is scheduled:

Additional options:

• Exceptions – Enable to configure exceptions for standalone accommodations or upcoming departures.

• Plan for identical customer – Enable if the task should also be scheduled when the incoming and outgoing reservation belongs to the same customer.

• Not in combination with – Prevent this task from being scheduled together with another specific task.

Frequently Asked Questions

Can I link a task to multiple locations?
No, a task is always linked to one location. Create a separate task for each location using the same name and code.

What happens if I don't link working hours to a location?
The schedule will have no time window and tasks may be planned outside the desired hours. Always link working hours to every active location.

How do I delete a task?
Open the task using the arrow icon (↗) and click the three-dot menu (⋮) in the top right to delete or archive it.

How do I know if a task is configured correctly?
After generating the schedule, check the Housekeeping Dashboard to confirm the task appears in the schedule for the correct units and dates.

Related Pages

• Housekeeping configuration

• Housekeeping - Planning creation

• Housekeeping employees

• Housekeeping - Operations application