How to configure Housekeeping Board Builder

Use this workflow to set up the automated board building tool. This one-time configuration allows the system to assign rooms to attendants based on your specific inventory, labor rules, and team preferences.

Before you begin...

• Requires "Housekeeping Manager" permissions.
• Requires a Property Management System (PMS) integration to import room status.
• Note: Steps 1–3 are mandatory for the tool to function. Steps 4–7 are optional enhancements.

1. Input Miscellaneous Settings

Define your source system and how shifts should be assigned.

1. Navigate to Housekeeping Tools in the left main menu.
2. Hover over Configure Board Builder and select Miscellaneous Settings.
3. Select your Source System (e.g., Hilton OnQ, Opera).
4. Choose a Matching Type:
   • Equal Spread: Assigns similar hours to all staff (preferred).
   • Top Up: Assigns rooms in order of team preference until max hours are met.
5. Define Shift Settings:
   • Min/Max Shift Hours: The allowed range of hours per attendant.
   • Unpaid Break Minutes: Average break time to deduct.
   • Default Start Time: The standard shift start time (can be edited daily).
6. Click Save.

2. Import Room Inventory

Load your specific room list and types from the PMS.

1. Mouse over Configure Board Builder and select Room Inventory Manager.
2. Click Import Your Inventory >>. 
   
3. Follow the prompts to upload the file from your PMS.
4. (Optional) Click Change Assignment Order >> to define the order in which the system assigns rooms (e.g., by Floor or Building).
5. Click Save Setup.

3. Map Room Statuses to Clean Types

Tell the system which PMS codes (e.g., VAC, OCC) equal which labor tasks (e.g., Checkout, Stayover).

1. Mouse over Configure Board Builder and select Clean Type Mapping.
2. Click Quick Map by Room Status >>.
3. Match every Room Status to a Hotel Effectiveness Clean Type.
   • Tip: Map non-cleaning statuses (like OOO) to No Cleaning Needed.
4. Click Save.

4. Configure Optional Settings

Refine the logic to match your specific operation.

• Realtime Status Mapping: Select Realtime Status Mapping and enable the option to send final clean statuses to Night Audit Entry automatically (occurs nightly at 10 PM).
• Linen Change Rules: Select Room Status Setup. Click Edit next to a status to define if/when a linen change is triggered (e.g., "Yes" after 3 days for Stayovers).
• Room Status Priority: Select Room Status Setup and click Change Priority Sort. Drag and drop statuses to define cleaning order (e.g., clean "Vacant" before "Stayover").
• Team Preferences: Select Team Preferences. Click Edit next to an employee to assign them a Home Floor or Zone (required if using "Equal Spread in Home Floor/Zone" matching).

The Result

• Success: The system is now fully configured. When you navigate to Housekeeping Board Builder > Step 1 each morning, it will automatically import the day's room status and generate boards according to these rules.

If this fails...

Note: If rooms are not assigning correctly or boards are blank, return to Step 3 (Clean Type Mapping) and ensure every active PMS status code is mapped to a valid Clean Type.