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.
- Navigate to Housekeeping Tools in the left main menu.
- Hover over Configure Board Builder and select Miscellaneous Settings.
- Select your Source System (e.g., Hilton OnQ, Opera).
- 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.
- 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).
- Click Save.
2. Import Room Inventory
Load your specific room list and types from the PMS.
- Mouse over Configure Board Builder and select Room Inventory Manager.
- Click Import Your Inventory >>.
- Follow the prompts to upload the file from your PMS.
- (Optional) Click Change Assignment Order >> to define the order in which the system assigns rooms (e.g., by Floor or Building).
- 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).
- Mouse over Configure Board Builder and select Clean Type Mapping.
- Click Quick Map by Room Status >>.
- Match every Room Status to a Hotel Effectiveness Clean Type.
- Tip: Map non-cleaning statuses (like OOO) to No Cleaning Needed.
- 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.
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