Housekeeping Board Builder Daily Process

Applies to: Housekeeping Managers

Board Builder is a tool designed to quickly build daily boards. It balances the needs of the housekeeping team targets and the needs of the team members.

In order for the system to be able to build daily boards for your room attendants, you must complete a few easy steps each morning.

• Step 1 - Room Status
• Step 2 - Set Team
• Step 3 - Review/Print Boards

You can easily navigate between steps when on one of the three pages using the step-by-step navigation.

Step 1 - Room Status

1. Select Housekeeping Tools on the left main menu in Hotel Effectiveness.
2. Mouse over Board Builder on the top menu.
3. Select Step 1: Room Status.

If you are already building the boards, you can select Step 1 from the step-by-step menu towards the top of the page.

Import Room Status

By default, the page will display all room numbers and room types.

Your Room Status must be uploaded for each day so the system knows which rooms need cleaning when assigning cleans to room attendants.

1. Verify all room statuses in the PMS are correct.
2. Select the blue Import Room Status button.
3. Follow the instructions in the modal to download the appropriate file/format from the PMS.
4. Upload this file using the ‘Choose File’ and ‘Save’ buttons.
    

Review Room Status & Clean Minutes

After you import your Housekeeping report for today, you should review it. The system pulls all Room Statuses from the PMS report and displays them alongside their corresponding Labor Standard Minutes under Target Minutes. 

Select “Manually Edit PMS Status or Change Linen” to change any of the individual Room Statuses under the PMS Status column, or change the status of the "Change Linen" column. You may also use the "Override Clean Type" to make a manual edit to the Clean Type column.

Step 2 - Set Team

1. Select Housekeeping Tools on the left main menu in Hotel Effectiveness.
2. Mouse over Board Builder on the top menu.
3. Select Step 2: Set Team.

If you are already building the boards, you can select Step 2 from the step-by-step menu towards the top of the page.

Save Your Team List

By default, your Team List will only display Room Attendants who are scheduled for today.

If your hotel does not use Scheduler, you can add room attendant names and edit each employee’s start time as needed.

To edit employees, from the drop down you have the option to:

1. Select a non-scheduled employee with a position Room Attendant
2. Select a manager
3. Select a “Write in Name” and Type a name, example contractor 1 etc.

For each board an “Estimated Target Cleaning Time” displays the total time it will take based on the hotel’s Labor standard minutes. 

Any Target cleaning time that exceeds above the Maximum shift hours or below the Minimum shift hours set for the team in Miscellaneous will show in red.

You can manually remove team members not coming in for the day by clicking the red ‘x’ icon next to their name. If you need to add any room attendants,  you can select the blue ‘Add Board’ link at the bottom of the Boards list.

Once you are satisfied with your team list, select the blue “Step 3: Build Boards” button. You will be prompted to select to either manually assign or auto assign cleans to boards.

Step 3 - Review/Print Boards

1. Select Housekeeping Tools on the left main menu in Hotel Effectiveness.
2. Mouse over Board Builder on the top menu.
3. Select Step 3: Boards.

After the manual or auto assign option is selected in step 2, you will be directed to step 3.

Edit Boards

Once the rooms have been assigned, you will still have the option to edit the boards before publishing.

• You can drag/drop a room from one board to another.
• You can change the sort order of rooms within a board by using the drag/drop functionality.
• You can change the board assignee from the drop down menu. 
• You can edit, delete, and preview individual boards from the ellipse menu.
• You can add a blank board by selecting +Add Board from the summary section.
• You can delete all the boards by selecting “Reset All Boards” from the summary section.
   

Review the Boards

The Cleans and Board Summary display information about the day.

Some of the values are dynamic and will change as boards are added/deleted, room clean orders are sorted within individual boards, etc.

Publish or Print Boards

Once you’re satisfied with the current board, Select Publish/Print Boards. A new tab will open with a PDF of the boards based on the selections in the pop up.

In the print pop up you can:

• Print all boards or check individual boards to print
• Publish Room Clean Tasks that will open Realtime Rooms and allow you to make status updates, and see changes in real time
• Print a Supervisor Detail report of all room cleans 
• Print an Inspection Report that only lists rooms with Full Clean types (check out, departure, etc.)
• Print a Housekeeping Schedule that lists all of the scheduled housekeeping employees
• Print a Linen Report that lists all rooms needed a linen change; useful for laundry and/or housemen going to strip the rooms
• Print an Unassigned Rooms Reports to track rooms that were unassigned from housekeeping boards
• Enter the number of Rolled Rooms
• Receive a reminder that room cleans will be sent automatically to Night Audit Entry (if configured)

Board After Publish:

The individual paper boards should be handed out to room attendants at the beginning of their shift.

Once published, you will have the option to Print boards. You may reprint boards as needed.

Edit Boards

After boards are published there may be scenarios when the boards need to be edited.

The following options are available to edit boards:

1. Delete All Cleans & Re-build Boards - this will go back to Step 3 Boards. The page will be changed to an editable status. Rooms can be unassigned, entire boards can be assigned to another employee, additional boards can be added.  Make the necessary changes and Select Publish/Print Boards again.
2. Reassign / Re-order the Cleans - rooms can be dragged from one board to another, or re-ordered within the same board. Make the necessary changes, click save and re-print reports and any paper boards being used.
3. Edit All Clean Tasks - opens all modifiable areas of all room clean tasks for editing.  These areas include the PMS status, whether a linen change is required, and the progress of cleaning.  Make the necessary changes, click save and re-print reports and any paper boards being used.

Printed Board 

Once the Boards are printed, the room attendant can view a summary of their shift, their room assignment details, and a place for notes.

Digital Board 

As part of Realtime Rooms, employees also have the ability to use their MyHotelTeam App to view their boards digitally, as well as to make and receive real time status changes.  Managers can also view and make edits on the HE Mobile App.