Housekeeping software is a computer program of housekeeping that is utilized by hotels, resorts, and other hospitality facilities to conduct the daily work of the housekeeping department. The operations such as guest requests, room status, maintenance, and cleaning are automated with the help of the software, and the operation becomes efficient and effective.
Real-Time Updates: The software enables housekeeping staff to update room status in real-time, e.g., "cleaned," "dirty," "inspected," or "out of order." This keeps the front desk and management constantly informed of the current room status.
Room Assignment: It allocates rooms to housekeeping staff according to occupancy and cleaning needs. This can be automated to maximize staff scheduling.
Daily Task Sheets: Detailed task sheets for the shifts are provided to housekeeping staff, i.e., room cleaning, re-stocking, or finishing special requests.
Prioritization of Tasks: Prioritization of tasks is made so that staff know which rooms need to be given priority (e.g., stay-over and check-out rooms).
Personalized Schedules: The system allows managers to choose to schedule the cleaning cycles and other routine housekeeping tasks so there is ample planning.
Request Tracking: It follows up the guest requests for housekeeping items (additional towels, pillows, cleaning materials, etc.) and forwards them to the staff concerned.
Special Instructions: It takes and sends special instructions of the guests (e.g., "Do not disturb," "Clean after 3 p.m.," etc.) to the housekeeping staff.
Inventory Monitoring: It allows tracking of housekeeping supplies like linens, toiletries, cleaning supplies, etc. It notifies the management when supplies are running low and automatically orders or makes purchase orders.
Stock Distribution: It can track which rooms were supplied with what and assist in keeping the resources properly utilized.
Standardized Cleaning Checklists: The system can be equipped with checklists that are filled out by staff to confirm that rooms are cleaned to the hotel's standards. This minimizes the possibility of human error and guarantees consistency.
Inspection Management: The system provides room inspections electronically by supervisors and including taking findings and ensuring that any issue is fixed in real-time.
Staff Communication: The housekeeping software supports real-time communication between the housekeeping staff, front desk, and management. For instance, issues (e.g., faulty fixtures, leakages) or status can be updated in real-time by the housekeepers through the system.
Guest Messaging: It can also support messaging with guests for room availability or special requests, which results in improved quality of service.
Performance Reports: The system provides reports on room cleaning time, task completion, staff productivity, and inventory usage. This information can be utilized by managers to enhance staff schedules and resource utilization.
Housekeeping Metrics: Operation metrics like room cleaning time, rooms cleaned, and guest feedback on cleanliness can be utilized to enhance operations.
Synchronisation with PMS: The majority of housekeeping software synchronizes with the hotel property's Property Management System (PMS) to attain seamless communication between departments. Housekeeping changes room statuses that update the PMS automatically, allowing front desk staff to provide real-time check-in/check-out information.
Guest Profiles: The system can take guest profiles from the PMS to retrieve preferences (e.g., do they require extra pillows or a certain temperature) and provide a tailored service.
Mobile App or Interface: The system can be accessed through mobile phones or tablets so that employees can modify room status, view guest requests, and review task lists remotely.
Offline Capability: Some software is capable of working offline, i.e., employees can work offline and synchronize when connected.
Maintenance Requests: Regular housekeeping software typically includes maintenance tracking capabilities, enabling staff members to log and follow up on items (e.g., defective lamps, clogged drains) that need service.
Issue Resolution Tracking: It tracks the maintenance requests and the resolution status so that maintenance issues are resolved effectively and in a timely manner.
Guest Feedback Integration: Guest feedback systems may be integrated into the software for gathering ratings and comments on the cleanliness of rooms. It may be utilized for tracking performance and improvement areas.
Post-Cleaning Inspections: Electronic room cleanliness can be checked by supervisors after cleaning to make sure all sections are up to standard before offering rooms to guests.
Employee Performance Tracking: The staff performance is monitored individually by the software through maintenance of the time taken for cleaning, task done ratio, and guest satisfaction.
Payroll Integration: Housekeeping software solutions are integrated with payroll software to make accurate measurement of work hours put in by housekeeping staff as compensation accordingly.
Examples of Popular Housekeeping Software
RoomRaccoon: A tasks, room assignments, and communication package for housekeeping staff management.
Hotelogix: Has a housekeeping module for assigning cleaning work, room status tracking, and inventory management.
eZee FrontDesk: Hotel management system with inbuilt housekeeping features such as scheduling, room status update, and communication features.
Quore: Standalone housekeeping management system that simplifies assigning tasks, inventory tracking, and maintenance reporting.
FCS Housekeeping: Full housekeeping software solution for housekeeping function management such as guest request, room allocation, and staff performance tracking.
Advantages of Housekeeping Software
Improved Efficiency: Synchronizes housekeeping activities and task allocations and decreases error opportunities or missed rooms.
Enhanced Communication: Enhances housekeeping, front office, and maintenance communication, leading to quicker turnaround time.
Cost Saving: Reduces stock discrepancies, avoiding wastage and stocking up on supplies as and when needed.
Enhanced Guest Satisfaction: Enhanced and timely room cleaning with backup for guests' special requirements leads to enhanced guest satisfaction.