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Setting up a cleaning team
Setting up a cleaning team

Automate communication with your team in Operations for calendar / task sharing and notifications

Alyssa Ward avatar
Written by Alyssa Ward
Updated over a week ago

There are many ways to set up a cleaning team in Hospitable.com! The following will walk you through the top ways to get your teammates set up. You can always mix-and-match these methods to match your needs.

Looking for how to integrate with Turno (previously TurnoverBnb)? Check out their article on how to set that up here.

Set-up #1

Allow your team to view all the tasks they have assigned to them in their own calendar, & send a text every time a new task is assigned or changed.

This setup is often preferred as it's less cumbersome to view cleaning tasks on a calendar than having it blocked off by all of the reservations at a property.

  1. Create a Teammate profile for each of your cleaners in Operations

    1. Be sure to scope them only to properties they're responsible for, and add their email / phone number

    2. Set role to 'Cleaning'

  2. Create a Cleaning Task Rule for each cleaner

    1. Be sure to scope the rule only to properties they're responsible for

    2. Auto-assign the task to the relevant teammate

    3. It's recommended to set the duration of the task as the amount of time between your usual check-in/check-out, that way the amount of time available for the cleaning is visible in the teammate's calendar.

  3. Create a Notification Rule for Task Assigned, Task Updated, and Task Cancelled

    1. Select to send each as an SMS notification

    2. Scope each rule to all the properties you have cleaners setup for

    3. Set Task Type to 'Cleaning'

    4. Be sure to include all of the relevant information needed for your cleaner to know which property this is for and who the message is from. This can be easily done with short codes as well, full list here.

  4. Share the Teammate's iCal calendar feed with them so that they can view all of the tasks in their own calendar.

    1. If needed, there are instructions here for how to subscribe to an iCal feed on their device

Set-up #2

Allow your team to view all of the reservations for a property & receive an email notification for each new or altered reservation.

  1. Share the Property iCal feed of every property each cleaner is responsible for

    1. If needed, there are instructions here for how to subscribe to an iCal feed on their device

  2. Create a Teammate profile for each of your cleaners in Operations

    1. Be sure to scope them only to properties they're responsible for, and add their email / phone number

    2. Set role to 'Cleaning'

  3. Create a Notification Rule for New Reservation, New Alteration, and New Cancellation

    1. Select to send each as an email notification

    2. Scope each rule to all the properties you have cleaners setup for

    3. Set Task Type to 'Cleaning'

    4. Be sure to include all of the relevant information needed for your cleaner to know which property this is for and who the message is from. This can be easily done with short codes as well, full list here.

Set-up #3

Allow your team their own access to your Hospitable.com account so that they can: view all of the reservations for a property, all of the tasks assigned to them, manage their own tasks, not see any financial information or change other settings, and send them a daily email with all of their assigned tasks for the week.

  1. Create a Teammate profile for each of your cleaners in Operations

    1. Be sure to scope them only to properties they're responsible for, and add their email / phone number

    2. Set role to 'Cleaning'

  2. Create a Secondary User profile for each of your cleaners in User Management

    1. Be sure to use the same email address as was used in their Teammate profile

    2. Select 'Custom access' with permissions enabled for:

      1. Reservations

      2. Calendar

      3. Tasks

      4. Update their tasks

    3. Scope their access only to the properties they clean

  3. Create a Cleaning Task Rule for each cleaner

    1. Be sure to scope the rule only to properties they're responsible for

    2. Auto-assign the task to the relevant teammate

    3. It's recommended to set the duration of the task as the amount of time between your usual check-in/check-out, that way the amount of time available for the cleaning is visible in the teammate's calendar.

  4. Enable a daily task summary email to be sent to your teammates

    1. This can be done from your Operations Settings here

Important things to note:

  • A teammate can only decline a task they've been assigned if they have secondary user access with permissions to update their own or all tasks.

  • Payments to teammates cannot be processed through Hospitable.com currently.

  • To include any Checklist added to a Task Rule in a Notification, you will need to add the %task_list% short code to your Notification Rule templates.
    ​Checklists appear as bulleted lists and cannot actually be checked off.

Bonus - Tutorial: Same day turnover notification for your teammates

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