Housekeeping

The Housekeeping module manages cleaning rosters, supply inventory, incident reports, and resident requests for ad-hoc cleaning services.

What residents see

Residents have a Housekeeping tab:

• Request a clean — ad-hoc deep clean, post-event clean, move-in prep. Pick the date, type, optional notes. Subject to approval if your facility requires it.
• My requests — pending + completed.
• Recurring schedule — if the facility offers weekly cleaning to residents (e.g. for short-term-let units), residents see their upcoming visits.
• Pay — for paid cleaning services, charges go to the resident's invoice.

What housekeeping staff see

Each housekeeper has a focused My Tasks view:

• Today — assigned tasks for today, sorted by area + priority.
• This week — upcoming schedule.
• Mark complete — tap a task to mark it done, optionally with a photo.
• Report incident — found something broken/damaged, noticed a pest issue, etc. — log with photo + severity. Routes to maintenance.
• Request supplies — running low on detergent or trash bags, log it. Routes to your supplies admin.

The Housekeeping module works offline, so housekeepers in basement parking or rooftop gardens with poor signal can keep working.

What facility admins do

Set up areas + checklists

Housekeeping → Areas: - Each area (Lobby, Corridor 3^rd Floor, Pool Deck, Gym) has a description, square metres, parent area (for hierarchical reporting). - Each can have a checklist (e.g. "Mop floor; empty bins; restock soap; wipe handrails; check lift mirrors").

Schedule recurring tasks

Housekeeping → Schedules: - Pick an area + checklist. - Frequency (Daily, Weekly, Bi-weekly, Monthly). - Default assignee (specific housekeeper or "anyone available"). - Time window (e.g. "between 6 AM and 10 AM").

The system auto-generates tasks each cycle and assigns to the named person.

Approve resident requests

Pending ad-hoc requests appear in the Pending tab. Each shows: - Resident, unit, requested date, type, fee (if any). - Approve to schedule + assign, or decline with reason.

Supplies inventory

Housekeeping → Supplies: - Track stock for cleaning chemicals, paper products, equipment consumables. - Set reorder thresholds; system warns when stock drops below. - Log usage per task (so a checklist item "use 50ml of bleach" auto- decrements stock). - Reorder workflow generates a purchase request to your supplies admin or the artisan/supplier you've registered.

Incident workflow

Incidents reported by housekeeping: - Severity (Low / Medium / High / Critical) auto-routes: - Low → log only - Medium → maintenance ticket auto-created - High → maintenance + manager notification - Critical → maintenance + manager + on-call escalation - Photos attached. - Status tracking until resolved.

Task status sequence

Tasks move through a strict status sequence:

new → assigned → in-progress → awaiting-inspection → completed
                                     ↘ rejected → in-progress (re-do)

The server enforces the ordering: you can't skip a state (no jumping from new straight to completed), and you can't move backwards except via the rejected → in-progress re-do path. This matches the operator's "management action follows the work" rule and removes a class of "looks done but wasn't started" reports.

The rules apply equally to API calls, so a third-party integration attempting to short-circuit the lifecycle gets a 400 with code: INVALID_STATUS_TRANSITION.

Reception staff exclusion

Reception staff have a deliberately narrow scope — they handle visitor logs and front-desk concerns. Housekeeping endpoints explicitly block reception users (read AND write) so the morning desk crew doesn't see the cleaning roster's PII or accidentally re-assign tasks. To grant a reception user housekeeping access, add the housekeeping module-role explicitly in Settings → Users.

Reports

Two surfaces:

Periodic email reports (under Reports tab → email preview controls): - Tasks per housekeeper per period (with completion rate) - Areas overdue for service - Supply consumption trends - Incident log

Dashboard view (above the email-preview controls on the same tab): - KPI tiles: tasks completed / open / overdue / completion rate for the picked period. - Charts: completion trend over the period; task distribution by area; per-housekeeper throughput. - Same period selector (Weekly / Monthly / Quarterly / Yearly + sub- period + year) drives both the dashboard tiles and the email- preview; change one, the other reloads.

Works report inclusion

A facility-level toggle (Settings → Operations → "Include routine housekeeping tasks in works report") controls whether the periodic operations / capital works report counts routine cleaning tasks as "works performed". Default OFF — routine HK is typically excluded from capital works reporting because it's classed as recurring operations spend. Flip ON if your facility books the operating / capital line together.

Hide module when no tasks

For facilities that don't use Housekeeping at all (e.g. a condominium that contracts cleaning externally), the module tab hides itself for non-mgmt users if their workspace has zero housekeeping tasks assigned. Mgmt always sees the tab. Re-appears automatically the moment a task is assigned.

Tips

• Photographing completed tasks is gold for management. Random spot-checks are unnecessary if the photos confirm work was done.
• Set realistic schedules — if you assign 30 areas to one housekeeper in a 4-hour shift, none get cleaned well. Calibrate per-area times realistically.
• Resident requests need a fee policy — free ad-hoc requests spiral; charging GHS 50-100 for a deep clean tends to filter serious requests from "while you're here, can you also..."
• Connect to Maintenance — incidents from housekeeping auto-create maintenance tickets so issues don't fall through the cracks.

Process flows

End-to-end procedures the housekeeping supervisor + housekeepers run day-to-day. Steps are anchored to the actual UI labels.

Schedule a cleaning task

1. Housekeeping → + New Task (or use a recurring schedule for predictable common-area cleans).
2. Pick task type (Common area / Unit clean / Post-stay turnaround / Deep clean / Spot clean) + location (which area / unit).
3. Pick a housekeeper from the roster — the dropdown shows availability + current task load.
4. Set the time window (start + expected duration) and required- equipment / supplies notes.
5. Save — housekeeper gets a push with the task; task appears on their day-view.

Housekeeper logs task completion

1. Housekeeper opens My tasks in their app → tap the task.
2. Start task when arriving on site — captures the start timestamp.
3. Work the task. If they spot anything that needs maintenance attention (broken fixture, leak, etc.), + Flag for maintenance raises a maintenance ticket pre-tagged to that unit / area.
4. Mark complete + upload at least 1 after-photo. Optional notes (e.g. replaced soap dispenser refill).
5. Task moves to Awaiting inspection; mgmt gets a push.

Inspect + sign-off

1. Housekeeping → Awaiting inspection filter.
2. Open the task → review the after-photos + the housekeeper's notes.
3. Action:
4. Pass — task closes; housekeeper's completion stat increments.
5. Fail + re-do — task reopens with mgmt's reason; housekeeper gets a push to re-attend.
6. Pass with note — task closes but a coaching note is logged to the housekeeper's profile (used in performance review).

Resident books an extra cleaning service

For facilities that offer paid resident cleaning on top of the standard schedule.

1. Resident opens Housekeeping → + Book a clean.
2. Pick service (Light / Deep / Move-out / Window-cleaning) + preferred slot.
3. The system computes the fee (per the Fee Setup row for that service) and posts to billing on confirm.
4. Mgmt receives the booking + assigns a housekeeper from the standard scheduling flow above.
5. After completion, the resident gets a 1-tap rating prompt (1-5 stars) — feeds the housekeeper's service-rating average.