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Inns are generally establishments or buildings where travellers can seek lodging, and usually, food and drink. Inns are typically located in the country or along a highway; before the advent of motorized transportation they also provided accommodation for horses. In this context, a “Housekeeper” is a person cleans and maintains an inn.

Housekeeper is a Housekeeping Management System for hotels, motels, B&Bs and any other type of business providing accommodation and other services to their clients.

Housekeeper has been built as a partner to our Property Management System, Innkeeper; it's been developed to work along side Version 1.2, or later, of Innkeeper and together form a strong solution for any accommodation based business. It can partner with our Employee Management System (EMS), Chancellor; it's been developed to work along side Version 4.0, or later, of Chancellor and together, the three applications form a strong solution for any business.

So what does Housekeeper do?

Main Screen

Housekeeper manages your room cleaning activities including linen changes, minibar & bathroom supplies replenishment and lost & found register. It manages the laundry process of all linen and towels, including linen from the restaurant (managed by Innkeeper). It provides a full set of Accounting facilities. It customer booking facilities for room cleaning, if additional is required. It assists the preparation of shift staff allocation by defining shift and providing facility to allocate staff to the various roles in a shift. It provides capacity planning facilities to assist with shift planning in order to meet your demand. It provides support for the management of staff expenses. In the absence of Innkeeper:

  • It records your payroll expenses;
  • It manages vehicle usage and expenses;
  • It manages the organisation’s employee details records; and
  • It allows for the recording of timesheets which can then be submitted to the employee’s manager for review and approval. It allows managers to review and approve/reject timesheets or individual entries.

Housekeeper maintains units of measurement (UOM), types of leave and public holidays that are used by the rest of the application.

Housekeeper maintains your employee’s details including their personal details, manager, next of kin, a photo, email address and network user id, employment details, remuneration details. It stores any documents, like resumes as attachments.

It can record the different positions the employee has held with the organisation; any payroll additional allowances or any deductions applicable to the employee; the banking details to use by payroll for the employee; the superannuation, if applicable, account(s) details to use by payroll for the employee; and general notes.

You can save a photo of the employee and generate a unique id for that employee.

The barcode generated used the common Code 39 barcode type used for various labels such as name badges, inventory and industrial applications. The symbology of the Code 39 character set consists of barcode symbols representing numbers 0-9, upper-case letters A-Z, the space character and the following symbols: – . $ / + %. Lower-case characters may also be used.

The photo and barcode will appear on the employee’s ID card when produced.

It can generate an employees address book and phone list.

Main Project Screen
Dashboard

Housekeeper maintains your customer’s details including their personal details, email address and delivery address. The address is used in the lost & found process.

Housekeeper support the generation of shift resourcing plans. Shifts and the different roles/jobs within these shifts can be defined. Plans can be put together in a graphical calendar representation which can also be printed and distributed to staff.

Housekeeper allows for the definition of different roles and shifts for the “Housekeeping” team. Shift planning can be performed for each individual shift for team.

Housekeeper reviews each resourcing selection to ensure that a staff member has no overlapping shift. It also ensures that a staff member is not allocated to shifts without a normal shift gap in between, i.e. no 2 shifts in a row, in order to manage staff fatigue.

Shift Calendar
Feedback

Housekeeper can record any feedback left by the guests of their stay. This feedback covers overall rating, likely recommendation rating and comments.

Housekeeper provides accounting/financial report to support the financial administration of the organisation. Most of these reports can be viewed on an enquiry screen, generated as a PDF or printed out.

These reports include:

  • Balance Sheet.
  • General Ledger.
  • Income Statement.
  • Cash Flow Statement.
  • Invoices Due.
  • Payments Due.

Obviously, these reports are generated using the expenses and income data recorded throughout the application, which is recorded using classes and categories to support the financial reporting.

Balance Sheet
Housekeeping Schedule

Housekeeper can generate room cleaning schedules based on open requests. These requests can be generated in one of two ways:

  1. Requested by the guest; or
  2. Automatically generated by the application at the start of each day. Rooms that will be identified as requiring cleaning are:
    • Rooms that are currently occupied by a guest;
    • Rooms where a new guest will be checking in on the day; and
    • Rooms where the guest will be checking out on the day.

Scheduling of rooms can be accomplished in 2 ways:

  1. Using the Auto Schedule function where the application will allocate a cleaner to each room, based on their available capacity; or
  2. Manually selecting a cleaner for each room.

Housekeeper can prepare cleaning 3 checklist for each room:

  1. Check-in: these are the cleaning tasks performed when preparing a room for the arrival of a new guest.
  2. Occupied: these are the cleaning tasks performed daily on occupied rooms.
  3. Check-out: these are the cleaning tasks performed when the guest wishes to check-out; usually it needs to be performed prior to the guest checking out as there may be costs to be added to the invoice, e.g. minibar items consumed since the last clean.

When cleaning each room, Housekeeper can track progress through the appropriate checklist, record minibar consumption, recording linen changed (which will be sent to the laundry), room & bathroom supplies provided and any found items.

Inventory
Housekeeping

Housekeeper can record the disposal of:

  • Damaged or unusable linen, and
  • Consumed cleaning supplies.

This updates the inventory, by reducing the stock available, and the balance sheet, reducing the value of the stock available.

Housekeeper support a lost & found register. Items that are reported lost by guests are recorded, as well as items found by staff.

When a lost item is found, Housekeeper can record its return to its owner.

When a found item's owner is identified, Housekeeper can its return.

Lost & Found
Laundry

Housekeeper can generate laundry bundles from all the inventory linen & towels items (including room, bathroom and restaurant items). These items have been marked as "unavailable" when they are submitted for laundry.

When items are washed, Housekeeper can return these items into circulation by marking then as "available".

Housekeeper support the product inventory process by defining inventory items. These inventory items could be products would be raw materials purchased from suppliers or products manufactured using these purchased items from suppliers.

Housekeeper can assist in analysis inventory consumption.

Housekeeper can also store any documents relating to the customer that you require to keep for future reference.

Inventory
Purchases

Housekeeper supports the purchasing process for raw materials, and warehousing, to support the manufacturing process. It can maintain a store of available items and manage its re-stocking.

It maintains a list of suppliers and the items they supply. It can issue purchasing orders and maintains an inventory of these.

As items are either sold or used to in the manufacturing process, it updates the inventory so that the current available stock of any item is known.

You can view at any time the purchase transactions and inventory transactions.

Housekeeper can print a report which items require re-ordering to maintain the stock levels preferred. It can produce many reports that assist in analysing the inventory. It can also print a Suppliers Directory listing every supplier and the items they provide; this can be used as an easy reference when ordering new stock.

Housekeeper can then generate an invoice/receipt. It can print such an invoice/receipt. It can record payment(s) made.

The receipt is printed on an ESC/POS 80mm thermal printer which is attached to the workstation and defined in Housekeeper's setup. The invoice is a full detailed invoice printed on any standard printer.

This information is then used by the Accounting facilities.

Invoicing
expense

Housekeeper allows staff to make claims for refunds of working expenses. These claims can take one of two forms: mileage claims for travel or cash expenses; for cash expenses the staff member can attach supporting documentation, including receipts and invoices. Housekeeper supports the scanning of these attachment through a TWAIN compliant scanner. The staff member submits the claim and it's then sent to their manager for review and approval.

It provides multiple reports to support monitoring and managing of these claims.

Housekeeper analyse the occupancy performance of each room and the financial returns. Yo can select any period to analyse and view the performance of each room, forecast room occupancy, revenue and tariff exceptions for the selected period.

The room performance analysis details can also be printed.

Vehicles
payroll

Housekeeper uses the timesheet data to calculate payroll costs; this data can be manually entered into Housekeeper, can be imported from another source using a Microsoft Excel file or, if Chancellor is installed and linked, can be collected from its timesheeting facility. These costs are then added to the balance sheet so that a full picture of the financial state of the organisation can be viewed.

As mentioned, Housekeeper can import a payroll expenses report from your payroll solution; for that purpose a sample layout Excel (.xls) file is included so that the format of this file can be identified.

Housekeeper, as already mentioned, supports the operation of stores within the organisation. It can maintain stores of available items and manage re-stocking.

It maintains a list of suppliers and the items they supply. It can issue purchasing orders and maintains an inventory of these.

It can receive requests for items and fill them and update the inventory so that the current available stock of any item is known.

You can view at any time the purchase transactions and inventory transactions.

Housekeeper can print a report which items require re-ordering to maintain the stock levels preferred. It can produce many reports that assist in analysing the inventory. It can also print a Suppliers Directory listing every supplier and the items they provide; this can be used as an easy reference when ordering new stock.

Stores
Email Read

Housekeeper provides inbuilt Emailing facilities. Emails can be imported from your Email Server without the need for an Email client like Microsoft Outlook. These Emails are then stored within the database along with any attached documents.

Housekeeper can also send Emails through your Email Server without the need for an Email client like Microsoft Outlook. These Emails are then stored within the database.

Email Send


Housekeeper is available in 5, 10 and 20 terminals licenses; but we're happy to negotiate any other arrangement. Just contact us.