The room statuses
| Status | Code | Meaning | Ready for a new guest? |
|---|---|---|---|
| Vacant clean | VC | Empty and cleaned, not yet inspected | Depends on whether you require inspection |
| Vacant dirty | VD | Empty and needs cleaning, usually after a check-out | No |
| Vacant inspected | VI | Cleaned and passed by a supervisor | Yes |
| Occupied clean | OC | Guest in house, room serviced today | — |
| Occupied dirty | OD | Guest in house, room still to be serviced | — |
| Do not disturb | DND | The guest has asked not to be disturbed | — |
| Out of order | OOO | Cannot be used until repaired; taken out of sellable inventory | No |
| Out of service | OOS | Held back briefly, for a minor fault or a deep clean | Not until released |
Out of order vs out of service
An out-of-order room has a real problem — a broken air conditioner, a leak — and is removed from what you can sell, which also affects how occupancy is calculated. An out-of-service room is held back for a short time and goes straight back on sale once released. Set a reason and an expected return date for both, so rooms are not blocked longer than needed.
A daily housekeeping workflow
- Morning list. Departures join the task list as guests check out; a room with a guest arriving the same day is marked high priority.
- Assignment. Rooms are dealt to the attendants on duty by priority, floor and workload.
- Cleaning. Attendants update each room from their phone and tick the required checklist lines before marking it finished.
- Inspection. A supervisor passes the room or sends it back with a reason.
- Release. Reception sees inspected rooms immediately and allocates them to waiting arrivals.
- Requests and faults. Extra towels or an iron are delivered, and charged to the folio if they carry a fee; faults found in a room become maintenance tickets.
- End of day. Unfinished rooms carry over to tomorrow's board, labelled with the day they came from.
What to measure
| Measure | What it tells you |
|---|---|
| Rooms cleaned per attendant per shift | Whether the roster matches the workload |
| Average time per room | Where training or supplies slow the team down |
| Send-back rate after inspection | Whether the cleaning standard is being met first time |
| Rooms ready by check-in time | Whether arriving guests are kept waiting |
How bedsKey supports this workflow
bedsKey Housekeeping has a live room board with every status above, an automatic task list with same-day turnarounds marked high priority, one-button assignment by priority, floor and load, cleaning checklists, inspection and send-back, guest requests charged to the folio, a deep-cleaning rota, carry-over, fault reporting from the room and a productivity report. Attendants use the iOS and Android app, and reception sees each update instantly.