This guide applies to
This guide applies to
Creating housekeeping boards for monitoring cleaning status, occupancy, etc.
We're going to build a housekeeping board to track the cleaning status of rooms as an example.
1. Create a template
Templates can be used to share common properties among different asset groups or entities.
Create a business entity template
Head over to Templates that can be found in the configuration (the cog icon on the right corner).
Click Add Template.
Give the template a name, such as 'Room PPM'.
Tick the Use in Business Entities box.
Hit Create.
Head over to the Properties tab.
Select Add Section to create a section to group your questions.
Click on Add Property to add questions. To monitor room status, you will need to create a User-Defined Options question.
Select 'User-Defined Options' in the Data Type and name the field 'Cleaning Status'.
Add the options 'Clean' and 'Dirty'.
You can add other necessary questions.
Apply the template to locations
Go to Business Entities in the configuration(the cog icon in the top right-hand corner), and click on the desired entity which needs a template. Here we select 'Bedroom'.
Head to the Properties tab and click Add Section.
Give the section a name, select the Room PPM template we created, and click Create.
The template is now applied to all the rooms.
2. Create a housekeeping board
Create a board
Go to Smart Boards and click on the Add Board button.
Set up Basic Settings:
Name the board and choose Housekeeping board type.
Select Locations as the monitored item.
Complete the mandatory fields, including the Owner, Department, and Completed At.
⚠️Make sure the completed at level is site level.
Edit Monitoring Settings:
Select 'Bedroom' as the monitored business entity.
Select the monitored section, here we choose 'Room Status'.
Choose 'Cleaning Status' as the monitored property.
Select the appropriate delegation mode and enable comments as needed.
Select the default background colour.
Assign responsibilities, and click Create:
Monitor: Who will have the access to the board and can add records.
Manager: Who will be managing the board, delegating tasks, and receiving delegated tasks.
Observer: Who will be overseeing the board.
3. Create a record
Create a form
Go to the Form Library.
Click on the Add Form button.
Complete mandatory fields, including Name, Owner, and Department.
Set form type to Location and set it to be completed at Bedroom.
Select the desired Completion Timestamps and attach Topics if applicable, and then click Create.
Hover over the Questions tab, click Add Section.
Name the section and select Location Properties.
Click Link Property and pull through the necessary location properties to monitor.
Turn the form into a record
Open the 3-dot menu within the form, and select Record.
Complete the settings, such as owner, department, and completed by. Here we select 'Bedroom' at the completion level.
⚠️Make sure the completed by level aligns with the required entity level.
Assign responsibilities, and customise the workflow if applicable. Then click Create.
Assign responsibilities, and customise the workflow if applicable. Then click Create.
Link the record to the board
Go back to the housekeeping board we just created, and scroll down to Workflow.
Choose Pre-Selected and the desired record.
Click Save.
4. Set up colour code
Go to the housekeeping board and go to Colours tab.
Assign different colours to the statuses you defined.
You will see the colours applied to the housekeeping board once created.
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