The Staff Portal is a mobile and tablet interface that gives Housekeepers direct access to the Housekeeping Tasks allocated to them, without needing access to the back office in RMS. Housekeepers view their own task list, record progress against each task, set an Area to Vacant Clean, track linen, and message the Property from their own device.

Without the Staff Portal, a Property records each Housekeeper's task progress manually on the Clean Screen Task View, or hands out the printed Housekeepers report. With the Staff Portal, Housekeepers record their own progress as they work, it reflects straight back into RMS, and the time taken against each Task is captured for reporting.

The sections below cover the Housekeeping use of the Staff Portal: what the Property must configure, what a Housekeeper can do once logged in, and how each action reflects back into RMS. Each individual task has its own guide, linked under Daily Use below.

The Staff Portal is included in the base RMS subscription, so no additional module activation is required. See Portals Available with RMS for the full list of included portals. Providing a Housekeeper with a Staff Portal login does not deduct from the Property's available User Licences.

Prerequisites

The Staff Portal presents Housekeeping data that already exists in RMS, so the following must be configured before a Housekeeper can use it.

• Housekeeping Tasks set up for the Property.
• Housekeepers created with an Email Address and Password, which together form their Staff Portal login.
• Tasks allocated to a Housekeeper using the Housekeeping Roster or the Clean Screen Task View. A Housekeeper sees nothing in the Staff Portal until tasks are allocated to them.
• Reasons set up in the Lookup Tables. Reasons are required both when a Task is marked as Not Required and when a Housekeeper pauses a Task in progress.

Optionally, Bed Configuration and Linen tracking for Housekeeping can be configured to show bedding and linen requirements against each task.

Information

The Staff Portal shows each Housekeeper only the Housekeeping Tasks allocated to them, and only for the current day. Tasks are grouped into an Incomplete Tasks list and a Completed Tasks list, both reached from the Options icon after selecting Housekeeping.

Key terms

• Incomplete Tasks - the Housekeeper's outstanding Tasks for today.
• Completed Tasks - Tasks the Housekeeper has finished. Tasks marked as Not Required also appear in this list.
• Do Not Disturb (DND) - a status recorded against a Task when the guest has asked not to be disturbed.
• Not Required - a status recorded when a Task does not need completing, for example the guest declined service or the Area was already cleaned. A Reason must be selected.
• Vacant Clean - the Area Status set in RMS when a Housekeeper with the required privilege confirms an Area is clean.
• Priority - a flag set on a Task in RMS so the Housekeeper can identify which Areas to service first.

How Staff Portal actions reflect in RMS

Setup

Setting up the Staff Portal for Housekeeping is done entirely in RMS, using the articles below in order.

1. Housekeeping Tasks - create the Tasks the Property needs, with the time each one is allocated.
2. Set up housekeepers in RMS - create each Housekeeper at Setup > Housekeeping > Housekeepers with an Email Address and Password, and select their Staff Portal privileges.
3. Reasons lookup table - create the Reasons a Housekeeper can select when marking a Task as Not Required or pausing a Task.
4. Housekeeping Roster - allocate each day's Tasks to the available Housekeepers.

Staff Portal privileges

Three optional checkboxes on the Housekeeper record control what that Housekeeper can do in the Staff Portal. These are separate from Security Profile privileges and apply only to the Staff Portal.

Please Note! A SSO Federation ID is only required on the Housekeeper record if using SSO to provide access to the Staff Portal.

Tip! Passwords are hidden once saved. See Portal Passwords - Add or Change Password to reset a Housekeeper's Staff Portal password.

Housekeeping tasks in the Staff Portal

Each Staff Portal Housekeeping action has its own guide.

• View allocated tasks in Staff Portal - open the Incomplete Tasks and Completed Tasks lists.
• Mark a Housekeeping task as In Progress in Staff Portal - start the timer against a Task.
• Mark a task complete in the Staff Portal - finish a Task and record the time taken.
• Set an area to clean in the Staff Portal - set the Area Status to Vacant Clean.
• Set Do Not Disturb on a task in the Staff Portal - record that a guest has asked not to be disturbed.
• Mark a Housekeeping task as Not Required in Staff Portal - close a Task that does not need completing, with a Reason.
• Revert a completed task in the Staff Portal - return a completed Task to the Incomplete Tasks list.
• Use Staff Portal messaging - message the Property from the portal.

Task rules to be aware of

• Only one Housekeeping Task can be set to In Progress at a time. A second Task cannot be started while another is paused.
• Pausing a Task requires the Housekeeper to select a Reason, which then appears on the Clean Screen.
• A Task marked as Not Required moves into the Completed Tasks list rather than a separate list.
• The Staff Portal displays only today's Housekeeping Tasks assigned to the logged-in user.

Tip! On a touchscreen device, swipe left on a Task to reach the Start button, and swipe right to reach the Do Not Disturb and Not Required options. Swipe right on a Task in the Completed Tasks list to reach Mark As Incomplete.

Adhoc Housekeeping Tasks, which are not linked to a specific reservation or Area, can also be allocated to a Housekeeper and actioned in the Staff Portal.

The Staff Portal uses the same login screen as the back office in RMS. Three fields are required.

• Client No - the Property's RMS client number.
• Username - the Email Address saved on the Housekeeper's record.
• Password - the Password saved on the Housekeeper's record.

Select Login, then select Housekeeping to open the allocated task list.

Reports

• Housekeepers Productivity Report - compares the time allocated to each Task against the time the Housekeeper actually took.
• Linen Numbers Report - shows forecast linen against the actual linen recorded by Housekeepers.
• Housekeepers report - the printable daily task list for Housekeepers who are not using the Staff Portal.

Related Articles

• Portals Available with RMS
• Portal Passwords - Add or Change Password
• Adhoc Housekeeping Tasks
• Housekeeping Clean Screen