The Attendant sheets feature is not supported by the protel Air Housekeeping App, i.e. attendant sheets will not be displayed in the App. Of course you can use all of the advantages of the attendant sheet feature in connection with the App if you print out the attendant sheets and distribute them manually to your housekeeping team.

Creating attendant sheets

Housekeeping > Attendant sheets

Call up the Attendant sheets by clicking on the Housekeeping > Attendant sheets menu. The Attendant sheets window appears.

Attendant sheets dialog box

Field

Explanation

Date

Mandatory field. Is populated with the current end-of-day date (business date).

The attendant sheets are usually created for the current business date or a date in the future.

Room type

Click the down arrow to select one or more room types from the dropdown list. The attendant sheets will then only be created for the selected room type(s).

If you do not select anything here, the attendant sheet will be created for all room types (default setting).

Room status

Click the down arrow to select one or more room statuses from the dropdown list. The attendant sheets are then only created for rooms with the selected status.

The attendant sheets are created for dirty rooms by default, that is why the Dirty room status is preselected.

Attendant type

Defined: Choose this option to create the attendant sheets for the attendants who are already in the system.

Click the down arrow to select one or more attendants from the dropdown list. The attendant sheets will then only be created for the selected attendant(s).

Assigning a section to an attendant who usually works in that particular section, will be accounted for when creating the sheets. If the attendants are not assigned a section, the rooms in the attendant sheets will need to be manually assigned (the rooms then appear in the "Not allocated" list).

When setting up an attendant, the number of points or minutes you select to be calculated for that particular attendant, are taken into consideration when creating the sheets. If, for example, an attendant's shift is comprised of 360 minutes, the rooms are assigned in the attendant's sheet so that this value is not exceeded.

Custom: Select this option if you want to create the list based on a predefined number of attendants.

Attendants per section: Enter the number of attendants you need per section. Example: If you enter a "2" here, two attendants will be assigned to each area. If, for example, you have divided Housekeeping into 5 sections/locations, a total of 10 attendant sheets will be created.

Max. minutes per attendant: Enter the maximum number of minutes / points that can be assigned to an attendant here. The rooms are then divided so that the value entered here per attendant and attendant sheet, is not exceeded.

All remaining minutes/points are written to a separate sheet (Not allocated, see below).

Section group

Select the group for which the attendant sheets are to be created. For example Section Group 1 for "AM shift", Section Group 2 for "PM shift" or Section Group 3 for the respective part of the building.

Additional information about configuring groups can be found in the following section: System data > Housekeeping > Sample configuration.

Calculations

Maximum minutes: Used when the maximum available minutes/points per attendant are to be used, i.e. as many rooms as possible are allocated to each attendant.

Distribute evenly: If this option is selected, the tasks are distributed as evenly as possible, always taking into account the attendant's section and the maximum number of minutes or points that can be assigned to the attendant (see section: System data > Housekeeping > Attendants).

Create sheets

Clicking on the Create sheets button creates the attendants sheets based on the criteria entered.

A preview appears - see the following figure:

Creating a new attendant sheet or loading one that already exists

If a sheet has already been saved for the selected date, the following message appears:

By clicking Yes, the attendance sheets saved most recently will be deleted for the selected date and new attendance sheets will be created (on the basis of the selected criteria in the screen to the left).

If you click No, new attendance sheets will not be created. Instead, the system calls up the most recent attendance sheets saved for the date.

Save

Click Save to save the sheets displayed in the window for the selected date. You are now ready to print out the attendant sheets (next step).

Basically only one created view can be saved per day.

If, when creating the attendant sheets, the system detects that a sheet has already been saved for the selected date, you can call up the saved sheets by confirming the query about whether a new attendant sheet is to be created with No. The view saved last is then loaded (see above "Creating a new attendant sheet or loading one that already exists).

HINT: Before saving, you can arbitrarily move the rooms between the various attendant sheets (see next section "Assigning rooms manually").

The Print button isn't active until you have saved the preview (Save button) or call up a previously saved preview (see above "Create a attendant sheet or load one that already exists").

If you click on the Print button, a print overview appears - see the following figure:

The print overview lists all of the rooms that need to be cleaned, together with the respective information.

Click on Print Tasks and select the Print command. protel Air then creates a PDF which opens in a new browser tab. The PDF is structured in such a way that there is a separate section in the document for each attendant (each attendant section starts on a new page).

By clicking on Print Tasks and selecting the Print as Excel list, protel Air creates an Excel file which is automatically downloaded to your browser's default download directory.

NOTE: The PDF and the Excel lists are always printed as shown on the screen! You can individually determine which information is to be displayed and printed. For more information, go to the following section: Print overview.

Assigning rooms manually

Once you have created the attendant sheet, you can manually adjust the way the rooms appear on the preview, if necessary.

Rooms that have already been assigned can be assigned to another attendant via Drag & Drop. Rooms which have not yet been assigned can be assigned to an attendant, as well.

Moving rooms/tasks

Not allocated

If the number of points/minutes required for the work to be performed cannot be distributed evenly among the attendants, the system creates an attendant sheet and names it: Not allocated. This sheet contains all of the rooms that could not be assigned to an attendant.

Other reasons for unassigned rooms can also be absent attendants (the attendant was not selected when creating the sheet or has been set to inactive in the system data). In this case, the rooms that fall within the absent attendant's area of responsibility also appear in the Not allocated list.

Note: If you do NOT assign any sections to housekeeping attendants in the system data, the rooms will generally appear in the Not allocated list if you select the "Attendant type: Custom" option.

In the example shown there are 5 rooms without allocation.

You can allocate the rooms to the other attendant sheets via Drag & Drop.

To do this, select a room with your mouse and drag the room into the desired attendant sheet while holding down the mouse button. By releasing the mouse button, the room is added to the attendant sheet.

Hint: Make sure that you keep the location of the rooms in the building while distributing them. For example, you should assign rooms on the first floor to an attendant who works on or near the same floor.

Allocating rooms between attendant sheets

You can use Drag & Drop to move rooms from one attendant sheet to another (from attendant A to attendant B).

Allocating several rooms simultaneously

You can also move an entire block of rooms.

To do this, hold down the [Ctrl] key and click on all the rooms you want to move.
Now, use your mouse to drag the rooms into the desired attendant sheet.

It's even easier if the rooms you want to move are all located under each other in the list:

Click on the first room while holding down the [Shift] key.
Then click on the last room in the list while holding down the [Shift] key.
Now, use your mouse to drag the rooms into the desired attendant sheet.

Print overview

Housekeeping > Attendant sheets > Create sheets > Save > Print

The print overview (Print dialog) appears when you save an attendant sheet and then click the Print button.

The items in the print overview appear in ascending order based on attendant name and room number/name.

Filters

Date: If you wish, you can display the print overview for a specific date. This, for example, allows you to call up and print sheets that had been created in the past.

Click into the date field and select the desired date.

Note: The window remains empty if there is no sheet in the system for the requested date.

Attendants: You can reduce the display to one or more attendants. This is useful, for example, if you only want to print the attendant sheet for a particular attendant.

Click on the down arrow and select one or more attendants from the dropdown list.

Note: The attendant selection only works if the print overview was created with the help of the "Attendant type: Defined" function.

Print configuration

Determine what is to appear in the print out of the attendant sheet!

You can hide information that you do not need by hiding the relevant column in the Print dialog box.

To do this, click on the small arrow in the column header of any column and then select the Columns command - see the following figure:

To hide a column, deactivate the respective checkbox.

If you wish, you can save the current list view - see the following screenshot (the list will then be called up the next time with the saved settings).

Result: When you print the sheet, only the information visible on the screen is printed. Hidden columns are not printed.

Room status display

Icon	Meaning
	Clean
	Checked
	Touched
	Dirty
	Being cleaned
	Out of service

Occupancy status display

Icon	Meaning
	Arrivals
	Departures
	Stays
	Move in
	Move out
	Empty (see here)

Creating sheets for particular attendants

If you work with permanent attendants, you can create the attendant sheets with the "Attendant Type: defined" option - see figure:

This assumes that you have set up the respective attendants in the housekeeping configuration (ideally with an assigned area/section and a point or minute account, see here: System data > Housekeeping > Attendants).

The pending service tasks are only distributed to the attendants who have been selected in the dropdown list. For example, if an attendant is absent, the attendant will not be selected in the sheet.

Creating an attendant sheet based on the provided number of attendants

You can create the attendant sheets by specifying the number of available attendants and the maximum available points/minutes per attendant.

Select the Custom option.
Select the number of attendants required per section (Attendants per section dropdown list).
It is also advisable to specify the maximum number of minutes/points to be scheduled per attendant (Max. minutes/points per attendant dropdown list).
Afterwards, select a section group (e.g., Section Group 1 for AM shift, Section group 2 for PM shift, or Section group 3 for a particular section of the building - based on your system's configuration).
Click the Create sheets button.

The system then calculates the workload required for each day for all rooms, divides it by the total number of housekeeping staff, and allocates the rooms to be cleaned accordingly. A sheet is created for each employee.

Example

There are 5 housekeeping attendants available for one day.

10 double rooms have the "In the house | linen change ( 30 minutes each)" status = 300 minutes.

10 double rooms have the "Departure (45 minutes each)" status = 450 minutes.

-> A total of 750 minutes must be distributed among 5 attendants.

-> The system creates 5 attendant sheets with 150 minutes per attendant.

If the number of points/minutes cannot be evenly distributed per attendant, the system creates a separate list called "Not allocated" which contains the rooms which couldn't be allocated.