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Attention!
You can find the updated instructions for them in the new protel Air Online Help. Please note: The migration process is still ongoing. Therefore you may still be able to use some functions as described in this Online Help. For this reason, we will not delete this Online Help yet. If you have any questions, please contact your support!
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Each configuration begins with the consideration of how many rooms are to be cleaned each day, into how many sections the rooms are to be divided, how many rooms a section should contain at most, how much effort is required to clean the rooms according to their room type, and how many housekeeping attendants are required to do all this.
Understanding the concept of section groups
Many properties work with a different grouping of rooms. Usually, a lot of dirty rooms have to be cleaned in the morning , whereas in the evening some rooms may only need a turndown.
E. g., in a 150 bedroom property, you could have 15 rooms per each section (=10 sections).
So for the morning shift, you could use Section group 1, which could be rooms 1 to 15 (Section A), 16 to 30 (Section B), 31 to 45 (Section C), 45 to 60 (Section D) etc., as the property has it's main workforce for Housekeeping coming to clean all the dirty rooms in the day. As you can see, Section group 1 contains all 10 sections, so that at least 10 attendants (one per section) would be deployed.
In the evening when the next shift comes in, the property may only have 4 attendants who deal with turndowns or lighter tasks. This could be all rooms assigned to Section group 2 to the evening section.
Then Section group 3 could be used to group room by location (floor) if required.
Generally it depends on how the property wants to split the rooms for housekeeping tasks.
Example
The following is an example configuration of what it might look like in the example property "Happy Hotel".
The Happy Hotel has a total of 25 rooms.
The hotel employs 5 part-time housekeeping attendants.
Each housekeeping attendant is able to clean 5 rooms (dirty) during a shift.
It takes about 30 minutes to clean a dirty room (= 1 point)
That is why Happy Hotel divides its housekeeping into 5 sections, i.e. if 1 section includes 5 rooms 5 attendants will be able to clean 25 dirty rooms (5 x 5 = 25).
Each housekeeping attendant should be responsible for their own section, each section is permanently assigned to a single housekeeping attendant.
In addition, the housekeeping sections and attendants are to be assigned to a certain part of the building.
The main work takes place in the morning, when all dirty rooms have to be cleaned. In the evening, only one attendant will be responsible for the turndown service at regular intervals.
The Happy Hotel employs 3 additional housekeeping attendants provided by an agency during peak and holiday seasons, or as substitutes.
System data > Housekeeping > Sections
Demand |
Realization |
Housekeeping is to be divided into 5 sections (one section will later be assigned to five rooms). |
Create the corresponding sections. The names can be freely entered and adapted to the property's needs and organizational form. The Happy Hotel sets up following five sections:
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In the evening one attendant is supposed to be responsible for the turndown service. |
The Happy Hotel creates the following separate section for the PM shift:
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The housekeeping sections should be able to be assigned to a part of the building. |
The Happy Hotel creates separate sections for the floors on which the rooms are located.
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Finally, the configuration of the sections looks as follows:
System data > Housekeeping > Attendants
Demand |
Realization |
The hotel employs 5 part-time housekeeping attendants. |
The Happy Hotel adds 5 attendants to the Housekeeping attendants screen. |
Each attendant receives a fixed area for which they are responsible. |
The Happy Hotel assigns each attendant one of the 5 sections. |
In the evening, one attendant is supposed to be responsible for the turndown service at regular intervals. |
Each attendant is assigned the evening shift (Evening Section). |
The housekeeping sections and attendants should be able to be assigned to a part of the building. |
Each attendant is assigned the floor in which his or her area is located. |
A housekeeping attendant is able to clean five dirty rooms during their shift. Cleaning a dirty room takes 30 minutes (= 1 point). |
The Happy Hotel works with a point system in which 1 point corresponds exactly to the effort required to clean a dirty room. Accordingly, each attendant receives 5 points because they can clean a maximum of 5 dirty rooms during their shift. Because 1 point corresponds to 30 minutes, 150 minutes are entered as the time value for each attendant. |
During peak and holiday periods, the Happy Hotel employs 3 additional (external) attendants. |
Three additional attendants are added to the Housekeeping Attendant screen. Because they are only deployed as required, no minutes or points are entered for these attendants. |
Housekeeping Attendant Olivia
Section(s) |
Section 1A (which is Olivia's default section) Evening section to take over the PM shift 1st Floor as location (because the rooms in Section 1A are on the first floor) |
Points |
5 (= max 5 dirty rooms) |
Minutes |
150 (1 point = 30 minutes) |
Housekeeping Attendant Thomas
Section(s) |
Section 2A (which is Thomas' default section) Evening Section to take over the PM shift 2nd Floor as location (the rooms in Section 2A are on the second floor) |
Points |
5 (= max. 5 dirty rooms) |
Minutes |
150 (1 point = 30 minutes) |
Overview of all of our added attendants
The overview clearly shows that each of the five attendants have their own default section, while the 3 additional housekeeping attendants are created without any additional information.
All attendants are assigned to the evening section because ALL hotel rooms are included in the PM shift and each attendant is eligible for this shift depending on the work-schedule.
In addition, each attendant is assigned a certain part of the building. The part of the building depends on where the rooms of the housekeeping area are located.
Three additional attendants have been created. Since these are only deployed when required, they were created without specifying any further parameters.
Now the rooms have to be assigned to the individual housekeeping sections and the cleaning effort per room and room status has to be defined.
The Happy Hotel will make the configuration according to the requirements described above.
In order to make the arrangement of the rooms as variable as possible, a room can be assigned to a total of 3 section groups. In everyday hotel life, for example, section group 1 and section group 2 could be used for AM and PM purposes. Section group 3 can be additionally used for the particular part of the building. Example: If you use section group 1 for your AM shift, protel Air creates the attendant sheets for this shift when section group 1 is selected when creating the sheets. Of course, the room configuration must be set up accordingly - see the following example.
Basically it depends on how the property wants to organize their housekeeping. The property can also assign only one or two section groups, should this be sufficient.
Back, for example:
Section group 1
Rooms 101-105 are assigned to "Section 1A"
Rooms 106-110 are assigned to "Section 1B"
Rooms 201-205 are assigned to "Section 2A"
Rooms 206-210 are assigned to "Section 2B"
Rooms 301-305 are assigned to "Section 3A"
Section group 2
ALL rooms are assigned to the "Evening Section A" at group 2 level
Section group 3
At group 3 level, the rooms are assigned to the part of the building in which they are located.
Rooms 101-105 are assigned to the 1st floor (first floor).
Rooms 106-110 are assigned to the 1st floor (first floor)
Rooms 201-205 are assigned to the 2nd floor (second floor)
Rooms 206-210 are assigned to the 2nd floor (second floor)
Rooms 301-305 are assigned to the 3rd floor (third floor)
Now you have to enter the points or minutes corresponding to the amount of cleaning time necessary to prepare the different rooms. Because departure rooms may take longer to clean than inhouse rooms, you may use this feature to more equitably distribute assignments to attendants each day.
Please keep this in mind when entering the number of credits you assign to each room:
A standard single room can be assigned 0.5 points for days when there is no guest turnover (inhouse points/minutes) and one point for departure days, whereas a suite could be assigned one point on a stay-over day and two on a departure day.
After entering points or minutes (or both) for all rooms, you can print an attendant sheet along with a rooming list that includes the points or minutes for each room (each hotel can decide individually, whether points or minutes are to be used as a unit for calculating the attendant sheets - See XSetup for details). When printing the attendant sheets, you can organize them so that the same number of minutes per day is assigned to each attendant.
The configuration of the sections in our Happy Hotel looks as follows:
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The protel Air
upgrade in Summer 2020 brought about changes to the
user interface and also to many functions.