Housekeeping4 min read

Housekeeping in Premises: rota, checklist, record

Paper cleaning schedules have two problems: they are never where the cleaner is, and they never say what was actually done. The platform solves the first with a phone page and the second with a record that writes itself as the work happens.

By the end of this pageYou will understand how the rota, the checklist and the record fit together, what each role sees, and where to start setting up.

On this page

The three parts Who sees what Where it connects Setting up, in order

Rota → checklist → recordAnimated

The three parts

The rota is the plan: Monday morning 1A, afternoon 2E, late 3E; Maria this week, Joy next. It lives as a weekly template with per-day overrides, so the normal week is typed once and the exceptions — a tenant who declined, a swap between cleaners — are recorded without rewriting it. The weekly rota.

The checklist is the standard: what a unit clean involves and how often each task comes round. Eleven monthly tasks, six quarterly, two semi-annual is a common shape; yours is yours. The platform works out which tasks are due in a given unit on a given day from when they were last done. The per-unit checklist.

The record is the result: every task ticked, by whom, when. It is not a form filled at the end of the day — it is written as each tick happens, in the unit, from the phone.

Who sees what

A cleaner sees one page: today, the units planned, the tasks due in the unit she is in, a tick button, a Next unit button. A cleaner's day shows it. A supervisor sees the week's rota, can change it, and sees the overdue matrix. A manager or owner sees the reports: what is overdue where, the trend, and how each cleaner is doing.

Where it connects

Stock used during a clean is recorded from the same page and lands in inventory. A damaged item found during a clean becomes a ticket. A move-out clean is scheduled by the move-out itself. Cleaning cost per unit — the cleaner's time share and the supplies used — lands in that unit's P&L.

Setting up, in order

Load the standard checklist (or write yours) in Housekeeping › Setup.
Fill the weekly rota template for one normal week.
Add your cleaners as staff with the Staff role; they see only their day.
Set the building location so GPS check-in works (optional).
Let the first week run, then read the overdue matrix on Monday.

What is not here. No timers, no photos required for every task, no location tracking through the day. The platform takes one GPS reading at check-in if you turn it on, and otherwise trusts the tick. Cleaners who feel surveilled do worse work and leave; the record is there to protect them as much as you.