This page provides a real-time overview of room statuses within your property. To access the page go to HK Management menu - Rooms.

In this article you will learn about the:

• COLOURS
• ICONS
• FILTERS & SERACH OPTIONS
• ROOM STATUS OVERVIEW ON THE MOBILE APP

COLOURS

The colours used here indicate the cleanliness of each room, while symbols represent reservation

statuses.

In Flexkeeping, the colour codes have the following meanings:

• Red: The room is currently dirty and requires cleaning.

• Red with stripes: The room has been marked as "Do Not Disturb" (DND).

• Green with stripes: The room has been cleaned and is ready for inspection.

• Green: The room has been inspected and it is ready for check-in. 

• Grey: Represents rooms that are currently out of order.

Moreover, additional options based on your settings can include:

• Dark blue with stripes and dark blue: used when an occupied room is either cleaned or inspected.

• Purple: available when utilizing the houseman functionality, allowing users to put a room into a stripped status.

• Yellow: if the "triple cleanliness" feature is enabled, supervisors will mark cleaned rooms as ready for inspection and those rooms will appear as yellow.
  
  

ICONS

The reservation status of each room is shown with the reservation icon. This information is usually based on the data that we received from your PMS system. 

Here are the different reservation status icons and their meanings:

• Empty: When no icon is present, it means the room is currently unoccupied, with no guests checked out or expected to arrive.

• Due in: On the day a guest is expected to arrive, a play (triangle) icon is displayed in the top left corner, indicating that the room is still empty, awaiting the guest's arrival.

• Arrived: After the guest checks in, the play icon is replaced with a person icon in the corresponding corner, signifying that the room is now occupied.

• Stayover: For the subsequent days when the guest is not checking out yet, the person icon remains in the bottom left corner, indicating that the guest is staying over.   
  

• Departure tomorrow: On the day before the guest's scheduled departure, an arrow will be added to the person icon, indicating that the guest is expected to check out the next day.

• Due out: On the day of the planned departure, the person icon will be replaced by a cut corner (white triangle) at the bottom left corner, suggesting that the guest has not yet checked out, and the room is not yet empty.

• Checked out: After the guest has checked out, a square icon is added to the top left corner, signifying that the room is now empty and available for housekeepers to enter and clean.

• Out of order: When the room is marked as 'out of order' or 'out of service' (or equivalent) in your front-desk system, a crossed-out icon is added in the bottom left as shown in the example. Such rooms are also shown in grey colour - regardless of the cleaning status.
  

Note: When the guest has checked out but the room hasn't been cleaned on the same day, the "Checked Out" icon will remain there until the room is cleaned. The guest information will be replaced by the status called General Claaning.

Other icons
In addition to the reservation icons, some other symbols are used in the app.
These icons help you to quickly identify whether there are any open or closed tasks, repairs, consumptions, and other relevant information linked to the room.

FILTERS & SERACH OPTIONS

Filters
On the top right corner, there is an option that allows you to filter the rooms based on the following criteria:

• Predefined filters

• By cleanliness

• General status

• By calculated status

• Attributes

• Guest Attributes and

• Space Types 
  
  

Search Option on the top right corner allows you to search for a specific room.

ROOM STATUS OVERVIEW ON THE MOBILE APP

The room status on the mobile app can be accessed in the Room menu. Click on the sector and the rooms will appear.

Sort by option

When looking at a list of units you would probably have them listed in numerical or alphabetical order, or perhaps we even updated their order for you. This order of rooms is called Default. 

To change a room order, click on the Sort by option icon (AZ), on the top right corner and select from the following options:

• Default: It takes into consideration information about pre-set order, and if that is not set it will then list the units according to the order in which they were added to the system.

• Priority: This ordering is a bit more detailed. This ordering will take into consideration the status of the room as well as an estimated time of arrival or departure where available.

Priority order will show the units in the following order:

1. All rooms with status DUE IN: Empty rooms expecting a guest arriving today, which are sorted by arrival time if known.

2. All STAYOVER rooms: All regular stayovers where guests are staying for another night.

3. All rooms with status DUE OUT and ARRIVAL attribute: All departing rooms, where guests have not yet been checked out, however an arrival is expected, so the rooms are also sorted by arrival and departure time if known.

4. All rooms with status GENERAL HOUSEKEEPING. All empty rooms, which have not yet been cleaned from the last departure.

5. All rooms with status DEPARTED: All empty departure rooms, with a check-out date today.

6. All rooms with status EMPTY: All remaining empty rooms.

 For which PMS do we support Estimated time of arrival? 

Filter option

The filter option icon (funnel symbol) can be found in the top right corner of the app, right next to the sort button. Once you click on it, you will be able to access the same filter options as on the web version. Choose your desired criteria for viewing rooms, then click the "Confirm" button to apply the changes. When filters are active, the funnel icon will turn red, signalling that not all rooms are currently visible. To deactivate the filters and return to the default view, click the filter icon again and select "RESET" at the top right corner.