Housekeeping Rules and Expected Behaviors within Optii Version 3

This guide outlines the Housekeeping Rules and Expected Behaviors within Optii V3. Our system is designed to work in harmony with your Property Management System (PMS), using it as the "Source of Truth" to automate task assignments and ensure your team is always working on the right room at the right time.

1. Automated Housekeeping Rules

Optii reacts instantly to PMS updates to keep your task list accurate. Below is how the system handles common daily scenarios.

Room Moves & Early Departures

• Room Moves: When a guest moves rooms, Optii cancels any existing "Stayover" task and creates a "Departure" task for the original room.

  • Note: If a Room Attendant has already started the Stayover, Optii will not cancel it to avoid losing their progress.

• Early Departure: If a guest checks out earlier than expected, Optii automatically converts their Stayover task into a Departure task.

• Late Night Check-outs: If a guest checks out after midnight, Optii keeps that Departure task active for the current day's workload so it isn't lost during the overnight system reset.

Room Status Exceptions

If a room is marked with a special status, Optii adjusts the priority:

• Exceptions include: DND (Do Not Disturb), No Service Required, Double Lock, or No Show.

• Priority: Marking a room with an exception moves it to the end of the Room Attendant’s list.

• Automatic Reset: Once a user presses 'Start' on a task, any exception status is automatically removed.

2. Smart Task Cancellations

To prevent "ghost tasks" or redundant work, Optii automatically cleans up your dashboard based on PMS activity.

3. Understanding "Check Tasks"

A Check Task is created when there is a conflict between the PMS and Optii (e.g., the PMS says a room is clean, but Optii shows it as dirty).

• The Goal: To have a team member verify the physical status of the room.

• The Result: Completing a Check Task typically flips the room to Pick Up (PU) status in the PMS (or Dirty, depending on your specific PMS type).

• Auto-Cleanup: If a guest checks into a room that has an open Check Task, Optii will automatically cancel the task—the guest is already there, so the check is no longer needed!

4. Linen Strip Tasks

Linen Strip tasks are designed for Housemen or Support teams to clear rooms before the Room Attendant arrives.

• Where to find it: You can manually add this under Add Job > Housekeeping > Linen Strip.

• Auto-Cancellation: To keep the workflow efficient, if a Room Attendant starts a Cleaning Task on a room that still has a Linen Strip task pending, Optii will automatically cancel the Linen Strip task to avoid confusion.

5. Job Add-on Rules & Cadence

Use Add-on Rules to automatically attach extra credits, time, or checklists to specific jobs (e.g., Deep Cleaning every 3rd day).

How "Cadence" Works

If you set a task to occur every few days, Optii calculates this based on the Guest Check-in Date.

• Example: If a guest stays 4 days and you have a "Deep Clean" rule for every 2 days, the system will trigger the add-on on Day 2 and Day 4.

• Shifted Completion: If a task is finished a day late, Optii intelligently shifts the next scheduled add-on to maintain the correct gap between services.

6. Out of Order (OOO) & Out of Service (OOS)

Optii now provides granular control over how to handle rooms that are out of commission.

Configuration Options

You can choose how Optii behaves when a room is set to OOO/OOS:

1. Clean: Requires a cleaning task.

2. Inspect: Requires an inspection.

3. No Action: No tasks are created while the room is out of service.

Automatic Resync

Properties often struggle with rooms getting "stuck" in OOO status. Optii now features an Automatic Resync that checks the PMS every 24 hours (default) to see if a room has returned to service. If it has, Optii will automatically generate the required cleaning task so you can get the room back into inventory immediately.