All Rooms .ng

All Rooms Report Overview

Parent Hub: 🧹 Rooms & Facilities

Category: 🛏️ Room Status

Target Roles: Executive Housekeepers, Housekeeping Supervisors, Housekeeping Attendants, Front Office Managers, Maintenance Directors, General Managers

Key Value: Serves as a master physical room inventory, cleanliness state, and housekeeping schedule manifest across the property, tracking physical room cleanliness, occupancy states, last cleaned dates, scheduled cleaning types, guest room feature flags, and in-house guest assignments.

Executive Summary

The All Rooms Report is an essential property-wide room status manifest, housekeeping operational schedule, and room cleanliness audit document within the 🛏️ Room Status category of the 🧹 Rooms & Facilities hub. Designed to deliver complete operational and physical visibility over every constructed guest room on property, it itemizes real-time cleanliness states, physical occupancy statuses, maintenance conditions, historical cleaning records, and upcoming housekeeping service schedules.

• By mapping physical room attributes (Room Number, ROOM AREA, Room Type, Pets, Smoking, Accessible) to real-time physical states (Occupancy Status, Housekeeping Status, Maintenance Status), historical turnover metrics (Date Last Occupied, Days Without Occupancy, Date Last Cleaned, Days Since Last Cleaned, Last Service Type), scheduled service plans (NEXT CLEANING DATE, NEXT SERVICE TYPE, Housekeeping Requests, Housekeeping Remarks), and active guest stays (Guest Name, Check In Date, Check Out Date, Adults, Children, Stay Remarks), this report enables housekeeping managers, front office leads, and maintenance teams to plan daily room cleaning assignments, track room turnover cycles, audit room cleanliness compliance, and optimize guest room releases.

Key Capabilities

• Master Room Inventory & Physical Status Audit: Itemizes every physical guest room (Room Number, Room Type) to provide an operational snapshot of real-time occupancy (Occupancy Status, e.g., VACANT, STAY OVER, PENDING DEPARTURE) and cleanliness (Housekeeping Status, e.g., READY, DIRTY).

• Housekeeping Service Schedule & Task Planning: Projects upcoming cleaning dates (NEXT CLEANING DATE) and task types (NEXT SERVICE TYPE, e.g., CHECKOUT SERVICE, STAYOVER SERVICE) to organize daily room attendant workloads.

• Turnover History & Idle Room Tracking: Logs the exact dates a room was last inhabited (Date Last Occupied) and cleaned (Date Last Cleaned), calculating cumulative days without occupancy (Days Without Occupancy) or since last service (Days Since Last Cleaned) to schedule deep cleaning cycles.

• Maintenance & Out-of-Order Integration: Flags rooms removed from service for maintenance or repair (Maintenance Status, e.g., OOO) to prevent assigning defective rooms to guests.

• Room Feature & Guest Accommodation Flags: Displays physical room attributes (Pets, Smoking, Accessible) alongside active guest occupant profiles (Guest Name, Adults, Children) and handling notes (Housekeeping Remarks, Stay Remarks, Housekeeping Requests).

Report Views & Functional Breakdown

The All Rooms Report presents property-wide room status data in a unified single-table master matrix supporting three primary operational perspectives:

┌────────────────────────────────────────────────────────────────────────┐
│                          ALL ROOMS REPORT                              │
├────────────────────────────────────────────────────────────────────────┤
│                         Unified Matrix View                            │
├──────────────────────────┬──────────────────────────┬──────────────────┤
│ 1. Physical Room State & │ 2. Housekeeping Schedule │ 3. Guest Occupancy│
│    Inventory Matrix      │    & Service History     │    & Room Features│
└──────────────────────────┴──────────────────────────┴──────────────────┘

1. Physical Room State & Inventory Matrix

Monitors room allocations, room categories, physical occupancy statuses, housekeeping cleanliness states, and maintenance flags.

• Primary Use: Scanning property-wide room readiness during morning front desk / housekeeping briefings to prioritize room cleaning releases and verify vacant/ready inventory.

• Key Metrics: Room Number, ROOM AREA, Room Type, Occupancy Status, Housekeeping Status, Maintenance Status.

2. Housekeeping Schedule & Service History

Tracks historical turnover dates, days idle without occupancy or cleaning, and projected next service types and dates.

• Primary Use: Planning room attendant daily cleaning boards, scheduling checkout vs. stayover services, and identifying long-idle vacant rooms for refresh cleans.

• Key Metrics: Date Last Occupied, Days Without Occupancy, Date Last Cleaned, Days Since Last Cleaned, Last Service Type, NEXT CLEANING DATE, NEXT SERVICE TYPE.

3. Guest Occupancy & Room Features

Correlates physical room assignments with physical feature flags, active guest occupants, stay durations, and special operational notes.

• Primary Use: Verifying pet-friendly or ADA accessible room assignments, reviewing guest headcounts, and executing special housekeeping request notes.

• Key Metrics: Pets, Smoking, Accessible, Guest Name, Check In Date, Check Out Date, Adults, Children, Housekeeping Remarks, Stay Remarks, Housekeeping Requests.

Data Dictionary (Dynamic View Columns)

Customize your default view using the Configure (⚙️) icon on the report page. Below is the full data dictionary representing all 24 columns available in this report:

Customization & Platform Features

User & Property Preferences

• Personal Preference: Tailor your individual view by hiding or dragging columns. Your preferences save automatically for future sessions.

• Property Defaults: System Admins can configure standard default layouts across all property users to streamline operational reporting. To maximize audit efficiency, group the columns into the below logical blocks:

  • Physical Locators & Core Room Status (Cols 1–6): Room Number | Room Type | Occupancy Status | Housekeeping Status | Maintenance Status | ROOM AREA

  • Current Guest & Stay Window (Cols 7–12): Guest Name | Check In Date | Check Out Date | Adults | Children | Stay Remarks

  • Housekeeping Schedule & Cleaning Tracking (Cols 13–20): NEXT CLEANING DATE | NEXT SERVICE TYPE | Housekeeping Requests | Housekeeping Remarks | Last Service Type | Date Last Cleaned | Days Since Last Cleaned | Date Last Occupied

  • Inactivity & Physical Room Attributes (Cols 21–24): Days Without Occupancy | Accessible | Pets | Smoking

Report Toolbar & Quick Actions

Use the top-right toolbar icons on the report page to manage and export your data view:

Icon	Action / Feature	Description
	Knowledge Article	Opens the knowledge base article to learn how to interpret this report.
	Saved Views	Saves your column filtering, sorting, and highlight preferences so you can easily reload your custom view later without reconfiguring the report.
	Filter	Opens filter controls to isolate specific data within a column based on your selected criteria.
	Highlight	Highlights column values in a designated color based on selected conditions.
	Export	Exports and downloads the report in various formats (Excel, PDF, CSV) for offline analysis or printing.
	Configure	Opens column selection controls to toggle visibility, reorder columns, or hide rows with all zeros.
	Additional Configuration	Provides advanced report configuration and display formatting options to customize data presentation.
	Group By	Summarize and group report data dynamically in real time.

Interactive Visualizations & Grouping Controls

• Group By & Pie Chart Visualization: The All Rooms report features an interactive pie chart to help analyze housekeeping status distribution and room maintenance metrics across property inventory. Users can group room records on the fly by Housekeeping Status to evaluate floor-by-floor cleaning progress and physical inventory distribution. By selecting a metric from the Select Base Column dropdown menu—such as Room Area, Days Without Occupancy, Days Since Last Cleaned, Adults, or Children—the chart dynamically renders percentage share breakdowns accompanied by an interactive color-coded legend.

Advanced Controls

• Daily Housekeeping Board Exporting: Schedule an automated morning PDF/Excel export (e.g., 07:00) to generate daily room cleaning assignment sheets for housekeeping attendants.

• Filtering: Filter data by Occupancy Status = PENDING DEPARTURE and Housekeeping Status = DIRTY to prioritize rooms requiring immediate turnover for afternoon check-ins.

• Highlighting (Conditional Formatting): Apply custom rules to automatically highlight out-of-order rooms (Maintenance Status = OOO), long-idle vacant rooms (Days Without Occupancy > 5), or ADA accessible rooms (Accessible = YES).

🔗 Related Reports & Next Steps

Within 🧹 Rooms & Facilities & 🛏️ Room Status:

• Room Detail – Master room-by-room physical status, housekeeping, and maintenance audit matrix.

• Maintenance Activity – Comprehensive maintenance log tracking rooms removed from service for repair.

• Stay Request Details – Task dispatch report tracking guest housekeeping and maintenance amenity requests.

Cross-Pillar Deep Dives:

• 🛎️ Front Desk & Guest Services: Cross-reference room readiness (Housekeeping Status = READY) with Arrivals List to assign clean rooms to arriving guests.

• 🛠️ Facilities Maintenance: Coordinate out-of-order room flags (Maintenance Status = OOO) with Maintenance Activity to restore sellable inventory.