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Housekeeping Turnover Schedule

Example prompt: "Every morning at 6:30am, build the housekeepers' rota from today's checkouts, arrivals, and stayovers in our Google Sheet. Flag any tight same-day turns that need the lead housekeeper, and email each housekeeper their room list with notes."

The Problem

A turn-over schedule built at 6:30am on a piece of A4 has two failure modes. Either we write it before we have looked at the bookings sheet and miss the early check-in that paid for 1pm, or we write it after the housekeepers have already started and they finish the wrong room first. The tight turns — where the same room checks out at 11 and the next guest is due at 3 — are the ones that go wrong, and they are the ones that get a one-star review when the guest opens the door to a half-made bed.

How GloriaMundo Solves It

We build a workflow that runs each morning before anyone arrives. It reads the bookings sheet, the rooms reference, and who is on the housekeeping rota today; a code step does the arithmetic on each turn-around window and labels the tight turns; an LLM step composes the per-housekeeper list with the room-specific notes pulled through. Tight turns go to the lead housekeeper at the top of her list. A Google Doc lands in the Daily Briefings folder and the link goes to each housekeeper by email and to the team channel in Slack. Glass Box preview shows us the rota, the tight-turn flags, and the recipients before anything goes out.

Example Workflow Steps

  1. Trigger (schedule): Every morning at 6:30am.
  2. Step 1 (integration): Read the 'Bookings' tab and pull every row where departure_date is today, arrival_date is today, or the booking spans today (arrival_date < today AND departure_date > today) — the last condition captures stayovers (guests already in-house) whose rooms need a refresh today, so the stayover-refresh bucket is never empty when in-house rooms exist.
  3. Step 2 (integration): Read the 'Rooms' tab for standard turn times and per-room notes, and the 'Housekeepers' tab for who is on today.
  4. Step 3 (code): Classify each row into one of four buckets — same-day turn, standard departure, arrival-only prep (arrival today, no departure today), or stayover refresh — and for same-day turns calculate the gap between checkout time and the arrival window, flagging any room where the gap is under turn-time + 30 minutes as a 'tight turn'.
  5. Step 4 (llm): Compose a Google Doc with one section per housekeeper, listing rooms in bucket order — tight turns, standard departures, arrival-only preps, stayover refreshes — each with the assigned start time, the standard turn time, room-specific notes from the 'Rooms' tab, and any booking-specific requests.
  6. Step 5 (integration): Save the doc into the 'Daily Briefings' Drive folder, named with today's date.
  7. Step 6 (integration): Email a link to each housekeeper via Gmail.
  8. Step 7 (integration): Post a one-line summary in #housekeeping on Slack.

Integrations Used

  • Google Sheets — the bookings register, the rooms reference, and the housekeeping rota
  • Google Docs — the rota itself, one doc per day in a stable folder
  • Gmail — the link goes to each housekeeper directly so they can open it on their phone
  • Slack — the front-desk summary so the host can sense-check before the housekeepers start

Who This Is For

Owner-operators and front-desk managers at B&Bs, small hotels, and short-let portfolios with two to three housekeepers, who already keep their bookings and their rooms in a spreadsheet, and who would rather spend the first thirty minutes of the day on coffee than on a rota.

Time & Cost Saved

Building the rota by hand takes twenty to thirty minutes on a quiet day and forty-five on a busy turn-over Saturday. The workflow turns it into a two-minute review of a doc that already exists. The bigger gain is that tight turns get flagged the same way every day, by the same logic, so the housekeeper who is on holiday for a week comes back to a rota that looks the same as the one she left.