Room turnover
Move from actual departure through inspected readiness and confirmed PMS updates.
7 stages · 2 approvals
Roles and responsibilities
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Step 1Prepare turnover
Segment NumberReservationRoom TypeArrival Date
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Step 2Assign the work
Task NumberRoomKindService DateStayover
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Step 3Record cleaning
Task NumberRoomKindService DateStayover
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Step 4Inspect readiness
Task NumberRoomKindService DateStayover
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Step 6Transmit readiness
Inspection NumberTaskRoomInspected By
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Step 7Reconcile the room
Request NumberPropertyKindReservationAmend Reservation
Process steps
Follow the process from start to finish. Select a step to see who acts and what changes.
Prepare turnover
Front Desk Coordinator reconciles the actual PMS departure, room move or current occupancy with local room observations. The work belongs to that room and turnover revision. A planned departure by itself cannot establish that a guest has vacated the room.
Assign the work
Housekeeping Supervisor plans the required tasks, access instructions and responsible attendant. Do-not-disturb, declined service and occupied-room restrictions remain explicit. Only the guest information needed to carry out the assigned work is shared.
Record cleaning
Housekeeping Attendant records actual work, completion time and observed issues. Missed or inaccessible work keeps its reason and authorized next step. A completed cleaning task describes what happened; it does not independently mark the room inspected, vacant or sellable.
Approval required
Inspect readiness
Independent Housekeeping Supervisor inspects the exact current turnover, excluding the cleaner and the task preparer or material editors. That supervisor may record and sign their own inspection evidence; required checks support the decision. New dirt, a fault, changed occupancy or stale task information invalidates readiness that no longer describes the room.
Approval required
Release a restriction
Independent Property Manager reviews evidence that the particular blocked condition has been resolved. Releasing one restriction leaves every other active restriction in place. An outstanding maintenance problem or missing resolution evidence remains visible to front desk.
Transmit readiness
Front Desk Coordinator sends the current independently approved readiness after checking the room revision, occupancy and remaining restrictions. The message retains its exact source basis and stable request identity. If that basis changes before transmission, the team refreshes the decision instead of sending stale readiness.
Reconcile the room
Front Desk Coordinator verifies the actual PMS result and current room status. A queued message or successful transport is not confirmation that the PMS changed availability. Conflicting occupancy is retained as a discrepancy, with further promises restricted until reconciliation establishes the current facts.
Approvals and controls
2 approvals required in this process
-
Inspect readiness
Housekeeping Supervisor signs · release a restriction waits
HousekeepingInspections, HousekeepingTasks, ApprovalDecisions -
Release a restriction
Property Manager signs when required · transmit readiness waits
RoomRestrictions, ApprovalDecisions - Clean, independently inspectedVacant and unrestricted are separate conditions.
- A new occupant or changed turnover cannot inherit an earlier inspection simply because the room number is unchanged. Source resynchronization alone does not create another cleaning obligation.
- Service refusal and access restrictions remain actual factsFollow-up work rather than invented completion.
- Repeated transmissions retain one logical request; uncertainty requires reconciliation before retrying its effect.
- Guest-sensitive detailsFinancial folios remain outside ordinary housekeeping task access.
Records and postings
| Stage | Records | Effect |
|---|---|---|
| 1 Prepare turnover | PMSStaySegmentsPMSRoomAssignmentsRoomsRoomDiscrepancies | Actual room and turnover basis |
| 2 Assign the work | HousekeepingPlansHousekeepingTasks | Assigned work and access instructions |
| 3 Record cleaning | HousekeepingTasksRoomDiscrepancies | Actual cleaning and unresolved issues |
| 4 Inspect readiness | HousekeepingInspectionsHousekeepingTasksApprovalDecisions | Independently approved local readiness |
| 5 Release a restriction | RoomRestrictionsApprovalDecisions | Exact evidenced block release |
| 6 Transmit readiness | PMSRequestsHousekeepingInspectionsIntegrationDeliveries | Approved readiness request sent |
| 7 Reconcile the room | IntegrationEventsPMSRequestsPMSRoomAssignmentsRoomDiscrepancies | Verified PMS result or explicit conflict |
Process reports
All reportsRoom Readiness
At each property's declared cutoff, show one current room with separate PMS occupancy/assignment, local HousekeepingTasks cleaning evidence, independently approved HousekeepingInspections and active RoomRestrictions/RoomDiscrepancies; current readiness requires its exact turnover revision and every applicable prerequisite, with blocked, unknown, conflicting and awaiting-confirmation scope visible; count distinct rooms once despite multiple tasks or overlapping blocks and preserve local restriction versus PMS sellability as separate dimensions, never turn a Clean task or sent status request into an occupied-room checkout or authoritative Available flag.
Housekeeping Work
Group HousekeepingTasks under the applicable HousekeepingPlans by property, actual assignee and service/turnover date, retaining planned and actual times, access/service preferences, work evidence, inspection outcome and the reason for deferred, declined, incomplete or reopened work; distinguish occupied-room service from a departure turnover and source-driven task generation from real completion, count each current task once while preserving earlier revisions, and do not derive paid time, room availability or supply consumption from task status.
Arrivals and Stay Position
At an explicit property timezone, business date and source-version cutoff, report current PMSReservations, PMSStaySegments and PMSRoomAssignments with the relevant Rooms, RoomTypes and PMSAvailabilitySnapshots; distinguish requested room type from assigned physical room, pending PMSRequests from authoritative confirmed facts, scheduled dates from actual occupancy segments, current projections from unresolved gaps/conflicts and performed stay history from remaining planned scope; use half-open arrival/departure calendar nights only for stated stay measures, never infer financial revenue from those nights, subtract pending requests from an invented local capacity pool or sum stale and current versions as extra guests.
Property Stock and Supply
Reconcile current InventoryPositions/StockLayers and exact InventoryReservations by company, property department, warehouse/location, product/base unit and current Lots/LotPortions/Serials with StockTransfers and DepartmentUses/DepartmentUseLines; show owned stock, transit, issued WIP, current restrictions, reserved quantities, actual department consumption and unused return sources separately, retain original lot/date/hold lineage through physical splits and current carrying through movement, count disjoint current leaf populations once without aggregate parents or summed overlapping holds, and keep transfer/request/booking/charge activity from becoming a second consumption or purchase.
Run by an agent
Agent support
An assistant cannot supply an independent human approval or invent an external result. A requested booking is confirmed only from authoritative PMS evidence. Room readiness requires the actual work and selected inspection, and monetary or stock effects require their own approved sources.
# Example after configuration
$ curl -fsSL https://www.erp.ai/skill.md | paste into your agent
› room turnover · prepare turnover on PMSStaySegments, PMSRoomAssignments, Rooms, RoomDiscrepancies
✓ Front Desk Coordinator reconciles the actual PMS departure, room move or current occupancy with local room observations.
› room turnover · assign the work on HousekeepingPlans, HousekeepingTasks
✓ Housekeeping Supervisor plans the required tasks, access instructions and responsible attendant.
› room turnover · record cleaning on HousekeepingTasks, RoomDiscrepancies
✓ Housekeeping Attendant records actual work, completion time and observed issues.
› room turnover · inspect readiness on HousekeepingInspections, HousekeepingTasks, ApprovalDecisions
⏸ approval · waiting for the housekeeping supervisor
# 3 more stages after approval: release a restriction, transmit readiness, reconcile the room
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