iHospitality Hub Overview The iHospitality Hub is a shared kiosk and device application within the Spendwell iHospitality Suite . It provides employees with a centralized device, such as a tablet or iPad, to access and perform daily hospitality operations. An administrator or manager configures a physical device as an iHospitality Hub and selects the modules that should be available on that device. Employees can then identify themselves using their Employee ID and PIN or Face Login and access the available modules. Each employee's activity is recorded against their individual employee profile, while the Hub credentials remain associated with the physical device. Key Features Shared Device Access – Multiple employees can use the same tablet or iPad. Employee Authentication – Employees can identify themselves using Employee ID/PIN or Face Login. Module-Based Access – Administrators can control which modules are available on each Hub. Employee-Level Activity Tracking – Activities are recorded against the employee performing the action. Device-Based Configuration – Each physical device is registered and configured as an individual Hub. Centralized Operations – Employees can access multiple operational functions from a single device. Available Modules Module Description Clock In / Clock Out Employees record their working hours, take breaks, clock out, and add manual entries to correct missed punches. Front Desk Employees view and manage tasks assigned to their shift and update task progress from Open → Active → Completed . Maintenance View and manage assigned maintenance tasks. Housekeeping View and manage assigned housekeeping tasks. Report Lost Item Report a guest’s lost item and manage the report. Found Items Record and manage items found on the property. Storeroom Inventory Assignment Assign stock items to a storeroom and manage inventory assignments. Storeroom Stock Deduction Record stock used or consumed by deducting it from storeroom inventory. How the iHospitality Hub Works The iHospitality Hub follows a simple workflow: Hub Setup An administrator or manager registers the physical tablet or iPad as an iHospitality Hub. Module Configuration The administrator selects the modules that should be available on the Hub. Hub Authentication The device is configured with its Hub credentials. Employee Identification The employee identifies themselves using Employee ID/PIN or Face Login. Module Access The employee sees only the modules enabled for that Hub. Perform Activity The employee performs the required operational activity. Activity Tracking The activity is recorded against the authenticated employee. Access and Authentication Hub Authentication The Hub is associated with the physical device and uses its configured credentials to identify the registered Hub. Hub credentials belong to the device , not to an individual employee. Employee Authentication Employees authenticate themselves separately when accessing Hub modules. Supported authentication methods include: Employee ID and PIN Face Login This allows multiple employees to securely use the same shared device while maintaining individual employee activity tracking. Important: The employee must have Can iHospitality Hub Login enabled in their user role to access the iHospitality Hub. Module Access Control Each Hub can be configured with a specific set of modules based on the operational requirements of the location. For example: Hub Type Enabled Modules Front Desk Hub Clock In / Clock Out, Front Desk, Lost & Found Housekeeping Hub Clock In / Clock Out, Front Desk, Inventory Management Operations Hub Clock In / Clock Out, Front Desk, Inventory Management, Lost & Found Employees can access only the modules configured for the Hub they are using. iHospitality Hub Setup Overview The iHospitality Hub feature allows administrators to register physical devices (tablets/iPads) as "Hubs," give each one its own login credentials, and choose which modules that hub can show. Once a hub is signed in, employees use it throughout the day for the modules it was given access to. Note: an employee can only sign in to a hub at all if their assigned User Role has Can iHospitality Hub Login enabled (see the User Role page). Hub Modules (below) then control which modules that hub shows once someone is signed in. iHospitality Hub List The iHospitality Hub list screen shows every hub registered for the property. Column Description Hardware Name Name given to the device at registration, with a Reset icon next to it. Hardware ID Unique, system-generated ID for the device. Email Login email assigned to the hub. Change Password Icon to trigger a password reset for this hub's login. Allowed IP Toggle to restrict this hub's login to specific IP address(es) — see Key Fields below. What the Reset icon does: A Hardware ID is bound to one physical device at a time — once a tablet has signed in with a hub's credentials, that Hardware ID is locked to that specific device and can't simply be signed into on a different tablet. The Reset icon un-binds the Hardware ID from its current device, freeing that Hardware ID up to be activated on a different physical device. Until it's reset, one Hardware ID = one device only. From this screen, administrators can search, filter, export the list, and click + Create to register a new hub. Create Hub Credentials ("New iHospitality Hub") Click + Create on the list screen to open the registration form. Key Fields Hardware ID — Auto-generated unique ID for the device (e.g. QICC/AH-004 ). Read-only. Hardware Name — The name you give this device so you can recognize it in the list, e.g., "IIS Kiosk." Email — The login email this hub will use to sign in on the device. This is a device-level login, separate from any individual employee's login. Password — The login password this hub will use to sign in on the device. Hub Modules — Multi-select list of the modules this hub is allowed to show once signed in: Clock In / Clock Out , Workforce Tasks , Lost & Found, and Inventory Management . Use Select All / Deselect All to check or clear everything at once. Save — Registers the hub and closes the form. Save & Add New — Registers the hub and reopens a blank form to add another one. Reset — Clears everything typed or selected in the form (Hardware Name, Email, Password, Hub Modules) without saving. It does not affect any hub already saved. Steps Go to iHospitality Hub in the admin panel. Click + Create . Enter the Hardware Name , Email , and Password . Under Hub Modules , check every module this hub should have access to. Click Save (or Save & Add New to immediately register another hub). Sign In on the Device Three things happen on the physical device, in order: switch to the right hub → enter its credentials → the hub's own module page opens. Step 1 — Open the App and Switch to the Hub Open the iHospitality app on the tablet/iPad. On the sign-in screen, press and hold the Spendwell iHospitality logo — this is how you tell the device which registered hub it should sign in as. What this screen means: long-pressing the logo opens the hub-switching action. Use this both the first time a device is set up and any time you need to reassign the same device to a different hub. Step 2 — Enter the Hub's Credentials Enter the hub's Email and Password (the credentials created in the form above), then tap SIGN IN . What this screen means: this is the hub's own device-level login — not an individual employee's login. Any employee using the device afterward still identifies themselves separately inside each module. Step 3 — The Hub's Module Page Opens Once signed in, the home screen loads, showing tiles only for the modules checked under Hub Modules when this hub was created. What this screen means: this is the hub's home screen for daily use. Employees tap a tile here and identify themselves (Employee ID/PIN or face login) to use that specific module. Important Notes A hub's credentials (Email/Password) belong to the device , not to an individual employee — every employee who uses that hub still identifies themselves separately (Employee ID/PIN or face login) when using a module. An employee also needs Can iHospitality Hub Login enabled on their User Role to be able to sign in to any hub — Hub Modules alone won't grant access if that role-level permission is off. Only the modules checked in Hub Modules for a given hub will appear on that device — other hubs can have a different set enabled. Reset (on the create/edit form) only clears the form in progress; it never changes a hub that's already been saved. Reset (the icon on the hub list, next to Hardware Name) is different — it unbinds that Hardware ID from the device it's currently activated on, so the same Hardware ID can be signed into on another physical device. Without resetting it first, a Hardware ID stays locked to the one device it's already active on. The long-press-the-logo action (Sign In, Step 1) is used both for a device's first-time sign-in and for later switching an already-set-up device to a different hub. Clock In / Clock Out Overview The Clock In / Clock Out module on the iHospitality Hub allows employees to record their work hours directly from a shared kiosk device. An employee taps the module, identifies themselves with their Employee ID/PIN (or face login), and can clock in, take a break, clock out, or add a manual entry if a punch was missed — all without needing their own device. This module only appears on hubs where Clock In / Clock Out was checked under Hub Modules , and only for employees whose User Role has Can iHospitality Hub Login enabled — see the iHospitality Hub – Setup page. Clock In / Clock Out Screen After signing in, the employee sees their personal weekly time log. What this screen means: this is the signed-in employee's own weekly log — not a shared log for the hub. Clock Out , Add Manual Log , and Done are all available directly from here. Key Information Employee profile — Shows the signed-in employee's name and role (e.g. "Arav Patel — Hotel Manager"). Current Week — The date range for the week currently being displayed. Date — The day the entry belongs to. In — Timestamp of the clock-in for that day. Out — Timestamp of the clock-out for that day (blank while the shift is still open). Break Time — Total break duration logged for that day. Hours — Total hours worked for that day, updates live while clocked in. Total Worked Hours — Running total for the current week, shown at the bottom of the screen. Actions Employees can take the following actions from this screen: Clock In — Starts the employee's shift and begins tracking hours. Break — Starts a break during an open shift; ending the break resumes the shift clock. Break duration is tracked separately in Break Time and does not count toward Hours . Clock Out — Ends the current shift. Add Manual Log — Lets the employee add or correct a time entry, e.g. when a clock-in or clock-out was missed (regularization). Done — Returns to the hub home screen. Steps — Clock In On the hub home screen, tap Clock In / Clock Out . Identify yourself with your Employee ID/PIN or face login. Tap Clock In . The shift starts; the day's row in the log begins tracking time. Steps — Take a Break From the weekly log screen, tap Break . The break starts; break time accumulates in Break Time instead of Hours . Tap the same control again to end the break and resume the shift. Steps — Clock Out From the weekly log screen, tap Clock Out . The shift ends; the day's Out time and Hours are finalized. Tap Done to return to the hub home screen. Steps — Add Manual Log (Regularization) From the weekly log screen, tap Add Manual Log . Select the date and enter the correct In/Out time(s) that were missed. Save the entry. The corrected entry appears in that day's row in the weekly log. What this screen means: this is the Add Manual Log form used to fix a missed punch — an employee can enter the correct In/Out time(s) for a past date instead of asking a manager to edit the record separately. Workflow Employee taps Clock In / Clock Out → Identifies via PIN/face → Clock In → (optional) Break → Clock Out → Done If a punch was missed on a prior day: Weekly log → Add Manual Log → Enter correct time(s) → Save → Entry corrected Important Notes Every action is tied to the employee who signed in on the hub — the shared device itself does not have its own time log. Break Time is tracked separately from Hours ; time spent on break does not count as worked hours. Add Manual Log is the way to fix a missed clock-in or clock-out after the fact, rather than needing a manager to edit the record elsewhere. Total Worked Hours reflects the current week only and resets each week according to the property's configured week range. This module only appears on hubs where Clock In / Clock Out was checked under Hub Modules — see the iHospitality Hub – Setup page. Front Desk Overview The Front Desk  module on the iHospitality Hub lets employees view, work on, and track the tasks assigned to their shift — organized by category (Cleaning, Quality Assurance, Food Preparation, etc.) and tracked through Open → Active → Completed . Employees can start a live timer on a task, attach notes/files, reassign it, and a manager can close out the day once everything is done. This module only appears on hubs where Front Desk  was checked under Hub Modules , and only for employees whose User Role has Can iHospitality Hub Login enabled — see the iHospitality Hub – Setup page. Front Desk Screen (Board View) After signing in and tapping  Front Desk , the employee sees a board of tasks for the selected date, shift, and category. What this screen means: this is the default board view — tasks are grouped into three columns by status, and can be filtered by shift and category using the controls above the board. Click any screenshot on this page to open it full-screen. Key Information Element Description Date picker Selects which day's tasks are shown (defaults to today). Search Searches tasks by name. View toggle Switches between Board view (kanban, shown above) and List view (see below). Close Day (lock icon) Opens the Close Day confirmation — see Actions below. Present Employee(s) Shows the employee(s) currently on shift as avatar chips, for quick reference when assigning tasks. Shift filter Morning / Evening Shift / Night Shift — only tasks for the selected shift are shown. Category tabs Cleaning, Quality Assurance, Food Preparation, Plating & Serving, Cleaning & Sanitization, Safety & Compliance. Selecting a tab filters the board to that category's tasks; the + person icon on each tab assigns an employee to that whole category. Board columns OPEN , ACTIVE , COMPLETED , each with a live count of tasks in that state. Task Card Each task card shows: Element Description Title & priority Task name plus a priority badge (Low / Medium / High). Description Optional short explanation of the task. Estimation Target/planned time for the task (e.g. 00:36:00 ). Assignee Avatar showing the assigned employee's initials (e.g. "YD"). Timer (Active tasks only) Elapsed time with Pause and Stop controls once the task has been started. Icon row (bottom of every card): Icon Action 🕐 History View the task's activity/status log. 📎 Attachment View files attached to the task. ✏️ Edit Opens Notes & Attachments (see Actions below). 👤 Assign Assign or reassign the task to a different employee. → Move to next stage Advances the task (Open → Active → Completed). List View Switching to list view shows the same tasks as a table, grouped by category, with more detail visible per row. What this screen means: each category (e.g., "Quality Assurance") is an expandable group; if a category has no tasks for the selected shift, it shows "No Data Found!" . Column Description Task Task name. Description What the task involves. Estimation Target/planned time for the task. Task Duration Actual time spent — shows a live running timer with Play/Pause/Stop for an active task. Assignee Avatar of the employee assigned to the task. Priority Low / Medium / High, color-coded. Status Dropdown — Open / Active / Completed. Changing this here has the same effect as tapping the → arrow on the board. Document Attachment icon — view files attached to the task. Notes & Attachments Edit icon — opens the same Notes & Attachments form as the board view. Info Opens the task's full details (see Actions below). Actions Start, Pause, and Stop a Task's Timer On the board, find the task under OPEN and tap the → arrow to move it to ACTIVE (or change its Status to Active in list view). Once active, a timer control appears on the card showing elapsed time, with Pause (⏸) and Stop (⏹) buttons. Tap Pause to temporarily stop timing without ending the task; tap again to resume. Tap Stop , or move the task to COMPLETED , once the work is done. Add Notes & Attachments to a Task On a task card (or its row in list view), tap the Edit icon. The Notes & Attachments form opens. What this screen means: Notes lets you add a free-text comment about the task; Attachments lets you upload a supporting file (e.g., a photo). Enter a note and/or choose a file to attach. Tap ADD to save it to the task. View Task Details (Info) Tap the Info icon (list view) on any task. A full detail modal opens for that task — everything about it and who worked on it, in one place. What this screen means: the header shows the task name, its ID (e.g. BASC-00140 ), current stage, priority, and shift. Below that, Task Details and Task Employees show two different things — what the task is, and who actually worked on it. Task Details (left panel) Field Description Task Type The category the task belongs to, e.g., "Quality Assurance." Due Date The date the task is scheduled for. Start Time / End Time The task's planned start and end time. Description What the task involves, plus its estimated duration (e.g. "80 mins"). Assigned To Avatar of the employee currently assigned. Notes & Attachments Every note/file added to this task, shown with who added it and when. Task Employees (right panel) Field Description Employee name Who actually worked the task. Start / End The actual time this employee started and ended work on the task — this is real timer activity, not the planned Start/End Time on the left. Check-in / Check-out The date/time this employee checked in and checked out of the task. Assign or Reassign a Task On a task card, tap the person/Assign icon (or use the + person icon on a category tab to assign a whole category). Choose the employee to assign the task to from those present on shift. The task's Assignee avatar updates to reflect the new assignment. Close the Day Once all of the shift's tasks are handled, a manager can close out the day so no further changes are made to it. Tap the lock icon in the top-right of the Workforce Tasks screen. A confirmation appears: "Are you sure you want to close this day?" What this screen means: this is a safeguard against accidentally locking a day's tasks — tap CANCEL to back out, or CLOSE to finalize it. Tap CLOSE to confirm, or CANCEL to go back without closing the day. Workflow Employee taps Front Desk → Identifies via PIN/face → Selects shift & category → Task moves Open → Active (timer starts) → Pause/Resume as needed → Completed (timer stops) To document work along the way: Task card → Edit icon → Notes & Attachments → Enter note / attach file → ADD At end of shift: Lock icon → Are you sure? → CLOSE Important Notes Moving a task's status can be done either from the board (→ arrow) or from the Status dropdown in list view — both do the same thing. The timer on an Active task tracks actual time spent, separately from the task's Estimation (its planned/target time) — useful for comparing planned vs. actual effort. Present Employee(s) only shows employees currently on shift, so assignment is limited to people actually available to do the work. Close Day is a safeguard action — always confirm before finalizing, since it's meant to lock in that day's task activity. This module only appears on hubs where  Front Desk  was checked under Hub Modules — see the iHospitality Hub – Setup page. Storeroom Inventory Assignment The Storeroom Inventory Assignment module on the iHospitality Hub lets employees manage a storeroom's stock directly from a shared kiosk device — Assigning new stock into a storeroom. Form-based actions update that storeroom's item counts once approved. This module only appears on hubs where Storeroom Inventory Assignment was checked under Hub Modules , and only for employees whose User Role has Can iHospitality Hub Login enabled — see the iHospitality Hub Setup page. Storeroom Inventory Assignment Screen After signing in and tapping Storeroom Inventory Assignment , the employee sees the option. What this screen means: pick Assign Inventory to add stock into a storeroom. Which action to take depends on what the employee is there to do — receiving new stock vs. logging what was used. Assign Inventory Adds stock into a chosen storeroom. What this screen means: Choose the storeroom, then enter how much of each item to add. The screen shows both what's currently in that storeroom and what's available to assign, before anything is approved. Key Fields Field Description Assignment ID Auto-generated, e.g. IA-00039 . Read-only. Storage Room Required — the storeroom this assignment is for, e.g., "Maintenance Stores." Search Items Search box to find items to add to the table below. Item Code / Item Name / Unit Identifies the item and its unit of measure (e.g. PCS). Store Stock The quantity of this item currently in this storeroom , before this assignment. Available Stock The quantity of this item available from overall inventory to be assigned into this storeroom. Assign Stock The quantity the employee wants to assign into this storeroom — editable input. New Store Stock Auto-calculated preview of what the storeroom's stock will become once approved: Store Stock + Assign Stock . Steps Tap Assign Inventory from the Inventory Management screen. Select the Storage Room to assign stock into. Use Search Items to find the item(s), or scroll the table. For each item, enter the quantity to add in Assign Stock . New Store Stock updates automatically to show the result. Tap APPROVE to confirm the assignment, or RESET to clear the form. Workflow Employee taps Storeroom Inventory Assignment → Identifies via PIN/face → Selects Storage Room → Enters quantities per item → Reviews New/Store New Stock → APPROVE Important Notes Store Stock always refers to what's currently in the selected storeroom — it's the starting point for both Assign and Deduct. On the Assign form, Available Stock comes from overall inventory, not the storeroom itself — it's how much could be assigned, separate from what's already there. New Store Stock (Assign) and Store New Stock (Deduct) are both previews calculated automatically as you type — nothing is updated in the system until APPROVE is tapped. RESET clears the form without saving; it does not undo an assignment/deduction that was already approved. This module only appears on hubs where Inventory Management was checked under Hub Modules — see the iHospitality Hub – Setup page. Storeroom Stock Deduction The Storeroom Stock Deduction module on the iHospitality Hub lets employees manage a storeroom's stock directly from a shared kiosk device — deducting stock that's been used or consumed. Form-based actions update that storeroom's item counts once approved. This module only appears on hubs where Storeroom Stock Deduction was checked under Hub Modules , and only for employees whose User Role has Can iHospitality Hub Login enabled — see the iHospitality Hub Setup page. Storeroom Stock Deduction Screen After signing in and tapping Storeroom Stock Deduction , the employee sees two options. What this screen means: Deduct Stock removes stock that's been used or consumed. Which action to take depends on what the employee is there to do — receiving new stock vs. logging what was used. Deduct Stock Removes stock from a chosen storeroom once it's been used or consumed. What this screen means: Choose the storeroom and enter how much of each item was used — the form shows the resulting stock level before you approve it. Key Fields Field Description Deduction ID Auto-generated, e.g. QICCDED-14 . Read-only. Storage Room Required — the storeroom this deduction is for, e.g., "Maintenance Stores." Reason Free-text field to note why the stock is being deducted. Search Items Search box to find items to add to the table below. Item Code / Item Name Identifies the item. Store Stock The quantity of this item currently in this storeroom , before this deduction. Deduct Stock The quantity the employee wants to remove — editable input. Store New Stock Auto-calculated preview of what the storeroom's stock will become once approved: Store Stock − Deduct Stock . Note: The Deduct Stock table has fewer columns than the Assign table — there's no Unit or Available Stock column here, since deduction only concerns what's already in this storeroom. Steps Tap Deduct Stock from the Inventory Management screen. Select the Storage Room the deduction is coming from. Enter a Reason for the deduction. Use Search Items to find the item(s), or scroll the table. For each item, enter the quantity used/consumed in Deduct Stock . Store New Stock updates automatically to show the result. Tap APPROVE to confirm the deduction, or RESET to clear the form. Workflow Employee taps Storeroom Stock Deduction → Identifies via PIN/face → Selects Storage Room → Enters quantities per item → Reviews New/Store New Stock → APPROVE Important Notes Store Stock always refers to what's currently in the selected storeroom — it's the starting point for both Assign and Deduct. On the Assign form, Available Stock comes from overall inventory, not the storeroom itself — it's how much could be assigned, separate from what's already there. New Store Stock (Assign) and Store New Stock (Deduct) are both previews calculated automatically as you type — nothing is updated in the system until APPROVE is tapped. RESET clears the form without saving; it does not undo an assignment/deduction that was already approved. This module only appears on hubs where Inventory Management was checked under Hub Modules — see the iHospitality Hub Setup page. Lost & Found Overview The Lost & Found module on the iHospitality Hub enables staff to report guest lost-item claims and to record and manage items recovered on property. Both workflows are completed directly from a shared kiosk device, with each report or record time-stamped and attributed to the employee who created it. This module only appears on hubs where Lost & Found was checked under Hub Modules , and only for employees whose User Role has Can iHospitality Hub Login enabled — see the iHospitality Hub – Setup page. Lost & Found Screen After signing in and tapping Lost & Found , the employee sees two options. What this screen means: pick Report Lost Item when a guest has lost something, or Found Items to log or manage an item that's been found. Option What it does Report Lost Item Log a report for an item a guest has lost. Found Items Record a newly found item, or view/manage items already logged as found. Report Lost Item Lost Item List Tapping View Found  Items— equivalent for lost reports — opens the Lost Item list — every lost item report logged for the property.  Element Description Open / Closed tabs Filter reports by status. Date range filter e.g., "This Month," with a specific date range shown underneath. Search Search existing reports. + Create Opens the New Lost Request form (below). Priority badge Low / Medium / High. Item name What was lost, e.g., "Shoes," "Car key." Lost at Room number(s) or area where the item was lost. Reporter Avatar initials + name of the guest who reported it. L&F ID Unique reference code for the report, e.g. L&F-00036 . Date When the report was logged (e.g. "Today"). View (eye icon) Opens the full report — only shown on some cards. Delete (trash icon) Deletes the report. New Lost Request Form Tap + Create (or Report Item from the Lost & Found screen) to log a new lost item report. Field Required Description Add Guest Details — Button that adds a Guest Details card to the form — Name, Email, Phone No., and Room No. — so the report is tied to the guest who lost the item. Item Lost Yes What was lost, e.g., "Car key." Comment No Free-text notes about the item or the loss. Priority Yes Low / Medium / High. Location Lost Yes Room or Area — then Add Room to select the specific room/area. The selection appears as "Selected: 220." Lost Item Images No Upload one or more photos of the item, or a reference photo, via + Upload . Buttons: SAVE · SAVE & ADD NEW · RESET Steps From the Lost & Found screen, tap Report Item (or + Create from the Lost Item list). Tap Add Guest Details and fill in the guest's Name, Email, Phone No., and Room No. Enter the Item Lost and an optional Comment . Select the Priority . Select Room or Area under Location Lost , then tap Add Room to choose the specific location. Upload a photo under Lost Item Images if available. Tap SAVE (or SAVE & ADD NEW to log another report immediately). Found Items New Found Request Form Tap View Found Items from the Lost & Found screen, then + Create to log a newly found item. Field Required Description Item Found Yes What was found, e.g., "A Car key." Priority Yes Low / Medium / High. Location Found Yes Room or Area where the item was found, then Add Room to select the specific location. Comment No Free-text notes about the item. Found By Yes The employee who found the item, selected from a dropdown. Location Stored Yes Room or Area where the item is currently being kept; then Add Room to select the specific location. Found Item Images No Upload one or more photos of the item via + Upload . Buttons: SAVE · SAVE & ADD NEW · RESET Steps From the Lost & Found screen, tap View Found Items , then + Create . Enter the Item Found and select a Priority . Select Room or Area under Location Found , then Add Room to choose the specific location. Enter an optional Comment . Select who found it under Found By . Select Room or Area under Location Stored , then Add Room to choose where it's being kept. Upload a photo under Found Item Images if available. Tap SAVE (or SAVE & ADD NEW to log another item immediately). The Found Items list itself (Open/Closed tabs, cards, search, date filter) is expected to follow the same layout as the Lost Item list above — to be confirmed against the live screen before publishing. Workflow Report a lost item: Employee taps Lost & Found → Report Item → Add Guest Details → Enter Item Lost, Priority, Location Lost → (optional photo) → SAVE Log a found item: Employee taps Lost & Found → View Found Items → + Create → Enter Item Found, Priority, Location Found, Found By, Location Stored → (optional photo) → SAVE Important Notes A lost report is tied to the guest who reported it (Guest Details); a found report is tied to the employee who found it (Found By) — they capture different information because they start from different situations. Found Items tracks two separate locations — Location Found (where it turned up) and Location Stored (where it's being kept now) — don't confuse the two when logging a found item. The eye icon on a Lost Item card opens that report's full details; not every card shows it, which may depend on whether the report has additional detail to view. This module only appears on hubs where Lost & Found was checked under Hub Modules — see the iHospitality Hub – Setup page. Maintenance Task This is the daily board. A technician starts the job, works through the checklist, and pauses before leaving. An inspector checks the work when the category requires it. A supervisor assigns the work order before it starts. Open this from Maintenance . You can use a list or a board with one column per stage. Maintenance Task has two views. The icons in the top-right corner switch between them. Desktop opens in Kanban View . A phone opens in Plain View . The search, the reported date range, and the filters stay the same in both. Switch the view The board icon is Kanban View . The list icon is Plain View . Tap one to change the layout. The same work orders stay on screen. Only the way they are arranged changes. Kanban View Kanban View is the column board. One column is one stage. Cards sit in the column that matches where the work is now. Each column has its own color, name, and count. Scroll inside a column to load more cards for that stage only. Drag a card into the next allowed column to move it. Drag a Reported card onto Assigned to assign it to yourself. A card in Pending Inspection is not dragged to Rework or Completed . Those moves happen by marking checklist steps. Column What it means Reported Created. No technician yet. Assigned A technician is named. Work has not started. In Progress The technician is working, or has paused. Pending Inspection The technician is done. Inspection has not started, or is underway. Rework The inspector sent one or more steps back. Completed Closed. It stays closed. Plain View Plain View is one table. There are no columns to drag between. Newest reported work orders are first. Load more at the bottom brings the next page. Column What it shows Task Work order code, room or area, and stage Category Maintenance category Status Timer status: Not Started, Running, Paused, or Completed Priority Low, Medium, High, or Critical Team Technician and the inspector when one has started Checklist How many steps are done Actions The same buttons as on the Kanban card for that stage Filters Switch between list and columns. The columns follow the order above. Each column loads more work orders as you scroll. The list is newest reported first. Filters, each with a count of matching work orders: Category Timer status Column Priority Employee Room Room type Area Choosing a category narrows the other filters. The date range uses the reported date. A card shows the code, category, room or area, priority, technician, time target, and checklist progress. Stage and timer The stage is the column. The timer status is whether work inside that column is stopped, running, or paused. A work order can sit in In Progress while the timer is Paused . Pausing does not move it to another column. Order Stage Meaning 1 Reported Created, and no technician is assigned. 2 Assigned A technician is named. The timer has not started. 3 In Progress The technician is working or has paused. 4 Pending Inspection The technician is done. An inspector has not started, or is inspecting now. 5 Rework The inspector sent one or more steps back. 6 Completed Closed. It stays closed. Timer Timer status Meaning Not Started The timer for this column has not been started. Running The timer is running. Paused The timer is paused. The time already counted is kept. Completed Used when the column is Completed. Column Timer you will see Reported Not Started Assigned Not Started In Progress Running or Paused Pending Inspection Not Started while waiting, then Running or Paused during the inspection Rework Not Started until the technician starts again Completed Completed Two clocks are kept separate: Work time counts while the technician’s timer is running in In Progress . Inspection time counts while the inspector’s timer is running in Pending Inspection . A person can have one running work timer and one running inspection timer. Starting a second timer of the same kind prompts them to confirm. Confirming pauses the other job and starts this one. How a work order moves A technician can be changed only in Reported and Assigned . In Progress goes to Completed when inspection is not required and every checklist step is done. In Progress goes to Pending Inspection when inspection is required and every checklist step is done. From Pending Inspection , Rework and Completed happen by marking checklist steps, one at a time. The card is not dragged there. Completed cannot be edited, deleted, or moved. Who sees which work orders Login What the board shows Admin Every work order at the property. Supervisor, with full edit rights Work assigned to them and to people in roles under them, work they reported, inspection work their role may see, and unassigned work. Technician or inspector, with self-edit rights Work assigned to them, work they reported, and inspection work they are allowed to see. Inspection work appears for you in Pending Inspection , Rework , and Completed when an inspection is required and either you have already started that inspection, or nobody has started it and your job role is one of the category’s inspection roles. For the maintenance person You are the technician named on the work order. Start , Pause , Resume , and Start Rework are shown to you. Column What you do Assigned Tap Start . The card moves to In Progress and your work time starts. In Progress, timer running Tap Pause when you leave the job. In Progress, timer paused Tap Resume . In Progress, and there is no checklist Tap Send for Inspection when inspection is required. Tap Complete when it is not. Rework Tap Start Rework , then fix the steps the inspector sent back. If another job of yours is already running, confirm to pause that one and start this one. Checklist While your timer is running, mark steps from the top. You can mark only the next step that is still waiting or was sent back. When inspection is required, a step you finish becomes Completed . The inspector still has to accept it. When inspection is not required, a step you finish becomes Approved . When the step requires notes and photos, add a note or a photo. Saving with both empty is rejected. When every step is Completed or Approved : Inspection required: the card moves to Pending Inspection . Inspection not required: the card moves to Completed . On Rework , approved steps stay approved. Redo the steps that were sent back. When those are finished again, the card returns to Pending Inspection . You can open a finished step to read its notes and photos. Checklist colors Color Meaning Gray Waiting, or not the step anyone can mark right now. Black The step it is your turn to mark. Blue The technician marked it done. It is waiting for inspection, or inspection was not required. Green Approved. Red Sent back for rework. While the technician is redoing that step, it is shown as the current step instead of red. Parts Request Parts is available after the work order has left Reported and before it is Completed , for a person allowed to update that work order. For each part: Choose an item, or Other / Not Found when the part is not in the system. For a stock item, choose a storeroom that still has quantity available. Enter the quantity and the unit. Choose Issue for parts used, or Return for parts put back. A part bought on the spot does not need a storeroom balance. Room out of service On a guest-room work order, Mark Out of Service takes the room out of order. Back in Service puts it back. This stays available until the work order is completed by a person allowed to assign that work order. A public area has no room, so this action is rejected. Turning the same setting on or off a second time is rejected. The room is updated in SpendWell. Sending that change to the hotel system is switched off. For the inspector You work in Pending Inspection . You see a work order there when its category requires inspection, and your role is allowed to inspect it, or you are already the inspector on it. Start the inspection Open the work order. The timer is Not Started . Tap Start Inspection . Your name is saved on the work order. The inspection stays with you. Use Pause and Resume the same way the technician does. If you already have another inspection running, confirming pauses that one. The inspection has to be started before the work order can be approved or sent back. An admin can act as well. Another inspector does not take over after you have started. Mark each step Go through the steps the technician marked Completed in order. Choice When to use it Approved That step is acceptable. Rework The technician must do that step again. Add a note or a photo. The whole card is not dragged to Rework or Completed . When the last step is marked: Every step Approved : the work order moves to Completed . The technician and the person who reported it are told it was approved. Any step Rework : the work order moves to Rework . The technician is told. The work order is marked as rework. When the technician finishes those steps, the work order comes back to Pending Inspection with you still as the inspector. Approved steps stay approved. Check the steps they redid. A category that does not require inspection never enters this column. The technician closes it. For the person who assigns work Action When it is available Assign on a Reported card Only active employees whose department is Maintenance are shown. The card moves to Assigned and that person is notified. Drag a Reported card onto Assigned Assigns it to you. Reassign on an Assigned card Before the timer starts. The previous technician is told it was removed. The new technician is told it is theirs. Clear the technician The card returns to Reported . Employee tags on the picker: Present (clocked in), Schedule (published shift today), Absent . Details Tap the work order code. Three tabs open. Details shows location, priority, who reported it, who it is assigned to, the time target, and the dates. Checklist lists every step and its result. Activity is the history, newest first: assign, start, pause, checklist, parts, inspection, and out of service. Notifications You are not notified about an action you just performed. What happened Who is told Assigned The new technician Technician removed The person who was removed Ready for inspection Everyone at the property in the allowed inspector roles, until someone starts it. After that, the inspector who started it. Sent back for rework The technician Approved The technician and the person who reported it Completed by the technician, with no inspection The technician and the person who reported it The notification opens Maintenance Task . One job from report to close Category Plumbing . Time target: 4 hours. Inspection is required. The inspector role is Maintenance Inspector. Steps: shut off the water, replace the supply line (note or photo required), test for leaks. Housekeeping reports a leak in room 109 and does not pick a technician. The card is in Reported . The due time is four hours after the report. All three steps are waiting. The Maintenance Inspector assigns Ramesh. The card moves to Assigned . Ramesh is notified. Ramesh taps Start . The card is In Progress and his timer is running. He completes the three steps in order and attaches a photo of the supply line. The card moves to Pending Inspection . People in the Maintenance Inspector role are notified. Priya taps Start Inspection . She approves the first and third steps and sends the supply line back with a note. The card moves to Rework . Ramesh is notified. Ramesh taps Start Rework , redoes the supply line, and attaches a new photo. The card returns to Pending Inspection . Priya approves the supply line. Every step is approved. The card moves to Completed . Ramesh and the housekeeper who reported it are notified. If that category did not require inspection, finishing the steps in step 4 would approve them and move the card straight to Completed . Housekeeping Housekeeping Task Tracker  is the working screen for assigned rooms. Housekeepers use it to start, pause, and complete cleaning. Inspectors use it to review rooms that need inspection. From this screen, you can: See assigned rooms grouped by employee and date Track cleaning and inspection time Complete checklist items, one by one Add notes and photos See payroll (rate, payable, paid/unpaid) Tasks come from  Housekeeping Assignment . This screen is used to  do  the work, not to create new assignments. Housekeeping Task Tracker Screen The screen shows summary cards at the top, then a list of employees and their rooms for the selected date range. If you are logged in as a housekeeper and only your own tasks are shown, the employee card is skipped. You go straight to your dates and rooms. Filters Filter What it does Duration Date range for the list (default is  Today ). Search Find rooms, guests, assignment codes, or employees. Employee Show tasks for selected employees. Housekeeping Category Show tasks for selected cleaning types. Status Show tasks by work status (Assigned, Cleaning, and so on). HK Status Show  Dirty  or  Clean  rooms. On mobile, tap the filter icon to show or hide filters. Summary Cards These cards use the same filters as the list. Card What it means Assigned Rooms How many rooms are in the current filter. Cleaned Rooms How many of those rooms are  Completed . Worked Duration Total cleaning time recorded. Total Pay Pay for  completed  rooms only (employee rate per room). How the list is organized Work is grouped in three levels: Employee  — name, number of rooms, number of days, total time, payroll Date  — rooms assigned on that day, time, and payroll for that day Rooms  — each assigned room with status, checklist, and actions Tap an employee to open dates. Tap a date to open the room list. Key Fields — Room List Field What it means Room Room number. Also shows guest name (tap to open details), floor, and assignment code. Category Housekeeping category for this room (e.g., Deep Cleaning). Task Status Current work status. Tap the status to see allowed actions (Start, Pause, Submit, Complete). HK Status Room cleanliness:  Dirty  or  Clean . Becomes Clean when the task is completed. Checklist Step-by-step tasks for this room. Tap the next step to complete it. Shows  "-"  if there is no checklist. Priority Low ,  Medium , or  High . Guest Status Stay Over, Departed, and similar. Shows  "-"  if none. Room Type Type of the room. Room Status Occupied, Vacant, and similar. HK Time / Est. Actual cleaning time, plus estimated time. Time counts up while status is  Cleaning . Insp. Time / Est. Inspection time and estimate. Shown only if inspection is required and you are allowed to inspect. Also shows the inspector name when assigned. Rate Pay rate per room for the assigned employee. Payable Amount due. Shown only after the task is  Completed . Otherwise  0 . Payment Not payable  (not completed),  Unpaid , or  Paid . On mobile, each room is a card with play / pause / complete buttons instead of a table. Task Status Status Simple meaning Assigned Task is given. Work has not started. Cleaning Housekeeper timer is running. Paused Housekeeper paused the timer. Waiting on review Cleaning is done. Waiting for inspection. Inspecting Inspector timer is running. Inspection paused Inspector paused the timer. Rework Inspector sent the room back. Housekeeper must clean again. Completed Work is finished. Room is marked  Clean . A  Rework  tag can still show after the housekeeper starts again, so you know the room was sent back once. Who can do what Housekeeper (assigned employee) Can start, pause, and resume  their  rooms. Completes checklist items in order (next pending or rework item only). If the category  does not  require inspection, finishing the last checklist item (or using Complete) marks the room  Completed . If the category  requires inspection , finishing the last checklist item (or using Submit for Review) sets status to Waiting on review . The housekeeper cannot mark the room complete. Inspector Inspection is allowed when: The room requires inspection,  and Status is Waiting on review, Inspecting, or Inspection paused,  and You are the assigned inspector,  or  your user role is allowed for that category,  or  you are an admin. The  first person who starts the inspection is saved as the inspector for that room. After that, only that inspector can continue. Inspectors can: Start/pause inspection Approve or send back each checklist item Complete the room (all items approved) or send the whole room to  Rework Checklist Checklist items come from the  Housekeeping Category . Only  Active  items are on the task. Checklist status What it means Pending Not done yet. Completed The housekeeper finished the item. Waiting for inspection (if required). Rework Inspector sent this item back. Approved Inspector approved the item. Rules You can tap only the  next  item in order. Labels under the steps appear only if  Display Checklist Labels  is on for that category. If  Require Notes & Photos  is on, or you are inspecting, a notes window opens before the item is saved. Inspectors must add notes or photos to send an item back for  Rework .  Approve  does not require notes. When the housekeeper finishes  all  items: Inspection required → status becomes  Waiting on review Inspection not required → status becomes  Completed When the inspector finishes  all  items: Any item is Rework → whole task becomes  Rework All items Approved → whole task becomes  Completed Task Details Tap the  guest name  (or the room card on mobile) to open details. There are three tabs. Details Room, guest, floor, guest status, room status Assignment code, date, room type, category Task status, HK Status (Dirty / Clean), priority, rework tag Housekeeper name and time (actual + estimated) Inspector name and time (if inspection is required) Rate, payable, and payment status Description (if the assignment had one) Note and Attachment  — add a comment and photos/videos (not available after Completed) Previous notes from the team Checklist Full list of checklist items with status, time, and activity history. Expand an item to see who completed, approved, or sent it back. Activities Timeline of status changes (started cleaning, paused, inspection started, and so on). Checklist Notes Window Opens when a housekeeper must add notes/photos, or when an inspector reviews an item. Role Buttons Housekeeper Complete Inspector Rework  and  Approve If notes and files are both empty (except Approve), the system shows:  Please add notes or files. One timer at a time A housekeeper can have only  one Cleaning  timer running. An inspector can have only  one Inspecting  timer running. If you start another room while a timer is already running, a pop-up shows the running task and its live time. Yes, Start Now  — pauses the other task and starts this one Cancel  — keeps the other timer running Steps Clean a room (housekeeper) Open  Housekeeping Task Tracker . Set  Duration  (usually Today). Open your name, then the date, then the room. Tap  Task Status  →  Cleaning  (or the play button on mobile). Complete checklist items in order. Add notes and photos if asked. If inspection is  not  required, the last item (or  Complete ) finishes the room. If inspection  is  required, the last item (or  Submit for Review ) sends the room to inspection. Confirm when asked. If the inspector sends the room back, status becomes  Rework . Start  Cleaning  again and redo the items marked Rework. Inspect a room (inspector) Open  Housekeeping Task Tracker . Find rooms in  Waiting on review . Tap  Task Status  →  Inspecting . Review each completed checklist item. Choose  Approve  or  Rework . When all items are done, the room is  Completed  (all approved) or  Rework  (any item sent back). You can pause inspection and resume later. Add a note on a room Open the room  Details . Under  Note and Attachment , type a note and/or add photos or video. Click  Save . You cannot add notes after the task is  Completed . Notifications What happened Who is notified Room submitted for inspection Assigned inspector, or all users with the allowed inspector role Room sent back for rework Assigned housekeeper Room inspected and approved Assigned housekeeper You are not notified for your own action. Important Notes This screen does  not  create assignments. Create them in  Housekeeping Assignment . You only see rooms you are allowed to see: your own tasks, people under you (if you have that right), or rooms you may inspect. Only the assigned housekeeper can start or pause cleaning (admins/users with full rights can also update). Only the assigned inspector (or allowed role/admin) can inspect. You cannot skip checklist items. Finish them in display order. If a checklist exists, Submit for Review and Complete are done through the checklist, not from the status menu. A room that requires inspection cannot be marked complete by the housekeeper. Completing a task marks the  room  as  Clean . Payable amount appears only when status is  Completed . Total Pay on the summary cards also counts completed rooms only. Time keeps counting on screen while Cleaning or Inspecting is active. If another timer is running, you must confirm  Start Now  before the new timer starts. After Completed, the status cannot be changed.