Manager Guide Employee Management Employee Management is a comprehensive workforce management solution designed for modern hospitality operations. It enables managers and administrators to efficiently manage the complete employee lifecycle, from onboarding and leave management to employment types, termination, rehire, and employee profile management. With centralized employee information and integrated ADP Workforce Now synchronization, teams can maintain accurate employee records, streamline HR processes, improve workforce visibility, and ensure employee data remains consistent across systems. Overview Purpose Employee Management helps hotel managers and administrators manage the complete employee lifecycle from one centralized platform. Manage employee onboarding, profiles, employment types, employee groups, user roles, departments, leave, and ADP synchronization while keeping employee information accurate, organized, and accessible. Key Capabilities Employee Onboarding — Add and onboard new employees with the required personal, employment, payroll, and identity information. Employee Directory — View and manage employee profiles, departments, positions, contact details, and employment status. Employment Type — Configure and assign employment types based on organizational requirements. Employee Group — Organize employees into groups for easier policy, permission, and schedule management. User Role — Assign roles that control access and permissions across the platform. Department — Maintain departments to organize employees and support accurate reporting. Payroll Details — Manage payroll group, pay cycle, payroll type, and wage/salary setup for each employee. Leave Management — Manage leave requests, leave balances, and approval processes. Employee Policy — Configure and apply workplace policies across employment types and employee groups. ADP Sync — Synchronize employee and payroll information with ADP Workforce Now. Terminate / Rehire — Process terminations and rehire past employees without creating duplicate records. Employee Status Management — Track employee status such as Active, Onboarding, On Leave, Terminated, and Rehired. How It Works Business Benefits Simplify employee onboarding and management Centralize employee information and profiles Improve employee data accuracy and visibility Streamline leave and employment management Reduce duplicate employee records Simplify termination and rehire processes Keep employee and payroll data synchronized with ADP Improve workforce administration and operational efficiency Department Overview The Department feature allows administrators to define the departments used to organize employees across the property — for example, Housekeeping, Front Desk, Food & Beverage, or Maintenance. Every employee record requires an assigned department, which is used to organize the employee directory, assign positions, and support accurate reporting. Department is a single screen feature — departments are listed and created from the same screen, similar to Employment Type. Department Screen The Department screen shows all configured departments along with their active/inactive status, and allows administrators to add a new department directly from the same view. Key Fields Department — Name of the department being created (e.g. Housekeeping, Front Desk). Status — Toggle to enable or disable the department without deleting it. Save — Saves the department and closes the panel. Save & Add New — Saves the department and keeps the panel open to add another. Reset — Clears the entered value without saving. Steps Select New Department . Enter the Department name. Select Save to create it, or Save & Add New to create it and continue adding more. Department Examples Department is not a fixed list — administrators can create their own departments to match the property's structure. Common examples include: Housekeeping — Responsible for room cleaning, laundry, and upkeep of guest areas. Front Desk — Handles guest check-in, check-out, and reservations. Food & Beverage — Covers restaurant, bar, room service, and banquet operations. Maintenance / Engineering — Handles repairs and upkeep of property facilities and equipment. Sales & Marketing — Manages bookings, promotions, and outreach. Security — Responsible for guest and property safety. Administration — Covers general management and back-office functions. Note: Department is used for classification, organization, and reporting — it does not itself set pay rate, leave balances, or shift rules. Those are configured separately (e.g. through Payroll Details and Employee Group). Important Notes Department is not a fixed list — administrators can add, rename, or disable departments as needed. Every employee must be assigned to a department during onboarding. Departments can be enabled or disabled without deleting them, using the Status toggle. Department is used for classification and reporting; leave and payroll rules are configured separately. User Role Overview The User Role feature allows administrators to define and manage different roles within the property. User roles determine the level of access and the capabilities available to users, such as web login, app login, scheduling, and iHospitality Hub access. Each user can be assigned an appropriate role based on their responsibilities and required system access. User Role is a single-screen feature — existing roles are displayed in a list, and new roles can be created from the same screen. User Role Screen The User Role screen displays all configured user roles along with their aliases and access permissions. Administrators can review and manage the available permissions for each role directly from the list. The screen provides the following permission controls: Can Web login — Controls whether users assigned to the role can log in through the web application. Can App login — Controls whether users assigned to the role can log in through the mobile application. Can Schedule — Controls whether the role has access to scheduling functionality. Can iHospitality Hub Login — Controls whether users assigned to the role can log in to the iHospitality Hub. Administrators can also create a new user role using the Create button. Key Fields User Role — Name of the user role being created, such as Housekeeper, Front Desk, Organization Admin, or Property Admin . Alias — Alternate or short name used to identify the user role. Can Web login — Toggle to allow or restrict web application login for the role. Can App login — Toggle to allow or restrict mobile application login for the role. Can Schedule — Toggle to allow or restrict access to scheduling functionality. Can iHospitality Hub Login — Toggle to allow or restrict login access to the iHospitality Hub. Save — Saves the user role with the configured permissions and closes the panel. Save & Add New — Saves the current user role and keeps the panel open so another role can be created. Reset — Clears the entered values without saving. Create — Opens the New User Role panel for creating a new role. Steps Create a New User Role Navigate to User Role from the Employee Management section. Click the Create button. The New User Role panel opens on the right side of the screen. Enter the required User Role name. Enter the required Alias . Enable or disable Can Web login according to the role's requirements. Enable or disable Can App login according to the role's requirements. Enable or disable Can Schedule according to the role's requirements. Enable or disable Can iHospitality Hub Login according to the role's requirements. Click Save to create the role. Use Save & Add New if you want to save the current role and immediately create another one. Use Reset to clear the entered information before saving. Important Notes User Role and Alias are required fields when creating a new role. Permission toggles determine which system features are available to users assigned to that role. Disabling a permission prevents the corresponding access without requiring the role to be deleted. Permissions should be configured according to the responsibilities of the user role. A role can have different combinations of web, app, scheduling, and iHospitality Hub access. Review the configured permissions before clicking Save to ensure the role has the appropriate access. Employment Type Overview The Employment Type feature allows administrators to define the different categories of employment used across the property. Employment Type describes the nature of an employee's work arrangement — for example, whether they are a full-time staff member, a part-time worker, an intern, or a contractor. Every employee record requires an assigned Employment Type, which is used for classification, reporting, and payroll purposes. Employment Type List The Employment Type list screen shows all configured employment types along with their active/inactive status. From this screen, administrators can: View all existing employment types. Enable or disable an employment type using the Status toggle. Create a new employment type. Add Employment Type The New Employment Type screen is used to create a new employment type. Key Fields Employment Type — Name of the employment type being created (e.g. Full Time, Contract). Save — Saves the employment type and closes the panel. Save & Add New — Saves the employment type and keeps the panel open to add another. Reset — Clears the entered value without saving. Steps Select New Employment Type . Enter the Employment Type name. Select Save to create it, or Save & Add New to create it and continue adding more. Important Notes Employment Type must be assigned to every employee during onboarding. Administrators can enable or disable an employment type without deleting it, using the Status toggle. Employment Type is used for classification and reporting; leave and payroll rules are configured separately. Employee Group Overview The Employee Group feature allows administrators to define groups that employees can be assigned to, based on role, department, or workforce category. Each employee group carries its own leave and shift trade limits — both a yearly count and a monthly count — which control how much paid leave, unpaid leave, sick leave, and shift trades employees in that group can use. Employee Group is used across the platform wherever leave balances and shift trade limits need to be applied consistently to a set of employees, rather than configured individually per person. Employee Group List The Employee Group list screen shows all configured employee groups along with their leave and shift trade limits, so administrators can review or update them at a glance. From this screen, administrators can: View all existing employee groups. Open a group to review or edit its leave and shift trade limits. Create a new employee group. Add Employee Group The New Employee Group screen is used to create a group and define its leave and shift trade allowances. Key Fields Name — Name of the employee group (e.g. Housekeeping Full-Time, Front Desk Part-Time). Paid Leave Count — Total paid leave days allowed per year for employees in this group. Unpaid Leave Count — Total unpaid leave days allowed per year for employees in this group. Sick Leave Count — Total sick leave days allowed per year for employees in this group. Trade Shift Count — Total number of shift trades allowed per year for employees in this group. Paid Leave Count Per Month — Maximum paid leave days an employee in this group can take within a single month. Unpaid Leave Count Per Month — Maximum unpaid leave days an employee in this group can take within a single month. Sick Leave Count Per Month — Maximum sick leave days an employee in this group can take within a single month. Example: A group named "Housekeeping Full-Time" is set with a Paid Leave Count of 12 (yearly) and a Paid Leave Count Per Month of 2. Employees in this group have 12 paid leave days to use across the year, but can never take more than 2 paid leave days within the same month. Steps Select New Employee Group . Enter the Name of the group. Enter the Paid Leave Count , Unpaid Leave Count , and Sick Leave Count (yearly totals). Enter the Trade Shift Count (yearly total). Enter the Paid Leave Count Per Month , Unpaid Leave Count Per Month , and Sick Leave Count Per Month . Select Save to create the group. Note: Once created, employees can be assigned to this group, and their leave requests and shift trades will be validated against both the yearly and monthly limits configured here. Important Notes Employee Group defines both yearly and monthly limits for Paid Leave, Unpaid Leave, and Sick Leave. Employee Group also defines a yearly limit for Trade Shift Count . All required fields must be filled in before a group can be saved. Leave and shift trade requests submitted by employees are validated against the limits set on their assigned employee group. Employee Policy Overview The Employee Policy feature allows administrators to create and manage policies that apply to employees within a property. Policies can be used to define organizational, management, or other employee-related rules and guidelines. Each policy can be associated with a Property, Policy Category, User Role, Version, and Policy Type . Administrators can also define the policy content, description, and settings such as whether the policy is mandatory, downloadable, or requires a signature. The Employee Policy feature provides a centralized place to maintain employee policies and control how they are presented to employees. Employee Policy Screen The Employee Policy screen displays all configured employee policies along with their key details and status. The screen includes the following information: Policy Code — Unique code assigned to the policy. Policy Name — Name of the employee policy. Policy Type — Type of policy configured. Policy Category — Category under which the policy is organized. Acceptance — Provides access to view the policy acceptance information. Active — Toggle to enable or disable the policy. Version — Indicates the current version of the policy. Document — Displays the associated policy document, if available. Properties — Shows the property to which the policy is assigned. User Role — Shows the user role for which the policy is applicable. Administrators can use the Create button to add a new employee policy. Key Fields Policy Details Policy Code — Unique code used to identify the employee policy. Property — Property for which the employee policy is being created. Policy Category — Category used to classify the policy, such as Corporate or Management. Policy Type — Defines the type of policy being created. Policy Name — Name or title of the employee policy. User Role — User role to which the policy applies. Version — Version number of the policy used to identify revisions or updates. Policy Content Policy Document — Allows an administrator to upload a document associated with the policy. Description — Short description explaining the purpose or scope of the policy. Policy Content — Rich-text editor used to enter and format the actual policy information. It supports formatting options such as fonts, font size, bold, italic, underline, alignment, lists, and quotations. Policy Settings Download Allowed — Allows employees to download the policy document or content. Is Mandatory — Marks the policy as mandatory for the applicable employees. Signature Required — Indicates that employees are required to provide a signature or acknowledgement for the policy. Show Policy On — Defines where or during which employee process the policy should be displayed, such as Employee Onboarding . Actions Save — Saves the employee policy and closes the panel. Save & Add New — Saves the current policy and keeps the panel open to create another policy. Reset — Clears the entered values without saving. Create — Opens the Add Employee Policy panel. Steps Create an Employee Policy Navigate to Employee Policy from the Employee Management section. Click the Create button. The Add Employee Policy panel opens. In Policy Details , enter the Policy Code . Select the required Property . Select the Policy Category . Select the Policy Type . Enter the Policy Name . Select the applicable User Role . Enter the Version of the policy. In Policy Content , upload a Policy Document if required. Enter a Description for the policy. Enter the policy information in the Policy Content editor and apply the required formatting. In Policy Settings , enable Download Allowed if employees should be permitted to download the policy. Enable Is Mandatory if the policy must be followed or acknowledged by the applicable employees. Enable Signature Required if employee acknowledgement through a signature is required. Select the required option in Show Policy On to determine where the policy should be displayed. Click Save to create the policy. Use Save & Add New to save the current policy and immediately create another policy. Use Reset to clear the entered information without saving. Important Notes Policy Code, Property, Policy Category, Policy Type, Policy Name, User Role, and Version are required when creating an employee policy. A policy can be associated with a specific Property and User Role . The Version field should be updated when significant changes are made to an existing policy. Policy Document can be uploaded when a separate document needs to be associated with the policy. Is Mandatory can be used to identify policies that employees must acknowledge or follow. Signature Required can be enabled when formal employee acknowledgement is required. The Active toggle on the policy list can be used to enable or disable an existing policy. Show Policy On determines the employee process or location where the policy is presented. Review all policy details and settings before selecting Save . Leave Management Overview The Leave Management feature allows employees to request time off and helps managers track and approve leave across the property. Leave is managed on a full-day basis only — employees select the day(s) they need off and submit a request for manager review. Leave requests are organized by leave type : Paid Leave, Sick Leave, and Unpaid Leave. Each employee's leave balance is tracked per employee group , with a defined monthly limit for each leave type, so requests that exceed the available balance cannot be submitted. Leave Management provides visibility into leave dates, leave type, reason, balance, and approval status, helping managers plan schedules accurately and avoid understaffing. Add Leave Screen The Add Leave screen allows employees to submit a leave request for one or more full days. Key Information Leave Date — Multi-select field. Employees can select one or more days for the leave request. Leave is applied for full days only; partial or half-day leave is not supported. Leave Type — Dropdown selection of Paid Leave, Sick Leave, or Unpaid Leave. Reason — Free text field where the employee enters the reason for the leave request. Leave Balance — Displays the employee's remaining balance for the selected leave type, based on their employee group's monthly limit. Submit — Submits the leave request for manager review. If the selected dates exceed the employee's remaining balance for that leave type, the system blocks submission and displays an error instead of allowing the request to go through. Leave Balance Management Leave balances are configured per employee group when the group is created or edited, using two limits for each leave type — a yearly count and a monthly count . This ensures an employee's full yearly allowance can't be used up in a single month. Employee Group — Leave Configuration Fields Field Description Name Name of the employee group. Paid Leave Count Total paid leave days allowed per year for this group. Unpaid Leave Count Total unpaid leave days allowed per year for this group. Sick Leave Count Total sick leave days allowed per year for this group. Trade Shift Count Total shift trades allowed per year for this group. Paid Leave Count Per Month Maximum paid leave days an employee in this group can take in a single month. Unpaid Leave Count Per Month Maximum unpaid leave days an employee in this group can take in a single month. Sick Leave Count Per Month Maximum sick leave days an employee in this group can take in a single month. When an employee submits a leave request, the system checks the request against both limits: Yearly balance — the total leave remaining for that type this year. Monthly limit — the maximum allowed for that type in the selected month. If the request would exceed either the yearly balance or the monthly limit, the request is not allowed and the employee must adjust the dates or leave type before submitting. Note: Yearly balances reset annually and monthly limits reset each calendar month, both based on the configuration set at the employee group level. Leave Status Status Meaning Pending Leave has been submitted and is waiting for manager action. Approved The leave request has been approved and the balance is deducted accordingly. Rejected The leave request has been rejected and does not affect the employee's leave balance. My Leave List The leave list allows employees to view all of their submitted leave requests along with the current status of each. Submit a Leave Request Steps Select Add Leave . Select one or more leave dates . Select the Leave Type — Paid Leave, Sick Leave, or Unpaid Leave. Enter the Reason for the leave request. Review the displayed leave balance for the selected type. Select Submit . Note: If the selected dates exceed the available balance for the chosen leave type, the system displays an error and does not allow the request to be submitted. Approve and Reject Leave Once a leave request is submitted, it appears on the manager's leave approval screen for review. Individual Approval or Rejection Each leave request is reviewed independently. Managers can: Select Approve to approve the leave request. The employee's leave balance is updated accordingly. Select Reject to reject the leave request. The employee's leave balance remains unaffected. Once an action is completed, the request status is updated accordingly and the employee is notified. Approve Leave Reject Leave Leave Management Workflow The employee and manager workflow is: Add Leave → Check Balance → Submit → Manager Reviews → Approve / Reject → Leave Updated Approval Pending → Manager Reviews → Approve → Approved → Balance Deducted Rejection Pending → Manager Reviews → Reject → Rejected → Balance Unaffected Using Leave Management for Scheduling Leave Management is used as a reference when creating employee schedules. Managers can use approved leave to: Avoid assigning shifts to employees on approved leave. Identify staffing gaps caused by approved leave. Plan coverage in advance based on pending and approved leave requests. Ensure leave balances are accurately reflected before publishing schedules. Note: Leave Management does not automatically remove an employee from an already published schedule. Managers should review approved leave before finalizing schedules. Important Notes Leave is applied for full days only — partial or half-day leave is not supported. Leave requests are categorized into Paid Leave , Sick Leave , and Unpaid Leave . Leave balances are configured per employee group , with both a yearly count and a monthly count set for each leave type (Paid, Unpaid, Sick). If a requested leave exceeds either the yearly balance or the monthly limit for the selected type, the system blocks submission. Managers can Approve or Reject leave requests individually. Approved leave should be used as a reference when building and publishing schedules. Leave balances update automatically based on approval status. Employee Master Overview The Employee Management feature provides a centralized workspace for managing the complete employee lifecycle across the property. Managers and authorized users can create employees, maintain employee information, activate or deactivate employees, terminate employment, rehire eligible employees, reset employee passwords, and synchronize employee information with ADP . Employee records are organized into four status tabs: Active — Displays employees who are currently active and available for normal operations. Inactive — Displays employees who are currently inactive and not active for normal operations. Terminated — Displays employees whose employment has been terminated. All — Displays all employee records regardless of their current status. The Employee Management workflow supports the complete employee lifecycle: Create Employee → Active → Inactive / Terminated → Rehire if Eligible → Active Managers can also use employee actions such as Reset Password , Terminate , Rehire , and ADP Sync directly from the employee list. Employee Management Screen The Employee Management screen provides a centralized list of employees with status filters and employee actions. Employee List The employee list includes the following information and actions: Column Description \*\*Employee Code\*\* Unique employee code assigned to the employee and used to identify the employee within the system. \*\*Employee Name\*\* Displays the employee's full name. Selecting the information icon provides additional details about the employee. \*\*User Role\*\* Displays the system role assigned to the employee, which determines their access level and available permissions. \*\*Contact\*\* Primary phone number associated with the employee for contact and communication purposes. \*\*Email\*\* Employee's registered email address used for communication and applicable system notifications. \*\*Gender\*\* Gender information recorded in the employee's profile. \*\*Status\*\* Displays the employee's current employment status, such as \*\*Active\*\* or \*\*Inactive\*\*. \*\*Reset Password\*\* Allows an authorized user to reset the employee's system login password when required. \*\*Action\*\* Provides employee lifecycle actions based on the employee's current status and eligibility, such as \*\*Terminate\*\* or \*\*Rehire\*\*. \*\*ADP Sync\*\* Allows the employee's information to be synchronized with the connected \*\*ADP payroll system\*\*. Search — Search employees by available employee information. Create — Create a new employee. Download — Export or download the employee list. Filter — Apply additional employee list filters. Status Tabs — Quickly switch between Active, Inactive, Terminated, and All employees. Employee Status Tabs Employee records are separated into four tabs to make employee lifecycle management easier. Active The Active tab displays employees who are currently active at the property. Active employees can normally be assigned to workforce activities and other employee-related operations. Managers can perform actions such as: View employee information. Change the employee's active/inactive status. Reset the employee password. Terminate the employee. Synchronize employee information with ADP. Active Employee List The Active tab shows employees whose employment status is currently active. The Terminate action is available for employees who need to be removed from active employment. Inactive The Inactive tab displays employees who are currently marked as inactive. An inactive employee remains in the system but is not considered active for normal employee operations. Managers can use this tab to review employees who are temporarily inactive and perform the available lifecycle action based on the employee's current record. Inactive Employee List The Inactive tab shows employees whose status toggle is disabled. Depending on the employee's record and employment history, the available action may allow the employee to be rehired or terminated. Terminated The Terminated tab displays employees whose employment has been terminated. Terminated employees remain available in the system for historical reference and employee record management. Managers can review terminated employees and, when the employee is marked as Rehire Eligible , use the Rehire action to return the employee to active employment. Terminated Employee List The Terminated tab shows employees whose employment has ended. Rehire is displayed when the employee is eligible for rehire. An information indicator may be displayed when additional termination or rehire information is available. Employees who are not eligible for rehire cannot be rehired through the standard rehire action. All The All tab displays all employee records regardless of whether they are Active, Inactive, or Terminated. This tab provides a complete employee directory and allows managers to locate an employee without first selecting a specific status. All Employee List The All tab provides a consolidated view of employee records and their current status. Available actions are determined by the employee's current status and eligibility. Create Employee The Create Employee feature allows managers and authorized users to create and maintain employee records for the property. The employee creation form is organized into the following sections: Employee Details Personal Details Payroll Details Address Details Identity Document Each section captures specific information required for employee management, payroll processing, identification, and employee records. 1. Employee Details The Employee Details section contains the employee's primary employment and system information. [ ![Employee Management](https://docs.spendwelltechsystem.com/uploads/images/gallery/2026-09/image-1789464259871.png) ](https://docs.spendwelltechsystem.com/uploads/images/gallery/2026-09/image-1789464259871.png) Fields marked with a red `\\\*` are required. Field Description \*\*Property\*\* Property where the employee is assigned and works. \*\*Employee Code\*\* Unique code used to identify the employee within the system. \*\*User Role\*\* Defines the employee's system role and determines the permissions and features available to the employee. \*\*Department\*\* Department to which the employee is assigned, such as Housekeeping, Front Desk, Maintenance, or Food & Beverage. \*\*Hire Date\*\* Date on which the employee officially started employment with the property. \*\*Employee Group\*\* Defines the employee group used to determine applicable policies and rules, such as leave policies, attendance policies, and other employee-specific settings. \*\*Employment Type\*\* Defines the employee's employment classification, such as \*\*W-2 Employee\*\*, \*\*Contract Employee\*\*, or other configured employment types. This classification can be used to determine applicable payroll, attendance, leave, and employment policies. 2. Personal Details The Personal Details section captures the employee's personal and contact information. [ ![Employee Management](https://docs.spendwelltechsystem.com/uploads/images/gallery/2026-09/scaled-1680-/image-1789465054341.png) ](https://docs.spendwelltechsystem.com/uploads/images/gallery/2026-09/scaled-1680-/image-1789465054341.png) Field Description \*\*First Name\*\* Employee's first name. \*\*Middle Name\*\* Employee's middle name, if applicable. \*\*Last Name\*\* Employee's last name. \*\*Gender\*\* Employee's gender. \*\*SSN\*\* Employee's Social Security Number (SSN) used for employee identification and applicable payroll requirements. \*\*Confirm SSN\*\* Confirms the Social Security Number entered in the SSN field to ensure both values match. \*\*Date of Birth\*\* Employee's date of birth. \*\*Contact\*\* Employee's primary contact phone number. \*\*Email\*\* Employee's primary email address. The email address is used for system login and to send the employee's welcome email and password after the employee is created. 3. Payroll Details The Payroll Details section contains payroll, compensation, and external payroll integration information. The fields displayed in this section may change based on the selected Payroll Type . Field Description \*\*Employee ID\*\* Unique employee identifier used by the employee to log in to the \*\*iHospitality Hub\*\*. \*\*Passcode\*\* Employee passcode used together with the Employee ID to authenticate and log in to the \*\*iHospitality Hub\*\*. \*\*Associate ID\*\* Employee associate identifier used for payroll and external system integration.This field is displayed only when ADP configuration is enabled for the property. \*\*Payroll File No\*\* Payroll file number or employee payroll reference number used for payroll processing.This field is displayed only when ADP configuration is enabled for the property. \*\*Pay Cycle\*\* Defines the employee's payroll cycle, such as weekly or biweekly, based on the payroll configuration. \*\*Pay Group\*\* Defines the payroll group to which the employee belongs \*\*Onboarding Template\*\* Defines the ADP onboarding template used when creating or onboarding the employee. This field is displayed only when ADP configuration is enabled for the property. \*\*Payroll Type\*\* Defines how the employee is paid. Available options include \*\*Salary\*\*, \*\*Hourly\*\*, and \*\*Pay By Room\*\*. Pay By Room is typically used for contract-based housekeeping employees who are paid based on completed rooms. \*\*Salary\*\* Defines the employee's salary when \*\*Payroll Type\*\* is set to \*\*Salary\*\*. \*\*Hourly Wage\*\* Defines the employee's hourly wage when \*\*Payroll Type\*\* is set to \*\*Hourly\*\*. The total payroll amount is calculated by the system based on the employee's hourly wage and applicable worked hours according to the configured pay cycle. \*\*Per Room Rate\*\* Defines the rate paid for each completed room when \*\*Payroll Type\*\* is set to \*\*Pay By Room\*\*. This option is commonly used for contract housekeeping employees. Note: Pay Group and Onboarding Template are displayed only when ADP payroll configuration is enabled for the property. When ADP is not configured, these fields are not displayed. Payroll Type The system supports different compensation methods. Selecting the payroll type determines the applicable compensation field. Hourly — Employee is paid based on an hourly wage. Salaried — Employee is paid based on a fixed salary. Pay By Room — Employee is paid based on the number of rooms or room-related work completed. 3.1 Salaried Employee When Payroll Type is set to Salaried , the employee's compensation is entered using the Salary field. [ ![Employee Management](https://docs.spendwelltechsystem.com/uploads/images/gallery/2026-09/scaled-1680-/image-1789465760035.png) ](https://docs.spendwelltechsystem.com/uploads/images/gallery/2026-09/scaled-1680-/image-1789465760035.png) The payroll configuration can include: Employee ID Passcode Associate ID Payroll File No Pay Group Pay Cycle Onboarding Template Payroll Type Salary Hourly Wage 3.2 Hourly Employee When Payroll Type is set to Hourly , the employee's compensation is entered using the Hourly Wage field. [ ![Employee Management](https://docs.spendwelltechsystem.com/uploads/images/gallery/2026-09/scaled-1680-/image-1789465876963.png) ](https://docs.spendwelltechsystem.com/uploads/images/gallery/2026-09/scaled-1680-/image-1789465876963.png) The payroll configuration can include: Employee ID Passcode Associate ID Payroll File No Pay Group Pay Cycle Onboarding Template Payroll Type Hourly Wage 3.3 Pay By Room Employee When Payroll Type is set to Pay By Room , the employee's compensation is entered using the Per Room Rate field. [ ![Employee Management](https://docs.spendwelltechsystem.com/uploads/images/gallery/2026-09/scaled-1680-/image-1789465988220.png) ](https://docs.spendwelltechsystem.com/uploads/images/gallery/2026-09/scaled-1680-/image-1789465988220.png) The payroll configuration can include: Employee ID Passcode Associate ID Payroll File No Pay Group Pay Cycle Onboarding Template Payroll Type Pay Per Room 4. Address Details The Address Details section records the employee's residential location and address information. [ ![Employee Management](https://docs.spendwelltechsystem.com/uploads/images/gallery/2026-09/scaled-1680-/image-1789466501237.png) ](https://docs.spendwelltechsystem.com/uploads/images/gallery/2026-09/scaled-1680-/image-1789466501237.png) Field Description \*\*Google Location\*\* Allows the user to search for and select the employee's location using Google Location search. Once a location is selected, the related address and location details are automatically populated. \*\*Street Address\*\* Automatically populated based on the location selected through Google Location search. \*\*City\*\* Automatically populated based on the selected Google Location. \*\*State\*\* Automatically populated based on the selected Google Location. \*\*Latitude\*\* Automatically populated with the geographic latitude of the selected location. \*\*Longitude\*\* Automatically populated with the geographic longitude of the selected location. \*\*Zip Code\*\* Automatically populated with the ZIP code associated with the selected Google Location. Note: The user only needs to search for and select the location using Google Location . The Street Address, City, State, Latitude, Longitude, and Zip Code fields are automatically populated based on the selected location. 5. Identity Document The Identity Document section allows authorized users to record the employee's identification document information. [ ![Employee Management](https://docs.spendwelltechsystem.com/uploads/images/gallery/2026-09/scaled-1680-/image-1789466667322.png) ](https://docs.spendwelltechsystem.com/uploads/images/gallery/2026-09/scaled-1680-/image-1789466667322.png) Field Description \*\*Profile Picture\*\* Employee's profile image used to identify the employee within the system. \*\*Driving License Image\*\* Image of the employee's driving license maintained as an identification document in the employee record. \*\*SSN Image\*\* Image of the employee's Social Security Number (SSN) document maintained for employee identification and applicable payroll requirements. \*\*Facial Image\*\* Employee facial image used for \*\*face login\*\*. The image is registered with the system's facial recognition service and is used to authenticate the employee when face login is enabled. Note: The SSN Image and Facial Image are used for system-related purposes. The Facial Image is specifically used for face login and facial authentication. Create Employee Actions After entering the required employee information, the following actions are available: Action Description \*\*Save\*\* Saves the employee record with the entered information. \*\*Save & Add New\*\* Saves the current employee record and opens a new employee creation form. \*\*Reset\*\* Clears the entered information and resets the form to its initial state. Employee Status Management The employee Status toggle allows authorized users to control whether an employee is active or inactive. Active Employee When the status is enabled, the employee is shown as Active . Active Status → Employee is Active Inactive Employee When the status is disabled, the employee is shown as Inactive . Inactive Status → Employee is Inactive The status toggle should be used for normal active/inactive employee management. When employment has officially ended, the employee should be processed through the Terminate Employee workflow. Terminate Employee The Terminate action is used when an employee's employment with the property has ended. Selecting Terminate opens the Terminate Employee screen. [ ![Step 1 - Terminate Employee](https://docs.spendwelltechsystem.com/uploads/images/gallery/2026-09/scaled-1680-/DKGall-employee.png) ](https://docs.spendwelltechsystem.com/uploads/images/gallery/2026-09/scaled-1680-/DKGall-employee.png) \*\*Step 1 - Select Terminate\*\* From the employee list, click the \*\*Terminate\*\* action for the employee you want to terminate. [ ![Step 2 - Employee Termination Form](https://docs.spendwelltechsystem.com/uploads/images/gallery/2026-09/scaled-1680-/terminate-employee.png) ](https://docs.spendwelltechsystem.com/uploads/images/gallery/2026-09/scaled-1680-/terminate-employee.png%20target=) \*\*Step 2 - Complete Termination Form\*\* Enter the termination date, termination type, rehire eligibility, reason, and optional notes. Termination Information Field Description \*\*Termination Date\*\* Date on which the employee's employment is terminated. \*\*Termination Type\*\* Defines the type or classification of termination. \*\*Rehire Eligible\*\* Indicates whether the employee is eligible for rehire in the future. \*\*Reason\*\* Required reason for terminating the employee. \*\*Notes\*\* Optional additional information related to the employee's termination. The termination record should contain accurate information because it may be used for future employee history and rehire decisions. Open the employee from the Active or applicable employee list. Select Terminate . Select the Termination Date . Select the Termination Type . Select whether the employee is Rehire Eligible . Enter the required Reason . Enter optional Notes . Select Update . The employee is moved to the Terminated employee list. Termination Workflow Active Employee → Terminate → Enter Termination Details → Update → Terminated Rehire Employee The Rehire action allows an eligible terminated employee to return to active employment. A terminated employee can only be rehired when the employee is marked as Rehire Eligible . Selecting Rehire opens the Rehire Employee screen. [ ![Step 1 - Rehire Employee](https://docs.spendwelltechsystem.com/uploads/images/gallery/2026-09/scaled-1680-/fcNall-employee.png) ](https://docs.spendwelltechsystem.com/uploads/images/gallery/2026-09/scaled-1680-/fcNall-employee.png) \*\*Step 1 - Select Rehire\*\* From the employee list, click the \*\*Rehire\*\* action for the terminated employee you want to rehire. [ ![Step 2 - Rehire Employee](https://docs.spendwelltechsystem.com/uploads/images/gallery/2026-09/scaled-1680-/sTyrehire-employee.png) ](https://docs.spendwelltechsystem.com/uploads/images/gallery/2026-09/scaled-1680-/sTyrehire-employee.png) \*\*Step 2 - Complete Rehire\*\* Review the employee rehire details and complete the rehire process to reactivate the employee. Rehire Information Field Description \*\*Rehire Date\*\* Date on which the employee is rehired. \*\*Reason\*\* Required reason for rehiring the employee. \*\*Notes\*\* Optional additional information related to the employee's rehire. Open the Terminated or applicable employee list. Locate the employee. Select Rehire when the employee is eligible. Select the Rehire Date . Enter the Reason . Enter optional Notes . Select Update . The employee is returned to the active employee workflow. Rehire Workflow Terminated Employee → Rehire Eligible → Rehire → Enter Rehire Details → Update → Active Note: If an employee is not eligible for rehire, the standard Rehire action is not available. An information indicator may be displayed to provide additional employee or termination information. Reset Employee Password The Reset Password action allows an authorized user to create a new password for an employee. Selecting the reset password action opens the Reset Password dialog. [ ![Step 1 - Select Employee and Reset Password](https://docs.spendwelltechsystem.com/uploads/images/gallery/2026-09/scaled-1680-/h8tall-employee.png) ](https://docs.spendwelltechsystem.com/uploads/images/gallery/2026-09/scaled-1680-/h8tall-employee.png) \*\*Step 1 - Select Employee and Reset Password\*\* From the employee list, select the employee and click the \*\*Reset Password\*\* action. [ ![Step 2 - Reset Password](https://docs.spendwelltechsystem.com/uploads/images/gallery/2026-09/scaled-1680-/aaHreset-password.png) ](https://docs.spendwelltechsystem.com/uploads/images/gallery/2026-09/scaled-1680-/aaHreset-password.png) \*\*Step 2 - Reset Password\*\* Enter the new password and confirm the password to complete the password reset process. The dialog displays: User Name — Identifies the employee whose password is being reset. New Password — Required field for entering the new employee password. Locate the employee in the employee list. Select the Reset Password action. Verify the displayed employee name. Enter the New Password . Select Update . The employee password is updated. If the required password field is empty, the system displays a validation message and does not update the password. Reset Password Workflow Employee List → Reset Password → Enter New Password → Update → Password Updated ADP Sync The ADP Sync action allows employee information to be synchronized with the connected ADP payroll system. The ADP Sync action is available from the employee list. Before synchronization, the system displays a confirmation message asking the user to confirm the sync operation. [ ![Step 1 - Select Employee for ADP Sync](https://docs.spendwelltechsystem.com/uploads/images/gallery/2026-09/scaled-1680-/NYtall-employee.png) ](https://docs.spendwelltechsystem.com/uploads/images/gallery/2026-09/scaled-1680-/NYtall-employee.png) \*\*Step 1 - Select Employee for ADP Sync\*\* From the employee list, select the employee you want to sync with ADP and click the \*\*ADP Sync\*\* action. [ ![Step 2 - Confirm ADP Sync](https://docs.spendwelltechsystem.com/uploads/images/gallery/2026-09/scaled-1680-/syncadp-employee.png) ](https://docs.spendwelltechsystem.com/uploads/images/gallery/2026-09/scaled-1680-/syncadp-employee.png) \*\*Step 2 - Confirm ADP Sync\*\* Review the employee synchronization confirmation and click \*\*Confirm\*\* to sync the employee information with ADP. Locate the employee in the employee list. Select the ADP Sync icon. Review the Sync with ADP confirmation message. Select Yes to continue. Select Cancel to stop the synchronization. When confirmed, the system synchronizes the employee information with ADP. ADP Sync Workflow Employee List → ADP Sync → Confirm → Yes → Synchronize with ADP Note: ADP synchronization should be performed after employee payroll information has been reviewed and is ready to be synchronized with the connected ADP system. Employee Management Workflow The complete employee lifecycle is: Create Employee → Employee Active → Inactive or Terminated → Rehire if Eligible → Active Create Employee Create → Enter Employee Details → Enter Payroll Details → Enter Address Details → Save → Employee Created Activate / Deactivate Active ↔ Inactive Managers can change an employee's active/inactive status based on the employee's current operational status. Termination Active → Terminate → Termination Details → Update → Terminated Rehire Terminated → Rehire Eligible → Rehire → Rehire Details → Update → Active Password Reset Employee → Reset Password → Enter New Password → Update ADP Synchronization Employee → ADP Sync → Confirm → Yes → ADP Synchronization Employee Management Actions Summary Action Purpose \*\*Create\*\* Creates a new employee record. \*\*Status Toggle\*\* Changes the employee status between Active and Inactive. \*\*Terminate\*\* Terminates the employee's employment and records the required termination details. \*\*Rehire\*\* Rehires an eligible terminated employee and returns the employee to active status. \*\*Reset Password\*\* Allows an authorized user to reset the employee's password. \*\*ADP Sync\*\* Synchronizes the selected employee's information with ADP. \*\*Search\*\* Searches for an employee by available employee information. \*\*Download\*\* Downloads the available employee list. \*\*Filter\*\* Filters employee records based on the available filter criteria. \*\*Information\*\* Displays additional information about the selected employee. Important Notes Employee records are organized into Active , Inactive , Terminated , and All tabs. The Active tab displays currently active employees. The Inactive tab displays employees who are currently inactive. The Terminated tab displays employees whose employment has ended. The All tab displays employees across all statuses. Termination requires a Termination Date , Termination Type , Rehire Eligibility , and Reason . A terminated employee can be rehired only when the employee is marked as Rehire Eligible . Rehire requires a Rehire Date and Reason . Employee passwords can be reset using the Reset Password action. ADP synchronization requires user confirmation before the sync operation is started. Payroll fields may vary depending on the selected Payroll Type . Employee payroll and identification information should be reviewed before performing an ADP synchronization. Employee termination and rehire information should be maintained accurately for employee history and future workforce management. Scheduling Employee Scheduling is a comprehensive workforce scheduling solution built for modern hospitality operations. It enables managers and employees to manage availability, coordinate team schedules, plan weekly shifts, and efficiently manage shift trades. With centralized scheduling and real-time visibility, teams can improve workforce coordination, reduce scheduling conflicts, and ensure the right employees are assigned at the right time. Overview Purpose Employee Scheduling helps hotel managers and employees plan, manage, and coordinate workforce schedules from one centralized platform. Manage availability, build and publish schedules, claim open shifts, and handle shift trades while keeping employees and managers aligned. Key Capabilities Employee Availability — Employees set their available and unavailable days and working hours. Team Availability — Managers review team availability to plan shifts effectively. Scheduling Board — Managers create, assign, adjust, and manage employee shifts. My Schedule Week — Employees can view their upcoming weekly schedule, assigned shifts, and working hours. Open Shift Claims — Employees can view and claim available open shifts after the schedule is published. Approved claims are added directly to the employee's schedule. Shift Management — Managers can manage shift assignments and make schedule changes based on operational requirements. Shift Trade — Employees can request shift trades with other eligible team members, while managers can review, approve, or reject trade requests. Schedule Visibility — Keep employees and managers aligned with clear, up-to-date schedule information. How It Works ### Business Benefits - Reduce scheduling conflicts - Improve workforce coordination - Increase schedule visibility - Simplify shift planning and management - Give employees greater control over their availability and schedules - Streamline open-shift claim and shift-trade processes - Improve operational efficiency across hotel teams Navigation Overview → My Availability → Team Availability → Scheduling Board → My Schedule Week → Open Shift Claims → Shift Trade My Availability Overview The  My Availability  feature allows employees to define when they are available or unavailable to work. Employees can set specific working hours for selected days and submit their availability to their manager for review. Keeping availability up to date helps managers create schedules based on employee availability, reduce scheduling conflicts, and improve workforce planning. My Availability Screen The  My Availability  screen displays the employee's saved availability for each day. Each entry shows the availability type, working hours, and current status. Key Information Day  — The day for which availability is configured. Availability Type  — Shows whether the employee is Available or Unavailable. Working Hours  — Displays the configured start and end time. Status  — Shows the current status of the availability. Availability Status Status Meaning Draft Availability has been created but has not been submitted to the manager. Approval Pending Availability has been submitted and is waiting for manager review. Approved The manager has approved the availability. Rejected The manager has rejected the availability. My Availability List The availability list allows employees to review their configured availability and check the current status of each entry. Create Availability Employees can create a new availability entry by selecting the  +  button on the My Availability screen. Steps Select the  +  button. Select  Available  or  Unavailable . Enable  All Day  if the availability applies to the entire day. If  All Day  is disabled, enter the  Start Time  and  End Time . Select the applicable days under  Apply To . Select  Submit . Availability Options Available Indicates that the employee is available to work during the selected day and time. Unavailable Indicates that the employee is not available to work during the selected day and time. All Day When enabled, the availability applies to the entire selected day instead of a specific time range. Review Availability After creating an availability entry, employees can return to the  My Availability  screen to review the saved information. Employees can verify: Selected days Available or unavailable status Start and end times Current approval status Newly created availability is initially shown as  Draft  until it is submitted to the manager. Notify Manager After creating or updating availability, employees can select  Notify Manager  to send their availability changes to their manager for review. Employees can also add an optional note to provide additional information about the change. Steps Select  Notify Manager . Enter an optional note. Review the information. Select  Notify Manager  to submit the notification. Example Note This is my next week availability. After the notification is submitted, the availability moves from  Draft  to  Approval Pending . Manager Review Once the availability is submitted, the manager reviews the request. The manager can: Approve  the availability. Reject  the availability. Approved When the manager approves the request, the availability status changes to  Approved  and can be considered when creating employee schedules. Rejected When the manager rejects the request, the availability status changes to  Rejected . The employee can review the request and make the necessary changes before submitting it again. Availability Workflow The complete availability workflow is: Create Availability → Draft → Notify Manager → Approval Pending → Manager Review → Approved / Rejected Approved Flow Create → Notify Manager → Approval Pending → Manager Approves → Approved → Used for Scheduling Rejected Flow Create → Notify Manager → Approval Pending → Manager Rejects → Rejected → Employee Updates Availability Important Notes Keep your availability accurate and up to date. Availability does not automatically create a work shift. Availability is used by managers when creating employee schedules. Notify your manager after making changes that require approval. Approval is required before submitted availability is treated as approved for scheduling purposes. Weekly Availability  — Once an availability schedule is set for a week, it remains effective for the applicable weeks until the employee updates or changes their availability. If an employee does not make any changes, the existing availability continues to apply to future scheduling periods. Team Availability Overview The Team Availability feature allows managers and supervisors to view and manage employee availability from one centralized screen. Managers can review availability across the team, make availability changes when required, and approve or reject individual or multiple availability slots. Team Availability provides visibility into employee availability, working hours, approval status, and staffing coverage, helping managers make informed scheduling decisions. Team Availability Screen The Team Availability screen provides a consolidated view of availability for multiple employees. Managers can review each employee's availability by day, time, availability type, and approval status. Key Information Employee — The team member associated with the availability. Day — The day for which availability is configured. Availability Type — Shows whether the employee is Available or Unavailable. Working Hours — Displays the configured start and end time. Status — Shows the current availability status. Expand / Collapse — Allows managers to view or hide an employee's availability details. Availability Status Status Meaning Draft Availability has been created but has not been submitted for review. Pending Availability has been submitted and is waiting for manager action. Approved The availability has been approved and can be considered during scheduling. Rejected The availability has been rejected and may require changes. Team Availability List The team availability list allows managers to review multiple employees and their availability from one screen. Managers can expand an employee to view their individual availability slots and take actions on each slot. Manage Employee Availability Managers can manage availability directly from the Team Availability screen. Available actions include: Add Availability — Create a new availability slot for an employee. Update Availability — Edit an existing availability slot. Delete Availability — Remove an availability slot when it is no longer required. Approve Availability — Approve an individual pending slot. Reject Availability — Reject an individual pending slot. Approve All — Approve all applicable pending slots at once. Reject All — Reject all applicable pending slots at once. Create and Update Availability Managers can create a new availability entry or update an existing employee availability entry. Create Availability Create a new availability slot by selecting the day, availability type, and working hours. Update Availability Update an existing availability slot by changing the availability type or working hours. Create Availability Managers can add availability for an employee when a new availability slot is required. Steps Select the employee. Select the day. Select Available or Unavailable . Enable All Day if applicable. Enter the Start Time and End Time . Select Submit . Update Availability Managers can edit an existing availability slot when an employee's availability changes. Steps Select the employee's availability slot. Select Edit . Update the availability type or working hours. Select Update to save the changes. Note: Managers can also delete an availability slot when it is no longer required. Approve and Reject Availability Managers can review pending availability slots and take action individually or in bulk. Individual Approval or Rejection Each availability slot can be reviewed independently. Managers can: Select Approve to approve the individual availability slot. Select Reject to reject the individual availability slot. Once an action is completed, the slot status is updated accordingly. Bulk Approval or Rejection Managers can also process multiple availability slots at once. Approve All — Approves all applicable pending availability slots. Reject All — Rejects all applicable pending availability slots. A confirmation message is displayed before processing the bulk action. --- Manager Availability Workflow The manager workflow is: View Team Availability → Review Employee Slots → Add / Update / Delete → Approve or Reject → Availability Updated Individual Approval Pending → Manager Reviews → Approve → Approved Individual Rejection Pending → Manager Reviews → Reject → Rejected Bulk Approval Pending Slots → Approve All → Confirmation → All Applicable Slots Approved Bulk Rejection Pending Slots → Reject All → Confirmation → All Applicable Slots Rejected Using Team Availability for Scheduling Team Availability is used as a reference when creating employee schedules. Managers can use approved availability to: Assign shifts to employees who are available. Avoid assigning shifts during unavailable periods. Identify employees who can cover staffing requirements. Identify staffing gaps. Balance shifts across available employees. Reduce scheduling conflicts. Note: Team Availability does not automatically create or assign a work shift. Managers use approved availability when building the schedule. Availability Updates When an employee changes their availability, the updated information is reflected in Team Availability according to the availability approval workflow. Managers can review the change and approve or reject it as required. If a manager directly updates an employee's availability, the updated information is saved according to the system's availability rules. Important Notes Team Availability provides managers with a consolidated view of employee availability. Managers can add, update, and delete employee availability slots. Managers can approve or reject individual availability slots. Managers can use Approve All or Reject All to process multiple applicable pending slots. Approved availability should be used as the primary reference when planning schedules. Employee availability does not automatically create a work shift. Availability may continue to apply to future scheduling periods until it is changed. Managers should review recent availability changes before creating or publishing schedules. Scheduling Board Overview The Scheduling Board allows managers and supervisors to create, view, manage, and publish employee work schedules from one centralized screen. Managers can use the Scheduling Board to assign employees to shifts, review scheduled working hours, identify staffing gaps, manage shift conflicts, and control labor costs by comparing scheduled hours against staffing requirements and payroll budgets. The board provides a visual, time-based view of employee schedules, helping managers ensure the right employees are scheduled for the required shifts while maintaining appropriate staffing levels. Scheduling Board Screen Weekly View Review employee schedules and staffing coverage across the week. Daily View Review employee shifts and scheduled working hours for a selected day. What Managers Can See at a Glance Which employees are scheduled and when. Each employee's approved availability, so shifts can be assigned within their available hours. How many hours each employee is scheduled to work. Which shifts are unassigned. Where staffing coverage may be insufficient. Whether shifts overlap or create conflicts. Employee Schedule View Each employee appears as a separate row showing their assigned shifts for the selected period, so managers can review a schedule without opening each shift individually. Employee row can display: name, profile info, position/department, scheduled hours, number of assigned shifts, and coverage information. Each shift can display: start/end time, total duration, position/role, and shift status. Managing Shifts Create a Shift Create Shift - Tablet View Create and manage employee shifts from the Scheduling Board. Create Shift - Mobile View Create and manage employee shifts from a mobile device. Click the corresponding employee and date cell in the scheduling grid to create the shift. Select the employee (or leave unassigned to create an Open Shift ). Select the date. Enter the Start Time and End Time . Select the applicable position. Select a shift type, or Custom for specific hours. Add shift notes if needed. Review the employee's availability and any scheduling conflicts. Select Save or Create . Note: The system should validate the employee's availability and existing schedule before saving the shift. Update a Shift Select the shift on the board. Select Edit . Update the time, employee, position, department, location, or notes as needed. Review the change. Select Update . Delete a Shift Select the shift. Select Delete . Confirm the deletion. Assign or Reassign an Employee Useful when an employee becomes unavailable, coverage needs change, or workload needs balancing. Select the shift. Select Edit or Reassign . Select the new employee. Review their availability and any conflicts. Select Save . Copy Schedule Copies an existing week's schedule to another week — useful when the new week follows a similar staffing pattern. Workflow: Select Source Week → Select Target Week → Review Schedule → Copy → Review Copied Schedule Open the Scheduling Board. Navigate to the week you want to copy. Select Copy Schedule . Select the source week and target week. Review what will be copied, then confirm. Review the copied schedule and adjust individual shifts (employee, time, add/delete shifts, notes) as needed. Important: After copying, review the target week's employee availability, leave, and potential conflicts before publishing — a copied schedule is a starting point, not a finished one. Availability, Conflicts & Coverage Checking Availability The Scheduling Board should be used together with Team Availability . Before assigning a shift, check whether the employee is available, unavailable, has a pending availability change, is on approved leave, or already has a shift during that period. The Scheduling Board displays each employee's approved availability and leave information alongside their schedule, so managers can see when an employee is available to work and whether they are on approved leave while assigning or adjusting shifts. Note: Approved availability should be the primary reference when assigning shifts. Scheduling Conflicts A conflict can occur when: An employee is scheduled during an unavailable period. The employee has approved leave on the scheduled date. Two shifts overlap for the same employee. A shift falls outside approved availability. Scheduled hours exceed configured limits (where applicable). When a conflict is detected, the system can display a warning. For example, if an employee has approved leave on the selected date, the Scheduling Board can indicate that the employee is on leave. Note: A warning doesn't always block saving — behavior depends on configured scheduling rules. Staffing Coverage Compare scheduled employees against operational requirements to spot understaffed or overstaffed periods, unassigned shifts, and gaps — then adjust assignments or shift times accordingly. Scheduled Hours Calculated from each shift's start and end time. Start End Scheduled Hours 09:00 AM 05:00 PM 8 hours 09:00 AM 09:45 AM 45 minutes Note: Scheduled hours are planned time and may differ from actual worked hours recorded via time tracking/attendance. Filters and Search The Scheduling Board provides filters to help managers quickly find employees, review schedules, and analyze staffing coverage. Available Filters Date View : Switch between Week and Day views to review the schedule for the selected period. Employee : Search the schedule by a specific employee. Employee Forecast : View staffing information based on the employee forecast. People Forecast : View the required staffing level based on the people forecast. Hour Forecast : View staffing requirements based on the hour forecast. Schedule Status and Approval Workflow The schedule follows a defined workflow from shift creation through approval and publishing. Managers can create and update shifts, while approval determines when a shift becomes available to employees in My Schedule Week . Pending The shift has been created or modified but has not yet been approved. The shift is not visible to the employee in My Schedule Week. Published The schedule has been published by the Assistant Manager and is available for review by the higher-level manager. For Open Shifts, the shift is visible to eligible employees and can be claimed. Assigned employee shifts are not yet visible to employees when higher-level approval is required. Approved The higher-level manager has reviewed and approved the published schedule. The approved assigned shifts are now visible to employees in My Schedule Week. Unpublish The schedule is withdrawn from the published/approved state because changes or re-approval are required. When a schedule is unpublished, its status returns to Pending and it must go through the configured role-based approval workflow again. Full Workflow Create/Update Shift → Pending → Publish → Published → Higher-Level Approval → Approved Open Shifts Lets managers create a shift without assigning it to a specific employee, so eligible employees can claim it — helpful for filling staffing gaps flexibly. Workflow: Manager Creates Open Shift → Published → Employee Claims → Manager Reviews → Approve or Reject Create an Open Shift Open the Scheduling Board. Select the date and time. Create a new shift and set it as Open . Enter start/end time, shift type (or Custom), and notes if needed. Select Submit . An open shift must be published before employees can view or claim it. Employee Claims & Manager Review When an employee claims an open shift, they're associated with the request but not assigned until the manager approves it. Before approving, the manager should review the employee's availability, leave status, existing schedule, and scheduled hours. Approve → Employee is assigned; shift is removed from other employees' claim options. Reject → Employee is not assigned; the shift can remain open for others to claim. Important: Claiming an open shift does not automatically assign it — assignment only happens after manager approval. Scheduling Board Settings Leave and Scheduling Rules Max Leaves Count — Maximum number of employees who can be on leave on the same day. Once the limit is reached, further leave requests for that day aren't allowed. Blackout Dates — Specific dates where employee leave isn't permitted at all (e.g. a high-demand event date), regardless of how many employees are already on leave elsewhere. Payroll Settings Payroll Tax Rate — Tax percentage used in labor cost calculations. Payroll Processing Cost Type — Flat amount or percentage-based. Payroll Processing Cost — The actual cost value, per the selected type. Payroll Budget Amount — The configured budget used to compare against scheduled labor costs. Labor Cost Highlighting Highlight Labor Cost % Above — a configurable threshold (e.g. 10%) above which scheduled labor costs are visually flagged, helping managers spot overspend early. Update Settings Open the Scheduling Board → Settings . Update leave rules, blackout dates, payroll settings, or the labor cost threshold. Review the values. Select Save . Notifications Employees are notified when: a new schedule is approved, a shift is assigned, a shift time changes, a shift is reassigned, or a published shift is unpublished/cancelled. Best Practices Review approved availability before scheduling. Avoid overlapping shift assignments. Check staffing coverage and scheduled hours before publishing. Resolve conflicts and unassigned shifts before publishing. Review schedules again after any post-publish changes. Review leave rules, blackout dates, and labor cost settings regularly to keep them aligned with current staffing and budget needs. Important Notes The Scheduling Board creates and manages actual work shifts; Team Availability only informs it — approved availability doesn't create a shift automatically. Approved and Published are different, sequential statuses — published authorizes a schedule, approved makes it visible to employees. An open shift must be published before employees can claim it, and claiming doesn't equal assignment — manager approval is still required. A shift trade only takes effect after manager approval. Unpublishing a schedule returns it to Pending so it can go through approval again. Scheduled hours are planned time and may differ from actual worked hours recorded via time tracking. My Scheduled Week Overview The My Scheduled Week page allows employees to view their weekly work schedule in one place. Employees can review their assigned shifts, including work dates, shift times, and scheduled details. The page also allows employees to see who is scheduled to work with them each day , claim available Open Shifts , and submit Shift Trade Requests to exchange scheduled shifts with eligible employees. My Scheduled Week Screen The My Scheduled Week screen provides employees with a weekly view of their scheduled shifts. Employees can review their assigned shifts by date and time, see who is scheduled to work with them each day , claim available Open Shifts , and submit Shift Trade Requests to exchange shifts with eligible employees. My Schedule Shift View your scheduled shifts, including dates, working hours, and shift details. Team Schedule See which team members are scheduled to work alongside you during the week. Open Shift View available open shifts and claim a shift that matches your availability. Claim an Open Shift Employees can request an available Open Shift from the My Scheduled Week screen. When an employee claims an Open Shift, the request is sent to the manager for review. The shift is assigned to the employee only after the manager approves the request. Steps Open My Scheduled Week . Locate the available Open Shift . Select the Open Shift you want to claim. Verify that the shift fits your availability and does not conflict with another scheduled shift. Select Claim Shift . Review the claim request details. Select Confirm to submit the request. After submission, the claim request is sent to the manager for review. Manager Review of Open Shift Requests Managers can review Open Shift claim requests from the Manage Open Shift Requests section. Managers can review the employee requesting the shift and the Open Shift details before taking action. Approve a Claim Request Open Manage Open Shift Requests . Locate the pending Open Shift claim request. Review the employee and shift details. Select Approve . Confirm the approval. Once approved, the Open Shift is assigned to the employee and becomes part of their scheduled shifts. Reject a Claim Request Open Manage Open Shift Requests . Locate the pending Open Shift claim request. Review the employee and shift details. Select Reject . Confirm the rejection. Once rejected, the Open Shift is not assigned to the employee. Open Shift Claim Workflow Open Shift Available → Employee Claims Shift → Claim Request Submitted → Manager Reviews Request Manager Approves → Shift Assigned to Employee → Appears in My Scheduled Week Manager Rejects → Request Rejected → Shift Not Assigned Note: Claiming an Open Shift only submits a request. The shift is assigned to the employee after the manager approves the claim request. Shift Trade The Shift Trade feature allows employees to request changes to their scheduled shifts directly from the My Scheduled Week screen. Employees can use the Trade Shift icon on an assigned shift to choose between two options: Swap Shift — Request to exchange the selected shift with a shift assigned to another eligible employee. Drop Shift — Give up the selected shift so it can become an Open Shift for another eligible employee to claim. For a Swap Shift , the selected employee must approve the request before it is sent to the manager for final approval. For a Drop Shift , the shift becomes available as an Open Shift, which can then be claimed by another eligible employee and submitted to the manager for approval. Important: A shift is not changed or reassigned until the required approval process is completed. Shift Trade Screen The Shift Trade option is available directly from an employee's scheduled shift in My Scheduled Week . When an employee selects the Trade Shift icon, SpendWell displays two options: Swap Shift Drop Shift Employees can select the option that matches the action they want to perform. Trade Shift Options Swap Shift Request to exchange your scheduled shift with an eligible employee's shift. Swap Shift Request Select an eligible employee and their available shift to submit a swap request. Drop Shift Give up your scheduled shift so it can become available as an Open Shift. Swap Shift The Swap Shift option allows an employee to request an exchange of their scheduled shift with a shift assigned to another eligible employee. System checks the selected employee's schedule and availability to help prevent scheduling conflicts. Create a Swap Shift Request Steps Open My Scheduled Week . Locate the scheduled shift you want to trade. Select the Trade Shift icon. Select Swap Shift . Select an eligible employee. Review the shifts available for that employee. Select the shift you want to swap. Review the swap details. Select Swap . Confirm the request. After submission, the Swap Shift request is sent to the selected employee for approval. Employee Approval for Swap Shift After the Swap Shift request is submitted, the selected employee receives the request. The selected employee can: Approve the Swap Shift request. Reject the Swap Shift request. Employee Approves When the selected employee approves the request: Employee Approves → Manager Approval Required The swap is not completed immediately. The request is sent to the manager for final review and approval in the Scheduling Board . Employee Rejects When the selected employee rejects the request: The Swap Shift request is rejected. The request does not proceed to manager approval. Neither employee's schedule is changed. Both employees keep their original shifts. Manager Approval for Swap Shift After the selected employee approves the request, the manager can review the request from the Scheduling Board . The manager can review: Requesting employee. Selected employee. Original shift. Requested shift. Employee availability. Existing schedules. Potential scheduling conflicts. Trade request details. Approve Swap Shift If the manager approves the Swap Shift: The requesting employee receives the selected employee's shift. The selected employee receives the requesting employee's original shift. Both shift assignments are updated. Both employees' schedules are updated. The Swap Shift request is marked Approved . Reject Swap Shift If the manager rejects the Swap Shift: The shift assignments remain unchanged. Both employees keep their original shifts. The Swap Shift request is marked Rejected . Drop Shift The Drop Shift option allows an employee to request to give up one of their scheduled shifts. The request is sent to the manager for approval. The shift becomes an Open Shift only after the manager approves the Drop Shift request. Create a Drop Shift Request Steps Open My Scheduled Week . Locate the scheduled shift you want to drop. Select the Trade Shift icon. Select Drop Shift . Review the shift details. Select Submit . Confirm the request. After submission, the Drop Shift request is sent to the manager for review. Manager Approves → The employee is removed from the shift, and the shift becomes an Open Shift available for eligible employees to claim. Manager Rejects → The employee remains assigned to the shift, and no schedule changes are made. Shift Trade Workflow Swap Shift Workflow Employee Selects Trade Shift → Swap Shift → Select Eligible Employee → Select Eligible Shift → Submit Request Selected Employee Approves → Manager Reviews in Scheduling Board → Manager Approves → Shift Swapped → Both Schedules Updated Swap Rejection Workflow Employee Submits Swap Request → Selected Employee Rejects → Request Rejected → No Schedule Change Manager Rejection Workflow Selected Employee Approves → Manager Reviews → Manager Rejects → Request Rejected → No Schedule Change Drop Shift Workflow Employee Selects Trade Shift → Drop Shift → Submit Drop Shift Request → Manager Reviews Manager Approves → Employee Removed from Shift → Shift Becomes Open Shift Manager Rejects → Drop Request Rejected → Employee Remains Assigned to Shift Important Notes Employees can start a Shift Trade request directly from an assigned shift using the Trade Shift icon. Swap Shift allows an employee to exchange a shift with another eligible employee. Drop Shift allows an employee to give up a scheduled shift. A dropped shift becomes an Open Shift that eligible employees can claim. For a Swap Shift, the selected employee must approve the request before it proceeds to manager approval. If the selected employee rejects a Swap Shift request, the request is rejected and no schedule changes are made. The manager provides the final approval for a Swap Shift. Manager approval for a Swap Shift updates both employees' shift assignments. A claimed Open Shift is assigned only after manager approval. Employees' schedules are not automatically changed when a request is submitted. Housekeeping The Housekeeping module helps property teams manage and track daily room-cleaning operations. Managers can configure housekeeping categories, assign rooms to employees, and monitor room-cleaning progress through the Housekeeping Task Tracker. Overview The SpendWell iHospitality Housekeeping module manages the complete room-cleaning lifecycle, from receiving the room housekeeping status from the property's PMS through cleaning, inspection, and synchronizing the final room status back to the PMS. SpendWell iHospitality keeps the housekeeping status synchronized between the PMS and iHospitality so that both systems maintain consistent room-cleanliness information. PMS Housekeeping Status Synchronization When a room is marked Dirty in the PMS, its housekeeping status is synchronized with SpendWell iHospitality. The room then becomes available for housekeeping operations and can be assigned to a housekeeper. The housekeeper performs the required cleaning activities and completes the configured housekeeping checklist. If the selected housekeeping category requires inspection, the room is submitted for inspection before it can be completed. Once the cleaning is completed and any required inspection is successfully passed, the room is marked Clean in iHospitality . The Clean housekeeping status is then synchronized back to the PMS so that the PMS also reflects the room as Clean . This provides a continuous housekeeping workflow: PMS Dirty → iHospitality Dirty → Housekeeping Assignment → Room Cleaning → Inspection (if required) → iHospitality Clean → PMS Clean Housekeeping Workflow The Housekeeping module consists of three main areas: Housekeeping Category – Defines the type of cleaning work and the checklist. Housekeeping Assignment – Assigns cleaning work to employees and specific rooms. Housekeeping Task Tracker – Manages the actual cleaning, inspection, rework, and completion process. 1. Housekeeping Category Purpose: Define the type of cleaning work and the checklist required to complete it. Housekeeping Categories establish the cleaning standards that housekeepers must follow for different types of cleaning activities. Key Features Create cleaning categories such as Guest Room Cleaning or Deep Cleaning . Add checklist items and define their display order. Set checklist items as Active or Inactive . Configure whether checklist items require notes or photos. Specify whether the category requires inspection. When inspection is required, define the user roles permitted to perform the inspection. At least one checklist item is required to create a category. Inactive categories and checklist items are not used for new assignments. Categories that are already in use cannot be deleted. Stage: Setup 2. Housekeeping Assignment Purpose: Assign housekeeping work to an employee and specific rooms. Once rooms are available for housekeeping, a supervisor or authorized user can assign them to the appropriate housekeeper. Key Features Select the Employee, Floor, Housekeeping Category, and Room(s) . Only eligible Dirty rooms are available for new assignments. The selected category automatically provides the applicable checklist. The assignment includes the estimated cleaning time. Each selected room receives its own housekeeping assignment and assignment code. Set the assignment Priority . Track the assignment status throughout the housekeeping process. The assigned employee is notified after the assignment is saved. Assignments can only be deleted before work has started and while they remain unpaid. Stage: Planning 3. Housekeeping Task Tracker Purpose: Perform the assigned cleaning work and manage inspection, rework, and completion. The Task Tracker is the operational workspace where housekeepers perform their assigned room-cleaning tasks and inspectors review completed work when inspection is required. Housekeeper The housekeeper can: Start the cleaning timer. Complete the checklist items in the configured order. Add required notes or photos. Complete the task when inspection is not required. Submit the task for inspection when inspection is required. Complete required checklist items again if the task is returned for Rework . Inspector When inspection is required, the inspector can: Open tasks waiting for inspection. Start the inspection. Review the completed checklist items. Approve checklist items or mark them for Rework . Complete the inspection when all required items are approved. Return the task to the housekeeper when additional cleaning is required. If all required work is successfully completed, the housekeeping task is marked Completed and the room is marked Clean . Stage: Execution Housekeeping Flow Housekeeping Category Overview Housekeeping Category is used to set up cleaning types for your property — for example, Guest Room Cleaning, Deep Cleaning, or Lost & Found Check. Each category includes: A category name A checklist of tasks housekeepers must complete An option to show or hide checklist labels An option to require inspection after cleaning The user role(s) allowed to inspect, if inspection is required Categories are listed and created from the same screen . The checklist for a category is added inside that category. Housekeeping Category Screen This screen shows all housekeeping categories for the property, including checklist labels, inspection, user role, and active/inactive status. Administrators can add a new category and its checklist from this same view. Key Fields Housekeeping Category List Field What it means Housekeeping Category Name of the cleaning type (e.g. Guest Room Cleaning, Deep Cleaning). Click the name to view details. Display Checklist Labels Shows or hides checklist labels for that category. Require Inspection Indicates whether a supervisor must inspect the room after cleaning. User Role Role(s) allowed to inspect that category (e.g. Employee, Front Desk, Housekeeper Head). Shown when inspection is required. Status Enables or disables the category without deleting it. Add Housekeeping Category Panel Use Create to open this panel. Fill the category details first, then add checklist items. Housekeeping Category Field Required What it means Housekeeping Category Yes Name of the category. Must be unique for the current property. Display Checklist Labels No Tick this to show checklist labels to staff. Require Inspection No Tick this if the room must be inspected after cleaning. User Role Yes, if inspection is on Select one or more roles who can inspect. This field appears only after Require Inspection is ticked. Housekeeping Checklist At least one checklist item is required to save the category. Field Required What it means Checklist Yes Name of the task (e.g. Make Bed, Clean Bathroom). Maximum 25 characters. Each name must be unique in this category. Display Order Yes Order the task appears on screen (1, 2, 3…). Maximum 2 digits. Each number must be unique in this category. Status No Active — given to housekeepers. Inactive — kept in the category but not used on new assignments. New items are Active by default. Require Notes & Photos No Tick this if the housekeeper must add notes and photos for this task. Add — Adds the task to the checklist table below. Checklist Table — Shows all tasks with Display Order, Checklist name, Status, Require Notes & Photos, and Action (edit or remove). Panel Actions Button What it does Save Saves the category and its checklist, then closes the panel. Save & Add New Saves the category and keeps the panel open to add another. Reset Clears the entered values without saving. Steps Create a Housekeeping Category Open the Housekeeping Category screen. Click Create . Enter a unique Housekeeping Category name. Tick Display Checklist Labels if staff should see task names. Tick Require Inspection if a supervisor must inspect after cleaning. If inspection is on, select at least one User Role . Under Housekeeping Checklist , enter the Checklist name, Display Order , and Status . Tick Require Notes & Photos for that task if needed. Click Add to add the task to the table. Repeat steps 7–9 for more tasks. At least one task is required. Click Save , or Save & Add New to save and create another category. Manage an Existing Category Open the Housekeeping Category screen. Find the category in the list. Use the Display Checklist Labels , Require Inspection , and Status toggles to change settings from the list. Use the action menu (three-dot icon) to Edit the name, user roles, or checklist, then click Save . Use Delete only if the category is not already in use. If it is linked to Room Estimation or Housekeeping Assignment, delete is blocked. Important Notes The category name is required and must be unique for the property. If it already exists, the system shows: Housekeeping category already exists . Checklist name and Display Order cannot be repeated inside the same category. User Role appears only when Require Inspection is enabled, and at least one role must be selected. Display Checklist Labels and Require Inspection are set separately for each category. Turning Status off disables the category. It is not deleted, and the checklist is kept. Inactive checklist items are not given to housekeepers on new assignments. Notes and photos can be required for some tasks and optional for others. If you rename a category, the new name is also updated where that category is already used (Room Estimation and Housekeeping Assignment). A category in use cannot be deleted until those links are removed. Housekeeping Assignment Overview Housekeeping Assignment is used to assign housekeeping work to employees for specific rooms. From this screen you can see who is assigned to which room, the priority and status of the work, the rate, and the current housekeeping (cleanliness) status of the room. Each assignment includes: The employee who will clean the room The floor and room(s) The housekeeping category (which sets the checklist and estimated time) Priority, status, rate, and guest details for the room Housekeeping Assignment is a single screen feature — assignments are listed and created from the same view. Housekeeping Assignment Screen This screen shows all assignments for the selected date range, including room, employee, priority, status, and housekeeping status. Administrators can add a new assignment from this same view. Use the date range filter (for example, Today) to choose which assignments appear in the list.   **Housekeeping Assignment - Tablet View** [ ![Mobile View](https://docs.spendwelltechsystem.com/uploads/images/gallery/2026-09/scaled-1680-/chatgpt-image-sep-8-2026-04-31-30-pm.png) ](https://docs.spendwelltechsystem.com/uploads/images/gallery/2026-09/scaled-1680-/chatgpt-image-sep-8-2026-04-31-30-pm.png) **Housekeeping Assignment - Mobile View** Key Fields Housekeeping Assignment List Field What it means **Assignment Code** Unique code for the assignment. This is created automatically. Click the code to view details. **Assignment Date** Date the assignment is scheduled for. **Room No** Room number for the assignment. **Floor** Floor of the room. **Room Type** Type of the room (e.g. King, Suite). **Rate** Housekeeping rate for the assignment. **Employee** Employee assigned to clean the room. **Priority** Priority of the work: **Low**, **Medium**, or **High**. **Status** Progress of the assignment: **Assigned**, **Cleaning**, **Paused**, **Waiting on review**, **Inspecting**, **Inspection paused**, **Rework**, or **Completed**. **Room Status** Current status of the room (e.g. Occupied, Vacant). Shows **"-"** if not applicable. **Assigned By** User who created the assignment. **Housekeeping Category** Cleaning type for the assignment (e.g. Deep Cleaning). **Guest Status** Guest-related status for the room (e.g. Stay Over, Departed). Shows **"-"** if there is no guest. **Guest Name** Name of the guest in the room. Shows **"-"** if there is no guest. **HK Status** Cleanliness of the room: **Dirty** or **Clean**. **Date Range Filter** Filters the list by assignment date (e.g. Today). Add HK Assignment Panel Use Create to open this panel. Fill HK Assignment Details first, then review Today's Rooms . HK Assignment Details Field Required What it means **Employee** Yes Person who will receive the task. Only **Housekeeping** department employees are listed. Each name shows attendance: **Present**, **Schedule**, or **Absent**. **Floor** Yes Floor where the rooms are located. **Housekeeping Category** Yes Type of cleaning (e.g. Deep Cleaning). Only **Active** categories are listed. Changing the category updates the estimated time and checklist. **Floor / Section** Yes Rooms available on the selected floor. Choose the room(s) to assign. Rooms already assigned today, already clean, out of order, or out of inventory are not listed. **Description** No Extra notes about the assignment. Today's Rooms At least one room must be added before you can save. Field What it means **Estimated piece-rate earnings** Estimated earnings for the employee from the rooms assigned for the day. The rate comes from the employee's housekeeping rate per room. **Estimated Time** Estimated time to complete the work. This comes from Room Estimation for the room type and selected Housekeeping Category. **Checklist** Checklist items from the selected Housekeeping Category. Only **Active** checklist items are shown. The employee is expected to complete these for the assignment. Panel Actions Button What it does **Save** Saves the assignment(s) and closes the panel. **Save & Add New** Saves the assignment(s) and keeps the panel open to add another. **Reset** Clears the entered values without saving. Steps Create a Housekeeping Assignment Open the Housekeeping Assignment screen. Select the required date range using the date filter. Click Create . Select the Employee . Only Housekeeping department employees are available. Prefer someone marked Present or Schedule . Select the Floor . Select the Housekeeping Category . Select the room(s) under Floor / Section . Review Estimated Time and Checklist . These update automatically from the selected category and room type. Enter a Description if needed. Review Today's Rooms , including estimated piece-rate earnings. Click Save , or Save & Add New to save and create another assignment. After a successful save, the assigned employee receives a notification. One assignment is created for each selected room, each with its own Assignment Code. Review Housekeeping Assignments Open the Housekeeping Assignment screen. Select the required date range. Review the list for Assignment Code, Room No, Rate, Employee, Priority, Status, Room Status, Assignment Date, Assigned By, Housekeeping Category, Guest Status, Guest Name, and HK Status. Use the action menu (three-dot icon) next to an assignment to view or delete it. Delete is allowed only while the assignment is still Assigned and has not been paid. Once work has started, is completed, or is paid, delete is blocked. Important Notes Employee lists only Housekeeping department staff. Other departments are not shown. Employee names are tagged as Present , Schedule , or Absent so you can assign people who are available. Employee , Floor , Housekeeping Category , and at least one room are required. If no room is selected, the system shows: At least one room must be assigned. Selecting a different Housekeeping Category updates Estimated Time and Checklist to match that category. Only Active checklist items from the category are copied to the assignment. Each assignment is linked to one Housekeeping Category. That category sets the type of cleaning, checklist, and inspection rules. Estimated time comes from Room Estimation for that room type and category. Estimated piece-rate earnings use the employee's rate per room. Only Dirty rooms that are not out of order or out of inventory appear for assignment. Rooms already assigned for the day (and not Completed) are also hidden. Guest Status and Guest Name show "-" when no guest is associated with the room. The date range filter controls which assignments are visible. Assignment Code is system-generated and uniquely identifies each assignment. After save, the employee is notified that the task was assigned. An assignment cannot be deleted or changed once it is in progress, completed, or paid. The system shows: Housekeeping task cannot be deleted because it is completed or paid. Housekeeping Task Tracker Overview 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 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 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 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 popup 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, status cannot be changed. Task Management The Task Management module helps managers and employees organize, manage, and complete daily operational tasks. Managers configure task shifts, categories, and task definitions, while the system automatically generates daily tasks based on active task definitions and the property's Audit Time. Employees complete the generated tasks through Workforce Tasks, and the day's activity is finalized and available in the Task Shift Summary. Overview The Task Management module helps managers and employees organize, assign, complete, and monitor daily operational tasks within a property. Managers can configure task shifts, categories, and task definitions. The system then generates daily tasks based on the property's configured Audit Time . Employees can view and complete these tasks through Workforce Tasks . The module also provides a Task Shift Summary to review the completed tasks for each business day. Task Management Pages 1. Task Shift Task Shift is used to define the shifts in which Workforce Tasks are performed. Managers can configure the shift name, color, display order, and active status. 2. Task Category Task Category is used to organize Workforce Tasks into different operational categories. Examples include Cleaning, Food Preparation, Safety & Compliance, and Quality Assurance. 3. Task Define Task Define is used to create and configure individual tasks. A task can be linked to a category and shift with a title, description, priority, estimated duration, and optional document. Only active Task Define records are used for daily task generation. 4. Workforce Tasks Workforce Tasks is where employees and managers view and manage the daily tasks generated by the system. Tasks move through the following status: Open → Active → Completed Employees can start tasks, track time, add notes or attachments, and complete their assigned work. 5. Task Shift Summary Task Shift Summary provides a day-wise summary of Workforce Tasks that were completed and closed. The summary contains the tasks from all configured shifts for the business day and provides access to the generated Task PDF. Task Management Workflow Task Shift Overview The Task Shift feature allows administrators to define and manage shifts used for Workforce Tasks within the property. Task shifts help organize workforce tasks according to the employee's working period, such as Morning, Evening Shift, or Night Shift . Each task shift can be configured with a shift name, color, display order, and active status . The configured shifts can then be used when managing and assigning workforce tasks. Task Shift Screen The Task Shift screen displays all configured task shifts along with their assigned color, display order, and active status. The screen provides the following information: Shift — Displays the name of the configured task shift. Color — Displays the color assigned to the shift for visual identification. Display Order — Defines the order in which task shifts are displayed. Active — Indicates whether the task shift is currently active and available for use. Administrators can create a new task shift using the Create button. Add Task Shift When the administrator clicks the Create button, the Add Task Shift panel opens on the right side of the screen. The panel allows the administrator to configure a new task shift using the following fields: Shift Color Display Order All fields marked with an asterisk (*) are required.  Key Fields Shift — Name of the task shift being created, such as Morning, Evening Shift, or Night Shift . Color — Color assigned to the task shift. The selected color helps users visually identify the shift within Workforce Tasks. Display Order — Determines the order in which task shifts are displayed. Active — Indicates whether the task shift is active and available for use. Save — Saves the task shift with the configured information. Save & Add New — Saves the current task shift and keeps the panel open so another task shift can be created. Reset — Clears the entered information without saving the task shift. Create — Opens the Add Task Shift panel for creating a new task shift. Close (X) — Closes the Add Task Shift panel without saving the current entry. Steps Create a New Task Shift Navigate to Workforce Tasks and open the Task Shift master. Click the Create button. The Add Task Shift panel opens on the right side of the screen. Enter the required Shift name. Select the required Color . Enter the required Display Order . Click Save to create the task shift. Use Save & Add New if you want to save the current task shift and immediately create another task shift. Use Reset to clear the entered information before saving. Use the X button to close the panel without saving. Manage Task Shift Status Locate the required task shift in the Task Shift list. Review the configured Shift , Color , and Display Order . Use the Active toggle to enable or disable the task shift. An active task shift is available for use in Workforce Tasks. An inactive task shift is not available for new task operations while the master record remains configured. Example Task Shifts Shift Color Display Order Status Morning #69DA20 1 Active Evening Shift #3C3489 2 Active Night Shift #72243E 3 Active Important Notes Shift , Color , and Display Order are required fields when creating a task shift. The Shift name should clearly identify the working period or operational shift. Use meaningful and consistent shift names across the property. The Color helps users quickly identify different shifts within Workforce Tasks. Display Order controls the sequence in which task shifts are presented. Use unique display order values to maintain a consistent shift sequence. Only active task shifts should be used for current Workforce Task operations. Deactivating a task shift makes it unavailable for new task operations without requiring the master record to be deleted. Properties can configure task shifts according to their operational requirements. Common task shifts may include Morning, Evening Shift, and Night Shift . Review the shift name, color, display order, and active status before saving the configuration. Task Category Overview The Task Category feature allows administrators to define and manage categories used to organize Workforce Tasks within the property. Task categories help group tasks based on their operational purpose or department activity, such as Cleaning, Quality Assurance, Waste Management, Food Preparation, Plating & Serving, Cleaning & Sanitization, and Safety & Compliance . Each task category can be configured with a category name, color, display order, and active status . These categories help users quickly identify and organize workforce tasks throughout the system. Task Category is a single-screen master feature — existing task categories are displayed in a list, and new categories can be created from the same screen. Task Category Screen The Task Category screen displays all configured task categories along with their assigned color, display order, and active status. The screen provides the following information: Task Category — Displays the name of the configured task category. Color — Displays the color assigned to the category for visual identification. Display Order — Defines the order in which task categories are displayed. Active — Indicates whether the task category is currently active and available for use. Administrators can create a new task category using the Create button. Add Task Category When the administrator clicks the Create button, the Add Task Category panel opens on the right side of the screen. The panel allows the administrator to configure a new task category using the following fields: Task Category Color Display Order All fields marked with an asterisk (*) are required. Key Fields Task Category — Name of the task category being created, such as Cleaning, Quality Assurance, Food Preparation, or Safety & Compliance . Color — Color assigned to the task category. The selected color helps users visually identify the category within Workforce Tasks. Display Order — Determines the order in which task categories are displayed. Active — Indicates whether the task category is active and available for use. Save — Saves the task category with the configured information. Save & Add New — Saves the current task category and keeps the panel open so another category can be created. Reset — Clears the entered information without saving the task category. Create — Opens the Add Task Category panel for creating a new task category. Close (X) — Closes the Add Task Category panel without saving the current entry. Steps Create a New Task Category Navigate to Workforce Tasks and open the Task Category master. Click the Create button. The Add Task Category panel opens on the right side of the screen. Enter the required Task Category name. Select the required Color . Enter the required Display Order . Click Save to create the task category. Use Save & Add New if you want to save the current category and immediately create another task category. Use Reset to clear the entered information before saving. Use the X button to close the panel without saving. Manage Task Category Status Locate the required task category in the Task Category list. Review the configured Task Category , Color , and Display Order . Use the Active toggle to enable or disable the task category. An active task category is available for use in Workforce Tasks. An inactive task category is not available for new task operations while the master record remains configured. Example Task Categories Task Category Color Display Order Status Cleaning #4896BE 1 Active Quality Assurance #3C3489 2 Active Waste Management #84CC16 3 Inactive Food Preparation #633806 4 Active Plating & Serving #0C447C 5 Active Cleaning & Sanitization #4A1B0C 6 Active Safety & Compliance #DC2626 7 Active Important Notes Task Category , Color , and Display Order are required fields when creating a task category. The task category name should clearly describe the type of work or operational activity. Use meaningful and consistent category names across the property. The Color helps users quickly identify different task categories within Workforce Tasks. Display Order controls the sequence in which task categories are presented. Use unique display order values to maintain a consistent category sequence. Only active task categories should be used for current Workforce Task operations. Deactivating a task category makes it unavailable for new task operations without requiring the master record to be deleted. Properties can configure task categories according to their operational requirements. Common task categories may include Cleaning, Quality Assurance, Food Preparation, Plating & Serving, Cleaning & Sanitization, and Safety & Compliance . Review the category name, color, display order, and active status before saving the configuration. Task Define Overview The Task Define feature allows administrators to define and manage the individual tasks that are performed as part of Workforce Task operations within the property. A task definition connects a Task Category with a Task Shift and provides the task details, priority, and estimated duration. This allows properties to create standardized tasks that can be assigned and managed by employees based on operational requirements. Each task definition can include a Task Category, Task Shift, Task Title, Task Description, Priority, estimated duration, and an optional Document . Task Define is a single-screen feature — existing task definitions are displayed in a list, and new tasks can be created from the same screen. Task Define Screen The Task Define screen displays all configured workforce task definitions. The screen provides the following information: Task Category — Displays the category associated with the task. Shift — Displays the shift during which the task is intended to be performed. Title — Displays the name of the task. Task Code — Displays the unique system-generated code assigned to the task. Description — Provides details about what needs to be completed for the task. Priority — Indicates the importance or urgency of the task. Administrators can create a new task definition using the Create button. Add Task Define When the administrator clicks the Create button, the Add Task Define panel opens on the right side of the screen. The panel allows the administrator to configure a new workforce task using the following fields: Task Category Task Shift Task Title Task Description Priority Hour(s) Minute(s) Document Fields marked with an asterisk (*) are required. Key Fields Task Category — Required field used to associate the task with a configured task category, such as Cleaning, Quality Assurance, Food Preparation, or Safety & Compliance . Task Shift — Required field used to associate the task with a configured shift, such as Morning, Evening Shift, or Night Shift . Task Title — Required field containing the name of the task, such as Utensil Deep Cleaning, Weekly Inventory Count, or Service Readiness Check . Task Description — Optional field used to provide detailed instructions or additional information about the task. Priority — Required field used to define the importance of the task. For example, Low, Medium, or High . Hour(s) — Defines the estimated number of hours required to complete the task. Minute(s) — Defines the estimated number of additional minutes required to complete the task. Document — Optional field that allows an administrator to attach a supporting document or reference file related to the task. Task Code — A unique task identifier displayed in the Task Define list. The system assigns the task code when the task is created. Save — Saves the task definition with the configured information. Save & Add New — Saves the current task definition and keeps the panel open so another task can be created. Reset — Clears the entered information without saving the task. Create — Opens the Add Task Define panel for creating a new task. Close (X) — Closes the Add Task Define panel without saving the current entry. Task Duration The Hour(s) and Minute(s) fields are used to define the expected duration of a task. For example: Hour(s) Minute(s) Estimated Duration 0 15 15 minutes 0 30 30 minutes 1 0 1 hour 1 30 1 hour 30 minutes 2 0 2 hours This duration can help employees and managers understand the expected time required to complete the task. Steps Create a New Task Definition Navigate to Workforce Tasks and open the Task Define master. Click the Create button. The Add Task Define panel opens on the right side of the screen. Select the required Task Category . Select the required Task Shift . Enter the required Task Title . Enter the Task Description to provide additional instructions, if required. Select the required Priority . Enter the estimated task duration in Hour(s) . Enter the estimated additional duration in Minute(s) . Attach a supporting Document , if required. Review all entered information. Click Save to create the task definition. Use Save & Add New if you want to save the current task and immediately create another task definition. Use Reset to clear the entered information before saving. Use the X button to close the panel without saving. Task Definition Components A task definition is made up of the following primary components: Task Category → Task Shift → Task Title → Task Description → Priority → Duration → Document Task Category identifies the type of work. Task Shift identifies the operational shift for the task. Task Title identifies the specific activity to be completed. Task Description provides instructions or additional details. Priority indicates the importance of completing the task. Duration defines the expected time required to complete the task. Document provides an optional reference or supporting file. Important Notes Task Category , Task Shift , Task Title , and Priority are required fields when creating a task definition. Task Category must be selected from the configured Task Category master. Task Shift must be selected from the configured Task Shift master. Use clear and action-oriented Task Titles so employees can easily understand the required activity. The Task Description should provide sufficient instructions when the task requires additional clarification. Set the Priority according to the operational importance of the task. Use Hour(s) and Minute(s) to define the expected completion time. A supporting Document can be attached when employees need additional instructions, procedures, checklists, or reference material. The system assigns a unique Task Code to each task definition. Task definitions should be reviewed regularly to ensure that task descriptions, priorities, durations, and supporting documents remain accurate. Only appropriate and active Task Categories and Task Shifts should be used when configuring new task definitions. Use Save & Add New when multiple task definitions need to be created consecutively. Review all task information before clicking Save to ensure the task is configured correctly. Workforce Tasks Overview The Workforce Tasks module on the iHospitality Hub lets employees view, work on, and track the tasks assigned to their shift — organized by Task Category and Task Shift , and tracked through Open → Active → Completed . Workforce Tasks are generated automatically based on the property's configured Audit Time . The system uses the active task definitions configured in the Task Define master to create the daily tasks. Employees can start a live timer on a task, pause or stop the timer, add notes and attachments, assign or reassign tasks, and complete the assigned work. Managers can review task activity and close the day once the day's task operations are finalized. This module only appears on hubs where Workforce Tasks was checked under Hub Modules , and only for employees whose User Role has Can iHospitality Hub Login enabled — see the iHospitality Hub – Setup page. Daily Task Generation Workforce Tasks are automatically generated on a daily basis according to the property's configured Audit Time . The system uses the Task Define master as the source for generating daily tasks. Only active Task Define records are considered for automatic task generation. The daily task generation process uses the following configuration: Task Category — Determines the category assigned to the generated task. Task Shift — Determines the shift associated with the generated task. Task Title — Defines the task that employees need to perform. Task Description — Provides instructions or additional information for the task. Priority — Determines the priority of the generated task. Hour(s) / Minute(s) — Defines the estimated duration of the task. Active Status — Determines whether the task definition should be included in daily task generation. Property Audit Time — Determines the property's daily operational/audit boundary used for generating the day's workforce tasks. Automatic Task Generation Flow The daily task generation follows this process: Property Audit Time → System generates daily Workforce Tasks → Active Task Define records are selected → Tasks are created for the applicable shift/category → Employees work on the generated tasks For example, if a property has the following active Task Define: Task Category Task Shift Task Title Priority Status Cleaning Morning Lobby Cleaning High Active Quality Assurance Evening Shift Kitchen Equipment Sanitization High Active Safety & Compliance Night Shift Safety Inspection Medium Active The system automatically creates the corresponding workforce task records for the applicable day based on the property's Audit Time configuration. Important: A Task Define must be Active to participate in automatic daily task generation. Inactive Task Define records are not automatically added to Workforce Tasks. Task Define and Daily Task Generation The Task Define master controls which tasks are automatically generated for Workforce Tasks. Administrators can create and maintain task definitions from the Task Define master. A Task Define contains information such as: Task Category Task Shift Task Title Task Description Priority Estimated Hours Estimated Minutes Supporting Document Active Status When the daily task generation process runs, the system evaluates the configured Task Define records. Active Task Define If a Task Define is Active , it is eligible for automatic daily task generation. Inactive Task Define If a Task Define is Inactive , the system does not generate a new daily Workforce Task from that definition. This allows administrators to temporarily stop a task from being generated without deleting the Task Define configuration. Property Audit Time The property's Audit Time configuration determines the daily operational boundary used by the Workforce Tasks process. The system uses the configured property Audit Time when determining the daily task generation cycle. For example: Property Audit Time: 02:00 AM The daily operational cycle is based on the configured audit boundary. Active Task Define records are used to generate the applicable Workforce Tasks for that operational day. The exact task generation date and operational day should be interpreted according to the property's configured Audit Time and timezone. Workforce Tasks Screen (Board View) After signing in and tapping Workforce Tasks , 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. **Checkin / Checkout** 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 Workforce Tasks → 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 Workforce Tasks was checked under Hub Modules — see the iHospitality Hub – Setup page. Task Shift Summary Overview The Task Shift Summary feature provides a day-wise summary of Workforce Tasks completed and closed for a property. The summary is generated once per business day and includes all tasks from all configured shifts for that day. It provides managers and administrators with a consolidated view of task activity, including total tasks, estimated time, actual time, employees present, and close-day information. The system can close the task day in two ways: Manual Close — A manager or authorized user closes the day manually from the Workforce Tasks screen. Automatic Close — If the user does not close the day manually, the system automatically closes the day at the property's configured Audit Time . When the system performs the automatic close, any Open or Active/Running tasks are automatically moved to Completed so that the day's task activity can be finalized. Task Shift Summary Screen The Task Shift Summary screen displays one record for each closed business day. The summary is day-wise, not shift-wise . All tasks from the First Shift, Second Shift, Third Shift, or any other configured shifts are combined into the corresponding business day's summary. Key Information Column Description Date Business date for which the task day was closed. Closed By User or system that closed the task day. This can be a manager/authorized user or System when the day was automatically closed. Closed By Role Role of the user who closed the day. For an automatic close, this is shown as System . Closed Time Date and time when the task day was closed. Total Tasks Total number of tasks included in the day's summary across all shifts. Task PDF Provides options to view or download the task summary PDF. Day-Wise Summary Each row represents one complete business day . For example, if a property has: First Shift — 6 tasks Second Shift — 5 tasks Third Shift — 5 tasks The Task Shift Summary displays: Total Tasks: 16 as one daily summary instead of creating separate summary records for each shift. The PDF contains the complete task activity for that business date. View Task Summary The View option allows an authorized user to open the generated task summary and review the complete details for the selected business day. The summary provides information such as: Business date Total tasks Total estimated time Total actual time Close information Present employees Manager notes Task details Task code Task category Assignee Task status Estimated time Actual time Task Summary Details The daily task summary contains the following sections. Summary Information The top section provides an overall summary for the selected business date. Field Description Business Date The business date associated with the task summary. Total Tasks Total number of tasks for the entire day across all shifts. Estimate Time Combined estimated duration of all tasks. Actual Time Combined actual time recorded for the tasks. Closed By User or system that closed the task day. Closed Date Date and time when the day was closed. Open Task Action Indicates how Open/Active tasks were handled when the day was closed. Present Employees The summary includes employees who were present and available during the task day. The employee section can include: Field Description Employee Name of the employee who was present. Role Employee's assigned role. This information helps managers understand which employees were available during the business day. Close Details The Close Details section records how and when the task day was closed. Field Description Closed By Name of the user or system that closed the day. Closed Date Date and time when the day was closed. Open Task Action Action automatically applied to Open or Active tasks during closing. Manual Close If a manager closes the day manually, the summary records the manager's user information. Example: Closed By: John Smith Closed By Role: Manager Closed Date: Aug 31, 2026, 07:36 AM Time & Attendance Log Regularization Overview The Log Regularization feature allows employee or managers to correct, add, update, or remove employee clock-in and clock-out records when a time entry is missing or incorrect. Managers can review employee log regularization requests from one centralized screen, verify the reason and log details, and approve or reject the request. This feature is especially useful for situations such as: Employee forgot to clock in. Employee forgot to clock out. System or hardware issue. Internet connectivity issue. Incorrect clock-in or clock-out time. Overnight shifts where the clock-out occurs on the following calendar day. Other approved reasons requiring a manual time correction. Log Regularization Screen The Log Regularization screen provides a consolidated view of employee log regularization requests. Managers can review each request by employee, log date, log time, log type, reason, note, and approval status. Key Information Employee --- The employee associated with the regularization request. Log Date --- The date and time of the clock-in or clock-out log being regularized. Type --- Indicates whether the request is for Clock-In or Clock-Out . Reason --- Explains why the log needs to be regularized. Log Note --- Additional information provided for the request. Status --- Shows whether the request is Pending, Approved, or Rejected. Previous Date --- Indicates that the log belongs to the previous workday, which is important for overnight shifts. Expand / Collapse --- Allows managers to view or hide additional log details. Availability Status Status Meaning Pending The log regularization request has been added and is waiting for manager approval. Approved The manager has approved the request and the regularized log can be applied to the employee's attendance record. Rejected The manager has rejected the request and the regularization should not be applied. Note: Newly added log regularization requests are initially created with Pending status. A manager must review and approve the request before it becomes an approved attendance adjustment. Log Regularization List The log regularization list allows managers to review multiple employee requests from one screen. Managers can: Search regularization records. Filter records by date. Review employee log details. Identify Clock-In and Clock-Out requests. View the reason and log note. Check the current approval status. Open the available action options for a request. Add, edit, or delete log regularization entries. Log Regularization Actions Employee can manage log regularization requests using the following actions: Add Log --- Create a new clock-in or clock-out regularization request. Edit Log --- Update an existing regularization request. Delete Log --- Remove a regularization request when it is no longer required. Add Log Regularization Employee can create a new log regularization request when an employee has a missing or incorrect clock-in or clock-out record. Add Log Fields The Add Log Regularization form contains: Employee * --- Select the employee whose log requires regularization. Reason * --- Select the reason for the regularization. Log Date * --- Select the applicable date and time. Type --- Select Clock-In or Clock-Out . Previous Date --- Indicate that the selected log belongs to the previous workday. Log Note --- Enter additional information about the regularization. Common Reasons Examples of regularization reasons include: Forgot to Clock In / Clock Out Internet Connectivity Issue System/Hardware Issue Other Create Log Regularization Steps Select Add Log . Select the Employee . Select the applicable Reason . Select the Log Date and time. Select Clock-In or Clock-Out . Select Previous Date when the log belongs to the previous workday. Enter a Log Note when additional information is required. Select Save . The new regularization request is created with Pending status. The manager reviews and approves or rejects the request. Important: Saving a regularization request does not automatically approve the attendance adjustment. The request must go through the manager approval workflow. Previous Date for Day and Night Shifts The Previous Date option is used for overnight or cross-midnight work situations where the log time occurs on the following calendar day but belongs to the employee's previous workday/shift. Example An employee works an overnight shift: 9:00 PM → 10:00 AM The employee clocks in at 9:00 PM on September 10 and is expected to clock out at 10:00 AM on September 11. If the Clock-Out entry is missing and the manager needs to add the 10:00 AM clock-out: The actual clock-out time is 10:00 AM on September 11 . The workday/shift started on September 10 . The manager should select Previous Date when the regularization needs to be associated with the previous workday. Overnight Shift Example Field Value Shift Start September 10, 9:00 PM Clock-In September 10, 9:00 PM Clock-Out September 11, 10:00 AM Regularization Type Clock-Out Previous Date Selected Workday September 10 Note: Previous Date is intended for cross-midnight/day-and-night scenarios. It allows the regularization to be associated with the previous workday rather than treating the following calendar date as a new workday. Edit Log Regularization Employee can edit an existing log regularization request when the employee, reason, log date/time, type, previous-date selection, or note needs to be corrected. Steps Select the applicable regularization request. Select Edit Log . Review the employee and existing regularization details. Update the required information. Update Previous Date when applicable. Update the Log Note if required. Select Update to save the changes. Editable Information Managers can update: Employee Reason Log Date and Time Clock-In / Clock-Out type Previous Date Log Note Note: The regularization should be reviewed again after an important change because the updated request may require manager approval according to the system's approval rules. Delete Log Regularization Managers can delete a log regularization request when it is no longer required or was created incorrectly. Steps Select the regularization request. Select Delete Log . Review the employee and log details. Confirm the deletion. The selected regularization request is removed according to the system's deletion rules. Note: Managers should verify the request before deleting it because the regularization may be required for attendance and payroll processing. Approve and Reject Log Regularization Every newly created log regularization request requires manager review. Managers can review the request and decide whether the correction should be applied. Individual Approval For a pending request: Pending → Manager Reviews → Approve → Approved Once approved, the regularized log can be considered for the employee's attendance record. Individual Rejection For a pending request: Pending → Manager Reviews → Reject → Rejected A rejected request should not be treated as an approved attendance correction. Manager Review Information Before approving a request, the manager should review: Employee Log date Log time Clock-In / Clock-Out type Previous Date selection Reason Log Note Existing attendance records Overnight/day-and-night shift relationship, when applicable This helps prevent duplicate, incorrect, or incorrectly dated attendance logs. Day and Night Shift Regularization Log Regularization supports both regular daytime shifts and overnight shifts. Day Shift For a normal shift where the clock-in and clock-out occur on the same calendar date: Example: 8:00 AM Clock-In → 5:00 PM Clock-Out The manager selects the applicable date and does not normally need to use Previous Date . Night / Overnight Shift For a shift that crosses midnight: Example: 9:00 PM Clock-In → 10:00 AM Clock-Out The clock-out occurs on the following calendar date, but the attendance entry may belong to the previous workday. In this situation, the manager should use Previous Date where applicable. Log Regularization Workflow The overall manager workflow is: View Log Regularization → Select Add / Edit / Delete → Enter or Update Log Details → Save → Pending → Manager Review → Approve / Reject Add Workflow Add Log → Enter Details → Save → Pending → Manager Review → Approved / Rejected Edit Workflow Select Log → Edit Log → Update Details → Update → Manager Review → Approved / Rejected Delete Workflow Select Log → Delete Log → Confirm → Log Removed Approval Workflow Pending → Manager Reviews → Approve → Approved Rejection Workflow Pending → Manager Reviews → Reject → Rejected Using Approved Regularization for Attendance Approved log regularization is used to correct an employee's attendance when the original clock-in or clock-out record is missing or incorrect. Managers should ensure that: The employee is correct. The date and time are correct. The log type is correct. Previous Date is selected when required for an overnight shift. The reason accurately explains the correction. The request is approved before the correction is considered finalized. Important: A regularization request is a correction to an attendance log; it does not represent a new scheduled shift. Important Notes Log Regularization allows managers to add, edit, and delete employee clock-in and clock-out corrections. Each newly added regularization request starts with Pending status. A manager must review the request before it can be Approved . Managers can Approve or Reject pending requests. Approved requests can be used for the employee's attendance correction. Rejected requests should not be treated as approved attendance corrections. Previous Date should be used for applicable overnight/day-and-night shifts where the log occurs on the following calendar date but belongs to the previous workday. For example, a 9:00 PM Clock-In → 10:00 AM Clock-Out overnight shift may require Previous Date when regularizing the next-day clock-out. Managers should verify the date, time, employee, and log type before approving. Managers should avoid creating duplicate clock-in or clock-out entries. Log Regularization should be reviewed carefully because attendance corrections can affect working hours and payroll calculations. Overall Process Employee Log Issue → Employee Adds/Updates Regularization → Pending → Manager Reviews → Approve/Reject → Attendance Updated Accordingly Time & Attendance Overview The Time & Attendance feature allows employees to view and monitor their attendance and time-entry records from one centralized screen. Employees can review their: Total worked hours Total wages Total shifts Scheduled hours Clock-in and clock-out times Daily worked hours Daily wages Attendance status Face Login attendance entries System-generated Auto Clock-Out entries Time & Attendance provides employees with visibility into their actual working time and allows them to identify missing or incorrect attendance entries that may require Log Regularization . Time & Attendance Screen The Time & Attendance screen provides a consolidated view of the employee's attendance records for the selected date range. Employees can review each daily time entry and compare their scheduled hours with their actual worked hours. Key Information Total Hrs — Total worked hours for the selected date range. Wages — Total wages calculated for the selected date range. Shifts — Total number of recorded shifts. Sch. Hrs — Scheduled working hours for the employee. Clock-In — Recorded start time of the work period. Clock-Out — Recorded end time of the work period. Hrs — Actual worked hours calculated from the attendance entry. Wage — Wage calculated for the individual attendance entry. Status — Indicates the current state of the attendance record. Date Filter Employees can use the date filter to view their attendance records for a specific period. The selected date range controls the attendance records displayed on the screen and the summary values shown at the top. Example This Month 09-01-2026 - 09-30-2026 Employees can select another date range to review attendance for a different period. Date Filter Usage Open Time & Attendance . Select the date filter. Select the required date range. Apply the filter. Review the attendance records for the selected period. Note: Total Hours, Wages, and Shifts are calculated according to the selected date range. Attendance Summary The summary section provides a quick overview of the employee's attendance for the selected period. Summary Description Total Hrs Total worked hours recorded for the selected date range. Wages Total wages calculated for the selected date range. Shifts Total number of recorded shifts for the selected date range. Total Hours Total Hrs represents the total recorded worked hours for the selected period. Wages Wages represents the total wages calculated from the employee's recorded attendance and applicable wage rules. Shifts Shifts represents the total number of recorded work shifts within the selected date range. Inventory Management Item Category Overview The Item Category feature allows to create and manage categories used to organize inventory items within the property. Item categories provide a high-level classification for inventory items and are used when creating or managing Item Subcategories and Items . The Item Category feature is a single-screen feature — existing categories are displayed in a list, and new categories can be created from the same screen. Item Category Screen The screen provides the following controls: Category — Displays the name of the inventory category. Active — Toggle to activate or deactivate the category. Create — Opens the Add Item Category panel for creating a new category. Administrators can review the configured categories and manage their availability directly from the list. Key Fields Category — Required field used to enter the name of the inventory category, such as Asset Category, Consumables, Non-Consumables, Guest Room Accessories, or Storage Supplies . Active — Controls whether the category is active and available for use within the inventory system. Save — Saves the newly created category and closes the panel. Save & Add New — Saves the current category and keeps the panel open so another category can be created. Reset — Clears the entered information without saving. Create — Opens the Add Item Category panel. Steps Create a New Item Category Navigate to Item Category from the Inventory Management section. Click the Create button. The Add Item Category panel opens on the right side of the screen. Enter the required Category name. Click Save to create the category. Use Save & Add New if you want to save the current category and immediately create another category. Use Reset to clear the entered information before saving. Important Notes Category is a required field when creating a new item category. Categories should be created before configuring their associated Item Subcategories . Only active categories should be used when creating or managing inventory items. Deactivating a category prevents it from being available for new inventory configuration while retaining the existing category record. Use clear and consistent category names to make inventory items easier to organize and manage. Item categories provide the top-level classification for inventory items and can have multiple Item Subcategories associated with them. Item Subcategory Overview The Item Subcategory feature allows to create and manage subcategories used to further organize inventory items within a property. Item subcategories provide a more specific classification under an Item Category and are used when creating and managing Items . The Item Subcategory feature is a single-screen feature — existing subcategories are displayed in a list, and new subcategories can be created from the same screen. Item Subcategory Screen The screen provides the following controls: Category — Displays the parent item category associated with the subcategory. Sub Category — Displays the name of the item subcategory. Create — Opens the Add Item Sub Category panel for creating a new subcategory. Administrators can review the configured subcategories and manage the inventory classification structure from the list. Key Fields Item Category — Required field used to select the parent category under which the subcategory will be created, such as Asset Category, Guest Room Accessories, Coffee & Tea Supplies, or Water Supplies . Sub Category — Required field used to enter the name of the subcategory, such as Room Asset Sub Category, Electrical Sub Category, Alarm Clock Radio, USB Charging Hub, or Water Dispensers . Save — Saves the newly created subcategory and closes the panel. Save & Add New — Saves the current subcategory and keeps the panel open so another subcategory can be created. Reset — Clears the entered information without saving. Create — Opens the Add Item Sub Category panel. Steps Create a New Item Subcategory Navigate to Item Subcategory from the Inventory Management section. Click the Create button. The Add Item Sub Category panel opens on the right side of the screen. Select the required Item Category . Enter the required Sub Category name. Click Save to create the subcategory. Use Save & Add New if you want to save the current subcategory and immediately create another subcategory. Use Reset to clear the entered information before saving. Important Notes Item Category and Sub Category are required fields when creating a new item subcategory. The parent Item Category should be created before creating its associated subcategories. Each subcategory should be associated with the appropriate parent category to maintain a clear inventory structure. Subcategories provide a more detailed classification of items within an item category. Use clear and consistent subcategory names to make inventory items easier to identify and manage. Multiple subcategories can be created under the same Item Category . Item subcategories should be configured before creating items that use those classifications. Inventory Items Overview The Inventory Item feature allows to create and manage inventory items used throughout the property. Each item is organized under an Item Category and Item Subcategory to maintain a structured inventory hierarchy. Items can be configured as either Global Items or Property-Specific Items : Global Item — The item is available across all properties within the system. Property-Specific Item — The item is available only at the properties selected by the administrator. The Item feature is a single-screen feature — existing items are displayed in a list, and new items can be created from the same screen. Item Screen The Item screen displays all configured inventory items along with their category, subcategory, and property availability. The screen provides the following controls: Item — Displays the name of the inventory item. Item Category — Displays the category associated with the item. Item Subcategory — Displays the subcategory associated with the item. Global Item — Indicates whether the item is available across all properties. Property — Displays the property associated with the item when it is not configured as a global item. Create — Opens the Add Item panel for creating a new inventory item. Administrators can review existing inventory items and create new items directly from the screen. Key Fields Item Category — Required field used to select the category under which the item will be organized. Item Subcategory — Required field used to select the subcategory under which the item will be organized. Item — Required field used to enter the name of the inventory item. Global Item — Determines whether the item is available across all properties. Property — Used to select the property or properties where the item should be available when Global Item is not enabled. Save — Saves the newly created item and closes the panel. Save & Add New — Saves the current item and keeps the panel open so another item can be created. Reset — Clears the entered information without saving. Create — Opens the Add Item panel. Steps Create a New Item Navigate to Item from the Inventory Management section. Click the Create button. The Add Item panel opens on the right side of the screen. Select the required Item Category . Select the required Item Subcategory . Enter the required Item name. Enable Global Item if the item should be available across all properties. If Global Item is not enabled, select the required Property or properties. Click Save to create the item. Use Save & Add New to save the current item and immediately create another item. Use Reset to clear the entered information before saving. Key Fields Item Category — Required field used to select the main category for the inventory item. The category provides the top-level classification of the item and determines where it belongs within the inventory structure. Item Subcategory — Required field used to select the subcategory under the selected Item Category . The subcategory provides a more specific classification for the inventory item. Item — Required field used to enter the name of the inventory item. The item name should clearly identify the product or material that will be purchased, stored, and managed in inventory. Global Item — Determines whether the item is available across all properties. When Global Item is enabled, the item is available for use across all properties. When Global Item is disabled, the item is restricted to the specific properties selected by the administrator. Property — Used to select the property or properties where the item should be available when Global Item is disabled. The item can be used only at the selected properties. Purchase Unit — Defines the unit in which the item is purchased from the vendor. Examples include Box, Case, Carton, Pack, or Each . Stock Unit — Defines the unit in which the item is maintained and tracked in inventory. The stock unit can be different from the purchase unit. For example, an item can be purchased by Box but tracked in inventory by Piece . Stock Conversion — Defines the number of stock units contained in one purchase unit. The system uses this value to convert the purchased quantity into the inventory stock quantity. For example: Purchase Unit: Box Stock Unit: Piece Stock Conversion: 80 This means: 1 Box = 80 Pieces If 5 Boxes are purchased: 5 × 80 = 400 Pieces Therefore, the inventory quantity becomes 400 Pieces . Minimum Stock Quantity — Defines the minimum quantity of the item that should be maintained in inventory. This value is used as a reference when determining whether additional stock is required. For example, if the Minimum Stock Quantity is set to 20 Pieces , the inventory should maintain at least 20 Pieces of the item. Still Best Before Day — Defines the number of days the item should remain within its acceptable best-before period. This value can be used to monitor the remaining usable period of inventory items and support inventory management based on product freshness or shelf life. Description — Provides additional information about the inventory item. Administrators can use this field to describe the item, its characteristics, usage, or any other relevant details needed for inventory management. Image — Allows an image to be associated with the inventory item. The image helps users visually identify the item when viewing or managing inventory records. Save — Saves the item and its configured information. After saving, the item becomes available according to its Global Item or Property configuration. Save & Add New — Saves the current item and keeps the create form open so the administrator can immediately create another item. Reset — Clears the information entered in the create form without saving the item. Close — Closes the create form without saving the current changes. Store Room Overview The Store Room feature allows to create and manage store rooms used to organize and control inventory stock within a property. Store rooms represent the physical or logical locations where inventory items are stored. Each store room can have its own inventory requirements, including Minimum Stock Quantity , Maximum Stock Quantity , and assignment rules. Store rooms are used during the inventory assignment process to determine where approved inventory should be placed and how much stock should be assigned to each location. The Store Room feature is a single-screen feature — existing store rooms are displayed in a list, and new store rooms can be created from the same screen. Store Room Screen The screen provides the following controls: Store Room — Displays the name of the configured store room. Create — Opens the Add Store Room panel for creating a new store room. Administrators can review the configured store rooms and create additional storage locations from the same screen. Key Fields Store Room — Required field used to enter the name of the store room. The name should clearly identify the location where inventory will be stored, such as Main Store, Housekeeping Store, Kitchen Store, or Maintenance Store . Property — Identifies the property to which the store room belongs. The store room is available for inventory management within the selected property. Minimum Stock Quantity — Defines the minimum quantity of an item that should normally be maintained in the store room. This value is used as a reference when determining whether additional inventory needs to be assigned to the store room. Maximum Stock Quantity — Defines the maximum quantity of an item that should normally be maintained in the store room. This value helps control the amount of inventory assigned to the store room and prevents unnecessary overstocking. Approval Required — Determines whether inventory assignments to the store room require approval before the stock can be assigned. When enabled, the assignment must be reviewed and approved before it is finalized. When disabled, the inventory can be assigned without an additional approval step. Auto Assign Received Items — Determines whether approved received inventory should be automatically assigned to store rooms according to the configured inventory requirements. When enabled, the system can calculate and prepare store room assignments based on the required stock levels. When disabled, inventory assignment is handled manually. Save — Saves the store room configuration. Save & Add New — Saves the current store room and keeps the create form open so the administrator can immediately create another store room. Reset — Clears the information entered in the create form without saving the store room. Close — Closes the create form without saving the current changes. Steps Create a New Store Room Navigate to Store Room from the Inventory Management section. Click the Create button. The Add Store Room panel opens on the right side of the screen. Enter the required Store Room name. Select the applicable Property . Configure the Minimum Stock Quantity and Maximum Stock Quantity according to the store room's inventory requirements. Configure Approval Required based on whether inventory assignments should require approval. Configure Auto Assign Received Items if received inventory should be automatically assigned according to the configured stock requirements. Click Save to create the store room. Use Save & Add New if you want to save the current store room and immediately create another one. Use Reset to clear the entered information before saving. Store Room Inventory Assignment Store rooms are used when approved inventory is assigned to storage locations. The assignment process can use the store room's configured stock requirements to determine the quantity that should be assigned. For example: Maximum Stock Quantity − Current Stock Quantity = Required Assignment Quantity If a store room has: Maximum Stock Quantity: 100 Pieces Current Stock: 40 Pieces The required assignment quantity is: 100 − 40 = 60 Pieces When Auto Assign Received Items is enabled, the system can use these inventory requirements to prepare the appropriate store room assignment. Important Notes A store room should be configured for the appropriate Property before it is used for inventory assignment. Minimum Stock Quantity represents the lower inventory level that should normally be maintained. Maximum Stock Quantity represents the upper inventory level that should normally be maintained. Store room stock requirements can be used during automatic inventory assignment. When Approval Required is enabled, the store room assignment must go through the configured approval process. When Auto Assign Received Items is enabled, the system can automatically prepare inventory assignments based on store room stock requirements. Store rooms should have clear and consistent names so employees can easily identify the correct inventory storage location. Inventory Receive Overview The Inventory Receive feature allows users to record inventory received from vendors and add the received items into the inventory management process. Inventory can be received through the following methods: Fetch from Invoice — Users can upload a vendor invoice, and the system extracts the available item and purchase information from the invoice. Fetch from Vendor Email — When Vendor Integration is enabled, the system can automatically fetch vendor invoices from the configured vendor email and use the invoice information to create the inventory receipt. Manual Entry — Users can manually select inventory items and enter the purchase quantity and unit price when an invoice is not fetched automatically. After an inventory receipt is created, it follows the inventory receiving workflow: Pending → Approved → Assigned Pending — The inventory receipt has been created but has not yet been approved. The received quantity is not added to available stock until approval. Approved — The receipt has been approved and the received stock is added to inventory. Assigned — The approved inventory has been assigned to the appropriate Store Room according to the configured inventory assignment rules. Vendor Integration When Vendor Integration is enabled for a vendor, the system can automatically retrieve vendor invoices from the configured vendor email . The invoice information is then used to populate the inventory receiving details, reducing the need for manual data entry. If vendor email integration is not enabled or an invoice cannot be fetched automatically, users can create the receipt using Fetch from Invoice or Manual Entry . Inventory Receive List The list allows users to review the current status of each inventory receipt and identify whether the receipt is pending, approved, or assigned. The screen provides the following controls and information: Receipt / Invoice Number — Identifies the inventory receipt or vendor invoice associated with the received inventory. Vendor — Displays the vendor from whom the inventory was received. Receipt Date — Displays the date on which the inventory receipt was created or received. Total Items — Displays the number of inventory items included in the receipt. Total Amount — Displays the total purchase amount associated with the receipt. Status — Displays the current stage of the inventory receiving process. Create — Opens the inventory receive creation process. Inventory Receive Status The Inventory Receive workflow uses the following statuses: Status Description Pending The receipt has been created but is waiting for approval. Stock is not yet updated as approved inventory. Approved The receipt has been approved and the received stock has been added to inventory. Assigned The approved inventory has been assigned to a Store Room. Create Inventory Receive Click Create from the Inventory Receive list to start the receiving process. The system provides two methods for creating an inventory receipt: Fetch from Invoice Manual Entry These methods are described separately because the information is entered differently. Fetch from Invoice The Fetch from Invoice option allows users to upload a vendor invoice instead of manually entering every inventory item. The system reads the uploaded invoice and extracts the available purchase information. The extracted vendor item information is then matched with the inventory item Vendor mapping configured in System. Key Fields — Fetch from Invoice Vendor — Identifies the vendor associated with the invoice. The selected vendor is used to determine the vendor-specific item information and mapping. Invoice — Used to upload the vendor invoice. The invoice contains the purchase information that the system uses to extract inventory details. Invoice Number — Identifies the vendor invoice. This value is used to associate the received inventory with the corresponding vendor invoice. Invoice Date — Represents the date shown on the vendor invoice and helps identify when the purchase was made. Item — Displays the inventory item identified from the uploaded invoice after the system processes the invoice information. Vendor Item ID / Vendor Item Name — Represents the item identifier or item name provided by the vendor. The system uses the vendor item information to identify the corresponding SpendWell inventory item. Purchase Quantity — Represents the quantity purchased from the vendor using the item's configured Purchase Unit . Purchase Unit — Represents the unit in which the vendor supplied the item, such as Box, Case, Pack, or Each . Stock Quantity — Represents the quantity that will be maintained in inventory after applying the configured stock conversion. Stock Unit — Represents the unit in which the item is tracked in inventory. Stock Conversion — Defines the relationship between the purchase unit and stock unit. For example: 1 Box = 80 Pieces If the invoice contains: Purchase Quantity = 5 Boxes the system calculates: 5 × 80 = 400 Pieces Therefore: Stock Quantity = 400 Pieces Unit Price — Represents the purchase price of one purchase unit according to the vendor invoice. Total Amount — Represents the total purchase value for the item based on the purchase quantity and unit price. Invoice Item Mapping When an invoice is uploaded, the system uses the vendor item information to identify the corresponding SpendWell inventory item. The vendor item must be mapped through Vendor Item Assignment . If the system cannot identify or map the item, the corresponding information is highlighted as an error and the receipt should be corrected before it can proceed. Common validation errors include: Vendor Item Mapping Not Found — The vendor item has not been mapped to a SpendWell inventory item. Item Not Found — The extracted item cannot be matched to an existing inventory item. Quantity Missing — The purchase quantity could not be identified from the invoice. Unit Price Missing — The purchase unit price could not be identified from the invoice. Users should resolve all required validation errors before completing the receipt. Manual Entry Create Inventory Receive Create an inventory receipt by entering the receipt details, selecting the property and vendor, and providing the invoice and purchase information. Add Inventory Line Items Add inventory items to the receipt by selecting the item and entering the purchase quantity and unit price. The Manual Entry option allows users to create an inventory receipt without uploading an invoice. This method is useful when the vendor invoice is unavailable, the invoice cannot be processed automatically, or the user needs to enter the received inventory directly. Key Fields — Manual Entry Vendor — Identifies the vendor from whom the inventory was received. Invoice Number — Identifies the vendor invoice associated with the inventory receipt, when applicable. Invoice Date — Represents the date of the vendor invoice. Item — Used to select the inventory item being received. The item is selected from the items configured for the property. Purchase Quantity — Defines how many purchase units were received from the vendor. Purchase Unit — Displays the unit in which the item is purchased. Stock Quantity — Displays the quantity that will be maintained in inventory after applying the stock conversion. Stock Unit — Displays the inventory unit used to track the item. Stock Conversion — Defines how the purchase quantity is converted into the stock quantity. Unit Price — Defines the purchase price for one purchase unit. Total Amount — Represents the total purchase value for the entered item. Add Item / Add Row — Allows the user to add the selected inventory item to the receipt and enter additional items. Manual Item Entry Example If an item is configured as: Purchase Unit: Box Stock Unit: Piece Stock Conversion: 80 and the user receives: Purchase Quantity = 3 Boxes the system calculates: 3 × 80 = 240 Pieces The receipt therefore contains: Purchase Quantity: 3 Boxes Stock Quantity: 240 Pieces Create and Submit Inventory Receipt After entering the required inventory information using either Fetch from Invoice or Manual Entry , the user completes the receipt creation process. Steps Navigate to Inventory Receive from the Inventory Management section. Click Create . Select the required receiving method: Fetch from Invoice , or Manual Entry . Select the Vendor . Enter or verify the invoice information. Add the inventory items. Verify the Purchase Quantity , Purchase Unit , Stock Quantity , Stock Unit , Stock Conversion , and Unit Price . If using Fetch from Invoice , review all extracted items and resolve any mapping or validation errors. If using Manual Entry , select the required item and enter the purchase quantity and unit price. Add additional items if required. Review the complete inventory receipt. Save the receipt. The newly created receipt is placed in Pending status. Approve Inventory Receive The Approve process confirms that the inventory receipt has been reviewed and that the received inventory can be added to the property's inventory stock. Pending Status When a receipt is created, it initially has the status: Pending At this stage: The receipt has been recorded. The received items can be reviewed. The receipt has not yet been approved. The approved inventory stock has not yet been updated. Approval Details Before approving the receipt, the user should verify: Vendor Invoice information Inventory items Purchase quantity Purchase unit Stock quantity Stock unit Stock conversion Unit price Total amount Item mapping and validation information Approve Steps Open the Inventory Receive list. Locate the receipt with Pending status. Open the receipt. Review the vendor and invoice information. Review all inventory items and quantities. Verify the purchase and stock unit conversion. Verify the unit price and total amount. Resolve any validation errors, if present. Click Approve . The receipt changes from Pending to Approved . The approved received quantity is added to inventory stock. Assign Inventory Step 1 – Assign Inventory After the inventory receipt is approved, click the Assign (+) icon to begin assigning the approved inventory to a Store Room. Step 2 – Review and Approve Assignment Review the quantity automatically assigned to the Store Room. If required, update the quantity before selecting Approve & Assign to complete the inventory assignment. After the inventory receipt is approved, the received inventory can be assigned to the appropriate Store Room . The assignment process determines how the approved inventory should be distributed among configured store rooms. Store room assignment can be handled automatically or manually depending on the configured Auto Assign Received Items setting. Assignment Details The Assignment Details provide an audit trail for inventory assigned to a Store Room. Users can first review the Assignment List and then click an assignment to open its detailed information. Step 1 – Assignment List Review the inventory assignment list and identify the required assignment. The list displays the Store Room, Store Room No., Items Assigned, Assignment Type, and Status. Click the required assignment to view its details. Step 2 – Assignment Details View the selected assignment in detail, including the Store Room, assigned inventory, quantity, assignment type, assigned user, assignment date and time, and current status. The assignment record provides the following information: Assignment ID — Unique identifier for the inventory assignment. This ID can be used to trace and reference a specific assignment record. Store Room — Identifies the Store Room to which the inventory was assigned. Store Room No. — Displays the unique Store Room number or code associated with the Store Room. Item — Identifies the inventory item included in the assignment. Assigned Quantity — Displays the quantity of the item assigned to the Store Room. Stock Unit — Identifies the unit in which the assigned quantity is recorded. Assignment Type — Identifies how the assignment was created, such as Auto or Direct Assign . Assigned By — Identifies the user who performed the inventory assignment. Assignment Date / Time — Records when the inventory assignment was performed. Status — Displays the current status of the assignment. Audit Trail The assignment information provides traceability from the approved inventory receipt to the final Store Room assignment. For audit purposes, users can verify: Assignment ID — Which assignment was performed. Store Room — Where the inventory was assigned. Item — What inventory item was assigned. Assigned Quantity — How much inventory was assigned. Assignment Type — Whether the assignment was automatic or directly performed. Assigned By — Which user performed the assignment. Assignment Date / Time — When the assignment occurred. Status — The current state of the assignment. This provides a clear audit trail of inventory movement from Approved Inventory → Store Room Assignment . Inventory Receive WorkFlow Important Notes Inventory receipts can be created using either Fetch from Invoice or Manual Entry . Invoice-based receiving depends on correct Vendor Item Assignment to map vendor items to SpendWell inventory items. All required invoice extraction and item-mapping errors should be resolved before approval. Purchase Quantity represents the quantity purchased using the purchase unit. Stock Quantity represents the quantity maintained in inventory using the stock unit. Stock Conversion is used to convert the purchase quantity into the stock quantity. Example: 1 Box × 80 = 80 Pieces . A newly created receipt remains Pending until it is approved. Inventory should be reviewed carefully before approval because approval updates the inventory stock. Only approved inventory proceeds to the Store Room assignment process. Store Room assignment determines where the approved inventory will be stored. Auto Assign Received Items can be used to prepare assignments based on Store Room inventory requirements. Approval Required on a Store Room determines whether the assignment requires an additional approval step. The final Assigned status indicates that the approved inventory has been assigned to its Store Room. The complete process provides traceability from the original vendor receipt through approval and final Store Room assignment. Storeroom Inventory Assign Overview The Storeroom Inventory Assign feature allows users to assign approved inventory to a configured Store Room . Inventory can be assigned to a Store Room through the following methods: Auto Assignment — The assignment is generated from the Inventory Receive → Assign process after inventory has been approved. Manual Assignment — Users can create an assignment directly from the Storeroom Inventory Assign page by selecting a Store Room and entering the quantity to assign. The Storeroom Inventory Assign feature manages the movement of approved inventory into Store Rooms while maintaining the available stock, assigned stock, assignment status, and approval workflow. The assignment process supports Store Room-level Stock Assignment & Issue Approval . When approval is required, the requested quantity is blocked while the assignment is pending. The quantity is either assigned after approval or released back to available stock if the assignment is rejected. Assignment Workflow The assignment workflow depends on whether Stock Assignment & Issue Approval is required for the selected Store Room. When approval is required: Create Assignment → Pending → Approved / Rejected When approval is not required: Create Assignment → Direct Assigned Assignment Types Assignment Type Description Auto The assignment is generated from the Inventory Receive → Assign process. Manual The assignment is created directly from the Storeroom Inventory Assign page. Assignment Status Status Description Pending The assignment has been created and is waiting for approval. The requested quantity is blocked and cannot be assigned to another request. Approved The assignment has been approved and the requested inventory has been assigned to the Store Room. Rejected The assignment has been rejected and the previously blocked quantity has been released back to available stock. Direct Assigned The Store Room does not require assignment approval, so the inventory is assigned immediately. Storeroom Inventory Assign List The Storeroom Inventory Assign list provides a centralized view of inventory assignments created for the property's Store Rooms. Users can review the Store Room, assignment date, number of items assigned, assignment type, and current assignment status. The screen provides the following controls and information: Assignment ID — Identifies the unique inventory assignment record. Assigned Date — Displays the date on which the assignment was created. Store Room — Displays the Store Room to which the inventory is assigned. Store Room No. — Displays the unique Store Room number or code. Items Assigned — Displays the number of inventory items included in the assignment. Assignment Type — Displays whether the assignment was created through Auto or Manual assignment. Status — Displays the current status of the assignment. Create — Opens the manual Store Room inventory assignment process. Assignment Type The Assignment Type identifies how the assignment was created. Auto An Auto assignment is generated from the Inventory Receive → Assign process. After an Inventory Receive is approved, the user can use the Assign function to prepare the approved inventory for Store Room assignment. The assignment is recorded as: Assignment Type = Auto Manual A Manual assignment is created directly from the Storeroom Inventory Assign page. The user selects the Store Room and enters the quantity to assign for the required inventory items. The assignment is recorded as: Assignment Type = Manual Create Storeroom Inventory Assign Click Create from the Storeroom Inventory Assign list to create a manual inventory assignment. The system first requires the user to select the Storage Room where the inventory will be assigned. After the Store Room is selected, the system displays the inventory items and the stock information available for assignment. Key Fields Assignment ID — Displays the unique identifier generated for the inventory assignment. Storage Room — Used to select the Store Room where the inventory will be assigned. Search Items — Allows the user to search for a specific inventory item. After selecting the Store Room, the system displays the inventory items available for assignment. Store Room Inventory Items The inventory table displays the stock information for the selected Store Room. The table provides the following fields: Item Code — Identifies the inventory item using its configured unique item code. Item Name — Identifies the inventory item available for assignment to the Store Room. Unit — Specifies the stock unit used to maintain the inventory quantity. Current Stock — Displays the quantity currently assigned to the selected Store Room. Available Stock — Displays the approved inventory quantity currently available for Store Room assignment. Assign Stock — Specifies the quantity to be assigned to the selected Store Room. New Stock — Displays the resulting Store Room stock after the assignment is applied. Stock Information The Store Room assignment screen displays three important stock quantities used to determine how much inventory can be assigned. Current Stock Current Stock represents the quantity of the selected inventory item that is currently assigned to the selected Store Room. For example: Current Stock = 3 PCS This means that the Store Room currently contains 3 PCS of the item. Available Stock Available Stock represents the approved inventory received through the Inventory Receive process that is currently available for Store Room assignment. For example: Available Stock = 8 PCS This means 8 PCS are currently available to be assigned. Available Stock represents inventory that has already passed the Inventory Receive approval process and is available for Store Room assignment. Assign Stock Assign Stock represents the quantity that the user wants to assign to the selected Store Room. For example: Assign Stock = 5 PCS The system validates the requested quantity against the available quantity that can be assigned. The user cannot assign more inventory than the available stock. New Stock New Stock represents the Store Room stock after the requested assignment is completed. The system calculates New Stock using: New Stock = Current Stock + Assign Stock For example: Current Stock = 3 PCS Assign Stock = 5 PCS Therefore: New Stock = 3 + 5 = 8 PCS After the assignment is completed, the Store Room stock becomes 8 PCS . Create Manual Assignment The Manual Assignment process allows a user to assign approved inventory directly to a Store Room. Steps Navigate to Inventory Management . Open Storeroom Inventory Assign . Click Create . Select the required Storage Room . Review the inventory items displayed for the selected Store Room. Review the Current Stock for each item. Review the Available Stock . Enter the required quantity in Assign Stock . Verify the calculated New Stock . Verify that the requested quantity does not exceed the available stock. Complete the assignment. The system determines whether the selected Store Room requires assignment approval. If approval is required, the assignment is created with Pending status. If approval is not required, the assignment is completed as Direct Assigned . Auto Assignment Step 1 – Assign Inventory After the inventory receipt is approved, click the Assign (+) icon to begin assigning the approved inventory to a Store Room. Step 2 – Review and Approve Assignment Review the quantity automatically assigned to the Store Room. If required, update the quantity before selecting Approve & Assign to complete the inventory assignment. The Auto Assignment process is initiated from the Inventory Receive workflow. After an Inventory Receive is approved, the approved inventory can be assigned to Store Rooms using the Assign function. The system prepares the Store Room assignment based on the configured Store Room inventory assignment rules. The resulting assignment is recorded with: Assignment Type = Auto Auto Assignment Workflow Inventory Receive → Pending → Approved → Assign → Auto Assignment The approved inventory becomes available for Store Room assignment after the Inventory Receive is approved. Auto Assignment Steps Open Inventory Receive . Locate the approved inventory receipt. Open the approved receipt. Select the Assign function. Review the Store Room assignment information. Review the inventory items and quantities. Verify the Store Room to which the inventory will be assigned. Verify the quantity being assigned. Complete the assignment. The system creates the Store Room inventory assignment with Assignment Type = Auto . The system checks whether Stock Assignment & Issue Approval is required for the Store Room. If approval is required, the assignment enters Pending status. If approval is not required, the assignment is completed as Direct Assigned . Auto Assignment Example Assume an Inventory Receive contains: Item: Sanitizer Stock Unit: PCS Approved Available Stock: 10 PCS The Inventory Receive is approved and the user selects Assign . The system prepares the Store Room assignment: Store Room: Maintenance Stores Assign Stock: 6 PCS The resulting assignment is recorded as: Assignment Type = Auto If the Store Room requires approval: Status = Pending If the Store Room does not require approval: Status = Direct Assigned Stock Assignment & Issue Approval The Stock Assignment & Issue Approval setting controls whether a Store Room inventory assignment requires approval. The approval requirement is configured at the Store Room level. There are two possible workflows: Approval Required When Stock Assignment & Issue Approval is enabled, the assignment must be approved before the inventory becomes assigned to the Store Room. Create Assignment → Pending → Approve / Reject Approval Not Required When Stock Assignment & Issue Approval is not enabled, the assignment is completed immediately. Create Assignment → Direct Assigned Pending Assignment When a Store Room requires Stock Assignment & Issue Approval , a new assignment is created with: Status = Pending The requested quantity is blocked while the assignment is pending. This prevents the same inventory quantity from being requested by another Store Room assignment. Pending Stock Example Assume the approved inventory has: Available Stock = 10 PCS A user requests: Assign Stock = 6 PCS Because approval is required, the system blocks the requested quantity. The stock becomes: Stock Type Quantity Total Available Before Assignment 10 PCS Pending / Blocked Quantity 6 PCS Available for Other Assignments 4 PCS The 6 PCS remain reserved for the pending assignment. Another assignment cannot use those 6 PCS while the request is pending. Approve Assignment The Approve action completes a pending Store Room inventory assignment. When the assignment is approved: Pending → Approved The blocked quantity is finalized as Store Room inventory. Approve Steps Open Storeroom Inventory Assign . Locate the assignment with Pending status. Open the assignment. Review the Store Room. Review the inventory items. Verify the assigned quantities. Verify the available stock. Review the resulting Store Room stock. Click Approve . The assignment status changes to Approved . The blocked quantity is finalized as assigned inventory. The Store Room stock is updated. Approval Example Before approval: Current Stock = 3 PCS Assign Stock = 6 PCS Pending Blocked Stock = 6 PCS After approval: New Stock = 3 + 6 = 9 PCS The 6 PCS are now officially assigned to the Store Room. Reject Assignment A pending assignment can be rejected when the requested inventory should not be assigned to the Store Room. When the assignment is rejected: Pending → Rejected The requested quantity is not added to the Store Room stock. The blocked quantity is released and becomes available for future assignments. Reject Steps Open Storeroom Inventory Assign . Locate the assignment with Pending status. Open the assignment. Review the Store Room and inventory details. Review the requested quantity. Click Reject . The assignment status changes to Rejected . The blocked quantity is released. The released quantity becomes available for another assignment. Rejection Example Before rejection: Available Stock = 4 PCS Pending Blocked Stock = 6 PCS After rejection: Available Stock = 10 PCS Pending Blocked Stock = 0 PCS The 6 PCS can now be requested by another Store Room assignment. Direct Assignment When Stock Assignment & Issue Approval is not required for the selected Store Room, the assignment does not enter Pending status. The inventory is assigned immediately. The workflow is: Create Assignment → Direct Assigned Direct Assignment Steps Create a Store Room inventory assignment. Select the Store Room. Select or enter the inventory quantity. Verify the available stock. Verify the New Stock quantity. Complete the assignment. The inventory is assigned immediately. The assignment is recorded with Direct Assigned status. Direct Assignment Example Current Stock = 3 PCS Assign Stock = 5 PCS The system calculates: New Stock = 3 + 5 = 8 PCS Because approval is not required: Status = Direct Assigned The Store Room stock is immediately updated to 8 PCS . Assignment Status The assignment status represents the current state of the Store Room inventory assignment. Status Description Pending The assignment requires approval. The requested quantity is blocked until the assignment is approved or rejected. Approved The assignment has been approved and the inventory has been assigned to the Store Room. Rejected The assignment has been rejected and the blocked quantity has been released back to available inventory. Direct Assigned The Store Room does not require approval and the inventory has been assigned immediately. Status Flow When approval is required: Pending → Approved or Pending → Rejected When approval is not required: Direct Assigned Assignment Details Users can open an assignment from the Storeroom Inventory Assign list to review the complete assignment details. The Assignment Details screen provides information about the Store Room, assigned inventory, quantity, assignment type, user, date and time, and current status. Assignment Detail Fields Assignment ID — Identifies the unique inventory assignment record. Store Room — Identifies the Store Room to which the inventory is assigned. Store Room No. — Displays the unique Store Room number or code. Item — Identifies the inventory item included in the assignment. Assigned Quantity — Displays the quantity assigned to the Store Room. Stock Unit — Identifies the unit in which the assigned quantity is maintained. Assignment Type — Identifies whether the assignment was created through Auto or Manual assignment. Assigned By — Identifies the user who created or processed the assignment. Assignment Date / Time — Records when the assignment was created or processed. Status — Displays the current status of the assignment. Assignment Audit Trail The Storeroom Inventory Assign feature provides an audit trail for inventory movement from approved inventory into Store Rooms. The assignment record allows users to verify: Assignment ID — Which assignment was created. Store Room — Where the inventory was assigned. Store Room No. — The Store Room reference. Item — Which inventory item was assigned. Assigned Quantity — How much inventory was assigned. Stock Unit — The unit used for the assigned quantity. Assignment Type — Whether the assignment was Auto or Manual. Assigned By — Which user created or processed the assignment. Assignment Date / Time — When the assignment occurred. Status — The current assignment state. This provides traceability from: Inventory Receive → Approved Inventory → Store Room Assignment Inventory Assignment Example The following example demonstrates the complete Store Room assignment process. Assume an approved Inventory Receive contains: Item: Sanitizer Stock Unit: PCS Available Stock: 10 PCS The selected Store Room currently contains: Current Stock: 3 PCS The user wants to assign: Assign Stock: 5 PCS The system calculates: New Stock = Current Stock + Assign Stock New Stock = 3 + 5 = 8 PCS If Approval Is Required The assignment is created as: Assignment Type = Manual Status = Pending The requested 5 PCS are blocked while the assignment is pending. If the assignment is approved: Status = Approved Store Room Stock = 8 PCS If the assignment is rejected: Status = Rejected The 5 PCS are released back to available inventory. If Approval Is Not Required The assignment is created as: Assignment Type = Manual Status = Direct Assigned The 5 PCS are immediately added to the Store Room stock. Store Room Stock = 8 PCS Complete Inventory Assignment Flow Storeroom Stock Deduction Overview The Storeroom Stock Deduction feature allows users to deduct inventory from a configured Store Room . Users can create a deduction by selecting a Store Room, selecting inventory items, entering the quantity to deduct, and providing an optional reason. The deduction workflow is controlled by the Store Room's Stock Assignment & Issue Approval setting. If approval is required, the deduction remains Pending until a manager approves or rejects the request. If approved, the requested quantity is deducted from the Store Room stock. If rejected, the held quantity is released back to the Store Room stock. If approval is not required, the deduction is processed immediately with Direct Deducted status. Deduction Status Status Description Pending The deduction request is waiting for approval and the requested quantity is held. Approved The deduction request has been approved and the requested quantity has been deducted from the Store Room stock. Rejected The deduction request has been rejected and the held quantity is released back to the Store Room stock. Direct Deducted The Store Room does not require approval, so the requested quantity is deducted immediately. Storeroom Item Stock Deduct List The Storeroom Item Stock Deduct list provides a centralized view of stock deduction records created for the property's Store Rooms. Users can review deduction details, track the current status, and identify who created and processed each deduction. List Fields Deduction ID — Identifies the unique stock deduction record. Store Room — Displays the Store Room from which the stock is deducted. Store Room No. — Displays the unique Store Room number or code. Items — Displays the number of inventory items included in the deduction. Status — Displays the current deduction status. Reason — Displays the reason provided for the deduction. Requested By — Identifies the user who created the deduction request. Requested Date — Displays the date on which the deduction request was created. Approved By — Identifies the user who approved or processed the deduction. Approved Date — Displays the date on which the deduction was approved or processed. Create Storeroom Stock Deduction Click Create from the Storeroom Item Stock Deduct list to create a new stock deduction. The user selects the Store Room, provides an optional reason, and enters the quantity to deduct for the required inventory items. Key Fields Deduction ID — Displays the unique identifier generated for the stock deduction. Storage Room — Selects the Store Room from which inventory will be deducted. Reason — Specifies the reason for the stock deduction. Search Items — Allows users to search for an inventory item. Store Room Inventory Items After selecting the Store Room, the system displays the inventory items currently available in that Store Room. Item Fields Item Code — Identifies the inventory item using its configured item code. Item Name — Identifies the inventory item available in the Store Room. Store Stock — Displays the quantity currently available in the Store Room. Deduct Stock — Specifies the quantity to be deducted from the Store Room. Store New Stock — Displays the resulting Store Room stock after the deduction. Stock Calculation The system calculates the resulting Store Room stock using: Store New Stock = Store Stock - Deduct Stock The Deduct Stock quantity cannot exceed the available Store Stock . Create Stock Deduction Steps Open Storeroom Item Stock Deduct . Click Create . Select the required Storage Room . Enter the Reason , if required. Review the inventory items displayed for the selected Store Room. Review the Store Stock . Enter the required quantity in Deduct Stock . Verify the calculated Store New Stock . Submit the deduction. The system checks the Store Room's Stock Assignment & Issue Approval configuration. If approval is required, the deduction is created with Pending status. If approval is not required, the deduction is processed as Direct Deducted . Stock Assignment & Issue Approval The Stock Assignment & Issue Approval setting determines whether a Store Room stock deduction requires manager approval. The setting is configured for the Store Room. Approval Required When Stock Assignment & Issue Approval is enabled, the deduction request is created with Pending status. The requested deduction quantity is held while the request is pending. Create Deduction ↓ Pending ↓ Manager Review ↙ ↘ Approve Reject ↓ ↓ Approved Rejected Approval Not Required When Stock Assignment & Issue Approval is not enabled, the deduction is processed immediately. Create Deduction ↓ Direct Deducted ↓ Store Room Stock Updated Pending Deduction When approval is required, the newly created deduction is recorded with Pending status. The requested quantity is placed on hold until the deduction is approved or rejected. The held quantity cannot be deducted again through another request while the deduction is pending. Pending Process User creates a stock deduction. The system validates the requested quantity against the Store Room stock. The deduction is created with Pending status. The requested quantity is held. The Store Room stock is not permanently deducted. A manager reviews the pending deduction. The manager approves or rejects the request. Approve Stock Deduction When a manager approves a pending deduction, the requested quantity is deducted from the Store Room stock. The status changes from Pending to Approved . Approve Steps Open Storeroom Item Stock Deduct . Locate the deduction with Pending status. Open the deduction record. Review the Store Room. Review the inventory items. Review the Store Stock . Review the Deduct Stock quantity. Review the deduction reason. Click Approve . The status changes to Approved . The requested quantity is deducted from the Store Room stock. The Store New Stock is updated accordingly. Reject Stock Deduction When a pending deduction is rejected, the requested quantity is not deducted from the Store Room. The status changes from Pending to Rejected . The held quantity is released back to the Store Room stock. Reject Steps Open Storeroom Item Stock Deduct . Locate the deduction with Pending status. Open the deduction record. Review the Store Room and inventory details. Review the requested deduction quantity. Review the deduction reason. Select Reject . The status changes to Rejected . The held quantity is released. The Store Room stock remains available. Direct Deduction When Stock Assignment & Issue Approval is not required for the selected Store Room, the deduction is processed immediately. The deduction is recorded with Direct Deducted status. No manager approval is required. Direct Deduction Steps Create a new stock deduction. Select the Store Room. Select the inventory item. Enter the quantity in Deduct Stock . Verify the Current Stock . Verify the New Stock . Submit the deduction. The system deducts the inventory immediately. The deduction is recorded with Direct Deducted status. Deduction Details Users can open a deduction record from the Storeroom Item Stock Deduct list to review the complete deduction information. Deduction Detail Fields Deduction ID — Identifies the unique stock deduction record. Store Room — Identifies the Store Room from which the stock is deducted. Store Room No. — Displays the unique Store Room number or code. Item Code — Identifies the inventory item. Item Name — Displays the inventory item name. Store Stock — Displays the Store Room stock before deduction. Deduct Stock — Displays the quantity requested for deduction. Store New Stock — Displays the resulting Store Room stock. Reason — Displays the reason provided for the deduction. Status — Displays the current deduction status. Requested By — Identifies the user who created the deduction. Requested Date — Displays when the deduction was requested. Approved By — Identifies the user who approved or processed the deduction. Approved Date — Displays when the deduction was approved or processed. Request and Approval Tracking The deduction record maintains request and approval information to provide traceability for each stock deduction. Requested By — Identifies the user who created the deduction request. Requested Date — Records when the deduction request was created. Approved By — Identifies the manager or authorized user who processed the deduction. Approved Date — Records when the deduction was approved or directly processed. For a Direct Deducted record, the user who processed the deduction is recorded in the processing information. Complete Stock Deduction Flow Stock Deduction Rules Store Stock represents the inventory currently available in the selected Store Room. Deduct Stock represents the quantity requested for deduction. Store New Stock is calculated as Store Stock - Deduct Stock . The deduction quantity cannot exceed the Store Room's available stock. When approval is required, the deduction remains Pending until it is approved or rejected. A pending deduction holds the requested quantity. Approve deducts the held quantity from the Store Room stock. Reject releases the held quantity back to the Store Room stock. When approval is not required, the deduction is recorded as Direct Deducted and processed immediately. Requested By identifies the user who created the deduction. Approved By identifies the user who approved or processed the deduction. Requested Date and Approved Date provide request and processing history. The deduction status represents the current state of the stock deduction. Vendor Management Vendor The Vendor Master stores complete supplier information, including vendor details, contacts, addresses, tax ID, documents, and vendor codes. It is used to link vendors with inventory receipts and items , track stock purchases , and generate vendor-wise spending and inventory reports . Complete the required fields marked with * before saving the vendor. 1. Vendor Details Use this tab to enter the vendor's main business information. Field Required Description Vendor Type Yes Identifies the type or category of the vendor. Vendor Code Yes Provides a unique system identifier for the vendor. Vendor Name Yes Enter the official name of the supplier or service provider. Federal Tax ID (EIN) No Enter the vendor's Federal Tax Identification Number (EIN), if applicable. Note: Fields marked with * are mandatory. 2. Contact Details Use this tab to add people who can be contacted at the vendor company. You can add more than one contact. Each contact email must be unique within the vendor's contact list. Field Required Description Contact Person Yes Stores the name of a person who can be contacted at the vendor company. Phone No Stores the contact person's phone number. Email Yes Stores the contact person's email address. Designation No Stores the contact person's job title. Enter the Contact Person . Enter the Phone number. Enter the Email address. Select the Designation , if applicable. Tap ADD . The contact is added to the contact list. The contact list displays: Contact Person Phone Email Designation Action If needed, use the available Action option to manage the contact entry. 3. Billing Address Use this tab to enter the address used for vendor billing and financial documents. Field Required Description Address No Stores the vendor's billing street or full address. Country No Identifies the billing country. State No Identifies the billing state or province. City No Identifies the billing city. Postal Code No Stores the billing postal or ZIP code. 4. Shipping Address Use this tab to enter the address where goods or services are delivered. Field Required Description Address No Stores the vendor's shipping or delivery address. Country No Identifies the shipping country. State No Identifies the shipping state or province. City No Identifies the shipping city. Postal Code No Stores the shipping postal or ZIP code. 5. Documents Use this tab to store documents related to the vendor. You can add multiple documents for one vendor. Field Required Description Document Type Yes Identifies the type of vendor document. Issue Date No Select the date on which the document was issued. Expiry Date No Select the document's expiry date, if applicable. Attachment No Upload the related document file. Select the Document Type . Select the Issue Date , if applicable. Select the Expiry Date , if applicable. Select the Attachment upload option and choose the required file. Tap ADD . The document is added to the document list. The document list displays: Document Type Issue Date Expiry Date Attachment Action Use the available Action option to manage the added document. 6. Save the Vendor After entering all required information: Review the Vendor Details . Review the Contact Details . Check the Billing Address . Check the Shipping Address . Review the added Documents . Select SAVE to save the vendor information. Vendor Item Vendor Item is used to connect a property's internal items with the way a specific vendor identifies and prices those items. For example, the Item Master may contain Housekeeping Tissue , while a vendor's invoice may call it HT-500 or Premium Tissue . Vendor Item stores that vendor-specific code and name so the system can match the invoice line to the correct internal item. Where to Open It Open the Vendor Item page from Vendor Management. The page displays items from Item Master and allows the user to filter them by vendor, category, subcategory, assignment status, and search text. The page does not create a new item. Items must first exist in Item Master . Vendor Item only adds vendor-specific information to those existing items. Vendor Item List Fields The list is generated from active Item Master records and the vendor assignments for the selected property. Field Use What it shows Vendor Name Identifies the supplier linked to the assignment. The vendor assigned to the item. An item can show multiple assigned vendors. Item Code Identifies the internal item. The code maintained in Item Master. Item Identifies the internal inventory item. The item that will be used for stock and receiving. Category Groups items for filtering and reporting. The item's category from Item Master. Sub Category Provides a more detailed item grouping. The item's subcategory from Item Master. Vendor Item ID Stores the vendor's product code or SKU. The code printed on the vendor invoice. Vendor Item Name Stores the vendor's description for the item. The name or description used by the vendor. Price Stores the vendor-specific item price. The assigned vendor price; when no assignment exists, the item purchase rate may be shown as the fallback. Assignment Status Shows whether the item is mapped to the selected vendor. Assigned or unassigned. How to Assign an Item to a Vendor Create the vendor in the Vendor page first. Confirm that the item already exists and is active in Item Master . Open the Vendor Item page. Select or filter by the vendor. Find the required item using search, category, or subcategory filters. Enter the vendor's item code in Vendor Item ID . Enter the vendor's invoice name or description in Vendor Item Name . Enter the vendor's price in Price , if available. Select the item for assignment. Save the assignment. Confirm that the item appears as assigned and that the vendor-specific values are displayed. Important Save Behaviour The assignment is specific to both the vendor and the property . There can be one Vendor Item record for a vendor and property. The record contains all assigned items for that combination. Saving assignments updates the existing record when one already exists. If an item is not assigned, the system can still display it in the list, but it will not be available through that vendor's assignment mapping. An item can be assigned to more than one vendor. The Vendor Item list builds an assigned-vendor list for each item. How the assignment is used in other pages 1. Inventory Receive When it is used: When receiving stock from a vendor or reading a vendor invoice. How it works: The user selects a vendor in Inventory Receive or sends a vendor ID with the invoice. The system loads Vendor Item assignments for that vendor and property. The system first tries to match invoice data with Item Master values. If no direct Item Master match is found, it compares the invoice item code or item number with the Vendor Item ID . It can also compare the invoice item description with the Vendor Item Name . When a match is found, the system links the invoice line to the correct internal item and adds it to the inventory receipt. The received quantity and price can then be used for stock updates and inventory reports. The assignment is especially important for invoices where the vendor's product code or description is different from the internal item code or name. 2. Inventory Stock When it is used: When reviewing current stock by vendor. Selecting a vendor filters the stock item list to items assigned to that vendor. The page also uses Vendor Item data to show vendor context and vendor-related item information. 3. Stock History When it is used: When reviewing past stock movements. If a stock history record does not already contain the vendor name or vendor ID, the system can use the Vendor Item mapping for the item to fill that vendor context. 4. Inventory Analytics and Vendor Reports Pages/reports: Inventory analytics, Vendor Spend Summary, Vendor Spend Detail, and Vendor Unmapped Item Report. Vendor Item supports vendor-based analysis by connecting received invoice lines to a vendor and internal item. The mapped vendor item ID is also available in detailed inventory and unmapped-item results. The Vendor Unmapped Item Report is useful for finding invoice items that could not be matched. Those rows are candidates for a new Vendor Item assignment. What Happens When Related Data Changes Vendor name changes When a vendor name is updated, the system updates the stored vendor name in Vendor Item records and inventory receipts linked to that vendor. Item name changes When an Item Master item name is updated, the system updates the matching item name in Vendor Item records. Related inventory, stockroom, and stock records are updated as well. Item deletion An Item Master item cannot be deleted when it is used by a Vendor Item assignment or other dependent inventory records. The system reports that the item is in use until those dependencies are handled. Vendor deletion A vendor cannot be deleted while it has Vendor Item assignments or inventory receipts linked to it. Troubleshooting Problem Likely cause Action Vendor does not appear The vendor is missing, inactive, or outside the current company context. Confirm the vendor exists and use the correct company session. Item does not appear The item is inactive or not available to the current property. Check Item Master and the item's property/global settings. Invoice line is unmapped Vendor Item ID or Vendor Item Name does not match the invoice. Update the mapping with the exact vendor code or invoice description. Vendor filter shows no items No Vendor Item assignment exists for that vendor and property. Assign the item for the correct property. Assignment disappeared The assignment list was empty or the previous mapping was replaced. Reopen Vendor Item and save the complete intended assignment list. PMS Dashboard Overview The PMS Dashboard provides a real-time, property-level summary of reservations, room status, and room availability. It allows administrators and staff to quickly review occupancy, arrivals/departures, housekeeping status, and rate information for the selected property and date, all from a single screen. The PMS Dashboard refreshes automatically every 10 minutes, pulling updated data from the PMS Dashboard. Each section also includes a manual refresh control to pull the latest data on demand. PMS Dashboard Screen The Choice Dashboard displays a property selector and date selector at the top, followed by four main sections: Reservations — Displays key reservation metrics such as occupancy, ADR, arrivals, departures, and check-in status for the current date. Room Status — Displays a breakdown of rooms by housekeeping and occupancy status, with links to view the corresponding rooms. Room Status Breakdown — Displays a summary of check-ins, stay-overs, vacant rooms, and out-of-order rooms. Available Rooms by Room Type — Displays a table of room types with their available count and rate. PMS Dashboard - Tablet View Displays a comprehensive view of reservation metrics, room status, check-in/stay-over/vacant/out-of-order breakdowns, and available rooms by room type with pricing, for the selected property and date. PMS Dashboard - Mobile View Displays key reservation metrics such as occupancy, ADR, arrivals, and departures, along with a real-time breakdown of room status for the selected property and date. Key Fields Header Property Selector — Allows the user to select the property for which dashboard data is displayed. Date — Displays the date and time as of which the dashboard data is shown. Property / Date (Reservations panel) — Allows filtering the Reservations section by a specific property and date. Reservations Today's Occupancy — Displays the current occupancy percentage for the selected date. Expected ADR — Displays the expected Average Daily Rate for the selected date. Total Departures Today — Displays the total number of guests scheduled to depart on the selected date. Total Arrivals Today — Displays the total number of guests scheduled to arrive on the selected date. Total Rooms Available — Displays the total number of rooms available for the selected date. Check Ins Completed — Displays the number of check-ins completed so far for the selected date. Check Ins Remaining — Displays the number of check-ins still pending for the selected date. Vacant/Dirty Rooms Remaining — Displays the number of rooms that are vacant but not yet cleaned. Refresh — Manually refreshes the Reservations data. Room Status Vacant/Clean — Displays the count of rooms that are vacant and clean, with a link to view those rooms. Occupied/Clean — Displays the count of rooms that are occupied and clean, with a link to view those rooms. Vacant/Dirty — Displays the count of rooms that are vacant and not yet cleaned, with a link to view those rooms. Occupied/Dirty — Displays the count of rooms that are occupied and not yet cleaned, with a link to view those rooms. Out Of Order — Displays the count of rooms marked out of order, with a link to view those rooms. View Rooms — Navigates to the filtered list of rooms for the selected status. Refresh — Manually refreshes the Room Status data. Room Status Breakdown Check Ins — Displays the number of rooms associated with today's check-ins. Stay Overs — Displays the number of rooms occupied by guests staying over (not checking in or out today). Vacant — Displays the total number of vacant rooms, regardless of clean/dirty status. Out Of Order — Displays the total number of rooms marked out of order. Refresh — Manually refreshes the Room Status Breakdown data. Available Rooms by Room Type Total available rooms — Displays the total number of available rooms across all room types. Room Type — Displays the code or name of the room type. Rooms — Displays the number of available rooms for that room type. Rate — Displays the rate associated with that room type. Refresh — Manually refreshes the Available Rooms by Room Type data. Steps View Reservations Summary Navigate to the Choice Dashboard. Select the required property from the property selector. Select the required date. Review the Reservations section for Today's Occupancy, Expected ADR, Total Departures Today, Total Arrivals Today, Total Rooms Available, Check Ins Completed, Check Ins Remaining, and Vacant/Dirty Rooms Remaining. Click Refresh to manually update the data if needed. View Room Status Open the Choice Dashboard. Review the Room Status section for the counts of Vacant/Clean, Occupied/Clean, Vacant/Dirty, Occupied/Dirty, and Out Of Order rooms. Click View Rooms next to any status to see the corresponding filtered room list. Click Refresh to manually update the data if needed. View Room Status Breakdown Open the Choice Dashboard. Review the Room Status Breakdown section for Check Ins, Stay Overs, Vacant, and Out Of Order counts. Click Refresh to manually update the data if needed. View Available Rooms by Room Type Open the Choice Dashboard. Review the Total available rooms count. Review the Available Rooms by Room Type table for the Rooms and Rate associated with each Room Type. Click Refresh to manually update the data if needed. Important Notes The Choice Dashboard refreshes automatically every 10 minutes from the PMS Dashboard. Each section (Reservations, Room Status, Room Status Breakdown, Available Rooms by Room Type) also has its own manual Refresh control to fetch the latest data on demand. Data shown reflects the selected property and date. The Room Status and Room Status Breakdown sections both summarize room information but from different groupings — one by cleaning/occupancy combination, the other by guest activity type (check-ins, stay-overs) and room condition. The Available Rooms by Room Type table always reflects the current total available rooms across all listed room types. Audit Dashboard Overview The Audit Dashboard provides a consolidated view of the results generated after the PMS audit is run. It displays the audit summary, revenue details, daily activity, guest statistics, and available PMS audit reports for the selected property and audit date. When the audit is completed in the PMS, the Audit Dashboard fetches the audit results and presents them for review. The dashboard uses T-1 (yesterday) as the default date, based on the current system date. Users can change the date to review audit information for another day. The Audit Dashboard also allows users to download the available PMS audit reports directly from the Report Details section. Audit Dashboard Screen The Audit Dashboard displays the property selector and date filter at the top, followed by the following main sections: Night Audit Summary — Displays key audit performance metrics such as Occupancy, ADR, RevPAR, Room Revenue, Other Revenue, and Total Revenue. Room Statistics — Displays total rooms, out-of-order rooms, rooms available to sell, occupied rooms, stay-over rooms, and revenue rooms. ADR Statistics — Displays detailed revenue and ADR-related audit metrics. Revenue Details — Displays payment-method-wise revenue information, including opening balances, today's totals, adjustments, today's net amount, PTD, and YTD. Daily Activity — Displays guest and reservation activity for the selected audit date. Guest Statistics — Displays guest counts and average revenue/rate metrics. Report Details — Provides downloadable PMS audit reports generated from the audit process. Key Fields Header Property Selector — Allows the user to select the property for which audit information is displayed. Date Filter — Determines the audit date for which the dashboard information is displayed. Default Date — The date filter defaults to T-1 , meaning the current system date minus one day (yesterday). Change Date — Allows the user to select a different date and retrieve the corresponding audit information. Night Audit Summary Occupancy — Displays the occupancy percentage calculated from the audit results for the selected date. ADR — Displays the Average Daily Rate calculated for the selected audit date. RevPAR — Displays Revenue Per Available Room for the selected audit date. Room Revenue — Displays the total revenue generated from rooms. Other Revenue — Displays revenue generated from sources other than room revenue. Total Revenue — Displays the combined revenue total for the selected audit date. Refresh — Manually refreshes the Night Audit Summary data. Room Statistics Total Rooms — Displays the total number of rooms configured for the selected property. Out Of Order — Displays the number of rooms currently marked as out of order. Rooms Available to Sell — Displays the number of rooms available for sale after considering unavailable rooms. Total Occupied Rooms — Displays the number of rooms occupied for the selected audit date. Stay Over Rooms — Displays the number of occupied rooms that are continuing their stay. Total Revenue Rooms — Displays the number of rooms contributing to revenue. Comp Rooms — Displays the number of complimentary rooms. Day Use Rooms — Displays the number of rooms used for day-use reservations. Total Non-Revenue Rooms — Displays the number of rooms categorized as non-revenue rooms. Refresh — Manually refreshes the Room Statistics data. ADR Statistics The ADR Statistics section provides detailed audit calculations related to room revenue, occupancy, and ADR. Total Revenue — Displays the total room revenue used in the audit calculations. ADR for Total Revenue Rooms — Displays the ADR calculated based on total revenue rooms. STR (STAR) RevPAR — Displays the RevPAR value used for STR/STAR reporting. Occ% of Total Available Rooms — Displays occupancy as a percentage of total available rooms. Occ% of Total Rooms — Displays occupancy as a percentage of total property rooms. Room Revenue (Exempt From All Tax) — Displays applicable room revenue exempt from all taxes. Total Room Revenue — Displays the total room revenue. STR (STAR) Occ% of Total Rooms — Displays the occupancy percentage used for STR/STAR reporting. ADR for Total Occupied Rooms — Displays ADR calculated using occupied rooms. Other Revenue — Displays applicable revenue categorized outside room revenue. The section also includes a graphical representation of the audit metrics for easier comparison. Revenue Details The Revenue Details section provides payment-method-wise revenue information retrieved from the PMS audit. Payment Method — Displays the payment method used for the transaction, such as Visa Payment, Guest Refund, American Express, Discover, Direct Bill, Check, Cash, and Master Card. Opening — Displays the opening balance for the payment method at the start of the audit period. Today Totals — Displays the total transactions recorded for the payment method for the selected audit date. Adj. — Displays adjustments applied to the payment method. Today Net — Displays the net amount for the selected audit date after applicable adjustments. PTD — Displays the period-to-date amount. YTD — Displays the year-to-date amount. Total — The donut chart provides a visual representation of the total revenue amount across payment methods. Refresh — Manually refreshes the Revenue Details data. Daily Activity The Daily Activity section provides a summary of reservation and guest activity for the selected audit date. Arrived With Reservations — Displays the number of guests/reservations that arrived with existing reservations. Walk Ins — Displays the number of guests who arrived without a prior reservation. No Shows — Displays the number of reservations marked as no-show. Cancellations for Today's Arrivals — Displays the number of reservations cancelled for arrivals scheduled on the selected date. Departures — Displays the number of departures recorded for the selected audit date. Checked Out Today — Displays the number of guests who checked out on the selected date. Stay Overs — Displays the number of guests/rooms continuing their stay. In-house Guests — Displays the total number of guests currently in-house. Refresh — Manually refreshes the Daily Activity data. Guest Statistics The Guest Statistics section provides summarized guest and rate information. Total Number of Guests — Displays the total number of guests for the selected audit date. Number of Adults — Displays the total number of adult guests. Number of Children — Displays the total number of children. Average Adults per Room — Displays the average number of adults per occupied room. Average Rate per Adult — Displays the average room rate calculated per adult. Average Revenue per Adult — Displays the average revenue generated per adult. Refresh — Manually refreshes the Guest Statistics data. Report Details The Report Details section provides access to PMS reports generated as part of the audit process. Available reports include: Final Transaction Closeout — Downloads the final transaction closeout report. Hotel Statistics — Downloads the hotel statistics report. Ledger Summary — Downloads the ledger summary report. Pre-Paid Reservations — Downloads the pre-paid reservations report. Tax Exempt List — Downloads the tax-exempt reservation/transaction list. Hotel Journal Summary — Downloads the hotel journal summary report. In House List — Downloads the list of guests currently in-house. No Show Report — Downloads the no-show report. Shift Reconciliation Closeout — Downloads the shift reconciliation closeout report. Print All Night Audit Reports — Downloads/prints the complete set of available night audit reports. Each report has a Download control that allows the user to retrieve the corresponding PMS audit report. Steps View the Daily Audit Report Run the Night Audit in the PMS. Once the audit is completed, navigate to the Audit Dashboard . Select the required property from the property selector. By default, the date filter is set to T-1 , which represents yesterday's date. The Audit Dashboard fetches the audit information for the selected date. Review the Night Audit Summary for Occupancy, ADR, RevPAR, Room Revenue, Other Revenue, and Total Revenue. Review the Room Statistics for room availability and occupancy information. Review the ADR Statistics for detailed revenue and occupancy calculations. Review Revenue Details to verify payment-method-wise audit totals. Review Daily Activity and Guest Statistics for guest and reservation activity. Change the Audit Date Navigate to the Audit Dashboard . Locate the date filter at the top-right of the dashboard. By default, the date is set to T-1 (yesterday) . Click the date filter. Select the required audit date. The dashboard retrieves and displays the audit information for the selected date. Review the required audit sections and reports. Download a PMS Audit Report Navigate to the Audit Dashboard . Select the required property and audit date. Scroll to the Report Details section. Locate the required PMS audit report. Click the Download icon for the report. The selected audit report is downloaded for further review or record keeping. Download All Night Audit Reports Open the Audit Dashboard . Select the required property and audit date. Navigate to the Report Details section. Click Print All Night Audit Reports . The system generates the complete set of available night audit reports for the selected audit date. Important Notes The Audit Dashboard displays data generated by the PMS Night Audit . Audit data is fetched after the audit is run and completed in the PMS. The default audit date is T-1 (current date minus one day) . Users can change the date filter to review audit information for another date. The selected property determines which property's audit information is displayed. Revenue Details provides a payment-method-wise breakdown of audit transactions. Daily Activity and Guest Statistics provide additional operational information from the completed audit. The Report Details section provides direct access to PMS audit reports. Individual reports can be downloaded using their respective download controls. Print All Night Audit Reports provides an option to retrieve the complete set of available audit reports. The audit dashboard should be reviewed after the PMS audit is completed to verify revenue, room, guest, and transaction information. Maintenance Overview The SpendWell iHospitality Maintenance module manages the complete maintenance lifecycle, from identifying a maintenance issue in a room or property area through task creation, assignment, execution, inspection, rework, and completion. The module supports two maintenance task creation workflows: Maintenance Assignment by Manager and Maintenance Task Creation from the Housekeeping module by Housekeeper . Both workflows use the same maintenance categories, checklist configuration, task tracking, inventory management, and completion process. SpendWell iHospitality also synchronizes room Out of Service status and maintenance task status with the property's PMS , helping maintain consistent room and maintenance information across both systems. Maintenance Workflow The Maintenance module consists of three main areas: Maintenance Category – Defines maintenance types, checklists, SLA, stock requirements, and inspection rules. Maintenance Assignment – Allows managers to create and assign maintenance tasks and allows housekeepers to report maintenance issues through the Housekeeping module. Maintenance Task Tracker – Manages task execution, checklist completion, inventory usage, inspection, rework, and final completion. Maintenance Flowchart 1. Maintenance Category Purpose: Define the type of maintenance work and the requirements for completing it. Maintenance Categories establish the standards and requirements employees must follow for different maintenance activities. Key Features Create maintenance categories such as Electrical Maintenance, Plumbing Maintenance, and HVAC Maintenance. Add checklist items and configure their display order. Set checklist items as Active or Inactive. Configure whether checklist items require notes or photos. Define the maintenance SLA in hours. Enable Stock Managed when maintenance work requires parts or materials from store-room inventory. Enable Requires Inspection when maintenance work must be inspected before completion. Configure the user roles authorized to inspect maintenance tasks. Active categories and checklist items are used for new assignments. Inactive categories and checklist items are excluded from new assignments. Categories already in use cannot be deleted. Stage: Setup 2. Maintenance Assignment Purpose: Create maintenance tasks, identify the affected location, and assign work to employees. Maintenance tasks can enter the system through two separate workflows. A. Maintenance Assignment by Manager The manager creates and assigns maintenance tasks directly from the Maintenance module. Key Features Generate a maintenance code for the task. Select the maintenance category and assigned employee. Set the task priority and SLA. Select the location type: Room or Area. For room-based tasks, select the applicable floor and room. For area-based tasks, select the applicable property area. Add a task description and upload supporting attachments. Mark the room Out of Service when required. Automatically apply the configured maintenance checklist. Check store-room inventory when Stock Managed is enabled. Create the task and make it available in the Maintenance Task Tracker. Workflow: Create Assignment → Configure Task Details → Check Stock Requirements → Assign Employee → Task Available in Task Tracker B. Maintenance Task Creation by Housekeeper The housekeeper reports a maintenance issue directly from the Housekeeping module when a defect or maintenance requirement is identified during room cleaning or other housekeeping activities. Key Features Create a maintenance task without leaving the Housekeeping module. Identify the affected room or property area. Select the applicable maintenance category. Enter the issue description and add supporting photos or attachments. Save the reported issue with the Reported status. Make the task available to the manager for review. Allow the manager to validate the issue, set priority and SLA, and assign an employee. Continue the task through the same Maintenance Task Tracker used for manager-created tasks. Workflow: Identify Issue → Create Maintenance Task → Enter Details → Save as Reported → Manager Review → Assign Employee 3. Maintenance Task Tracker Purpose: Execute maintenance work and manage checklist completion, inventory usage, inspection, rework, and closure. The Maintenance Task Tracker provides a centralized workspace where employees and managers can monitor maintenance tasks throughout their lifecycle. Maintenance Task Statuses Reported: A new maintenance issue has been created and is awaiting review or assignment. Assigned: The maintenance task has been assigned to an employee. In Progress: The assigned employee has started the maintenance work. Pending Inspection: The employee has completed the required work and submitted the task for inspection. Rework: The inspector has identified work that requires correction. Completed: The maintenance work has been completed and all required inspection steps have been passed. Employee Responsibilities The assigned employee can: Open the assigned maintenance task. Start the task and move it to In Progress. Review and complete the configured maintenance checklist in the required order. Add notes and photos when required. Record parts and materials used for maintenance. Complete the work and submit it for inspection when inspection is required. Complete the task directly when inspection is not required. Fix rejected items when the task is returned for Rework. Resubmit the corrected task for inspection. Manager Responsibilities The manager can: Review maintenance issues reported by housekeepers. Create and assign maintenance tasks directly. Set task priority, SLA, category, location, and employee. Monitor task progress and overdue work. Mark a room Out of Service when necessary. Monitor inventory usage for stock-managed maintenance. Review task progress and manage room status according to permissions. Inspector Responsibilities When inspection is required, an authorized inspector can: Open tasks in Pending Inspection. Review the completed maintenance checklist and supporting notes or photos. Approve the completed work. Send the task to Rework if corrective work is required. Review the task again after the employee completes the rework. Approve the task when the required work meets the property's maintenance standards. If inspection is not required, the task proceeds directly to Completed after the required work and checklist are completed. Stage: Execution, Inspection, and Completion 4. Inventory and Stock Management Purpose: Track maintenance parts and materials issued from the property's store-room inventory. When a maintenance category is configured as Stock Managed, the maintenance workflow checks the available inventory before parts are issued for the task. Key Features Check available quantities in the applicable store-room inventory. Select the parts or materials required for the maintenance task. Record the quantity issued against the maintenance task. Update inventory balances according to the actual quantity issued. Maintain a record of parts used for each maintenance task. Support inventory tracking for stock-managed maintenance work. When Stock Managed is disabled, the task follows the normal maintenance workflow without the required store-room stock-issue process. 5. Room Out of Service Management Purpose: Prevent a room from being treated as available when maintenance makes it unsuitable for guest occupancy. An authorized employee or manager can mark a room Out of Service when maintenance work requires the room to be unavailable. Key Features Mark the affected room Out of Service during maintenance task creation or execution. Synchronize the Out of Service room status with the PMS. Keep the room unavailable according to the property's configured PMS room-status rules. Clear the Out of Service condition after the issue is resolved and the room is authorized to return to service. Synchronize the restored room status back to the PMS. Important: Completing a maintenance task does not automatically clear the room's Out of Service condition. Room availability should be restored only after the required authorization and room-status checks. Key Rules Maintenance tasks can be created by a manager or reported by a housekeeper. Both entry points use the same maintenance task lifecycle. Housekeeping-generated issues start with the Reported status and are reviewed before assignment. Only active maintenance categories and checklist items apply to new assignments. Checklist items must be completed in the configured order. Only authorized user roles can inspect tasks. Stock-managed maintenance must follow the configured store-room inventory issue process. Tasks requiring inspection cannot be completed until the required inspection is approved. Rejected tasks return to the employee for Rework and must be submitted for inspection again. Tasks not requiring inspection can proceed directly to Completed after all required work is finished. Room Out of Service status and relevant maintenance task updates are synchronized with the PMS according to the configured integration. A room's Out of Service status must be cleared separately when appropriate. Roles and Responsibilities Manager: Creates assignments, reviews reported issues, assigns employees, monitors maintenance progress, manages Out of Service status, and oversees inventory usage. Housekeeper: Reports maintenance issues from the Housekeeping module and submits them for manager review. Maintenance Employee: Performs assigned maintenance work, completes checklists, records notes and photos, tracks parts used, and resolves rework. Inspector: Reviews maintenance work, approves successful tasks, or returns tasks for rework according to authorized roles. PMS Synchronization SpendWell iHospitality synchronizes relevant maintenance and room-status information with the property's PMS. Maintenance issue reporting: Housekeeping-generated maintenance issues enter the Maintenance module with the Reported status. Room Out of Service: Room availability changes are synchronized with the PMS. Maintenance task status: Relevant task status updates are synchronized according to the configured PMS integration. Room restoration: When an authorized user clears the Out of Service condition, the restored room status is synchronized with the PMS. This workflow helps maintain consistent maintenance records and room availability information across SpendWell iHospitality and the PMS. Maintenance Category A category is the template for a type of work, such as Plumbing, HVAC, Locks, or Electrical. Every new work order copies its checklist, time target, inspection rule, and parts setting from the category chosen at creation. What you set up Setting What it does Maintenance Category The name people pick when they create a work order. Each property can have only one category with that name. Plumbing and plumbing count as the same name. SLA (Hours) How many hours the hotel allows from the moment the problem is reported. Zero means this kind of work has no time target. Stock Managed Turn on when technicians are expected to record parts for this kind of work. Requires Inspection Turn on when a second person must check the work before the work order can be completed. Inspection User Roles The job roles allowed to inspect. This list appears only when Requires Inspection is on. At least one role is required then. Status Active categories appear when someone creates a work order. Inactive categories stay on old work orders and drop out of the choice list. Company and property come from the property you are logged into. Inspection User Roles Turn on Requires Inspection , then choose the roles that may inspect, such as Maintenance Inspector . Until someone starts the inspection, any active person at the property who has one of those roles can open the work order and start it. The first person who starts is the inspector for that work order from then on. Leave inspection off when the technician is trusted to close the work order themselves. Checklist The checklist tab is required. Each row is one step, done from top to bottom. Column What to enter Display Order The step number. The board follows this order. Checklist Item The step name, up to 100 characters. The same name cannot be used twice at the same display order. Status Active steps are copied onto new work orders. Inactive steps are kept on the category and left off new work orders. Require Notes & Photos Turn on when that step needs a written note or a photo before it can be marked done. Example for Plumbing: Order Step Notes and photos Active 1 Shut off the water supply No Yes 2 Replace the supply line Yes Yes 3 Test for leaks No Yes On a new work order, every copied step starts as not done. Only active steps are copied. How to add a category Open Maintenance Category and add a record. Enter the name. Set SLA (Hours) . Use zero when this work has no deadline. Turn on Requires Inspection only when someone else must check the work; then choose the inspection roles. Turn on Stock Managed when parts should be recorded for this work. Add the checklist steps in the order the work is done. Save. Saving a name that already exists at this property is rejected. What is copied onto a work order Creating a work order takes a snapshot of the category at that moment: the category name whether inspection is required the SLA hours whether stock is managed the inspection roles every active checklist step The due time on the work order is the reported time plus the SLA hours. Zero hours means there is no due time. Changing or removing a category later What you change What happens to work orders The category name The name updates on work orders that already use this category. SLA, inspection, roles, stock, or the checklist Work orders already created keep the snapshot they received. They do not pick up the new setup. The category on a work order that is still Reported or Assigned That work order takes a fresh snapshot from the category you pick, including a new checklist. The category on a work order after work has started The change is rejected. Delete Allowed only when no work order uses the category. A built-in system category hides Delete. An inactive category remains on old work orders and no longer appears when someone creates a new one. How this affects the floor Write the steps in the order the job is actually done. On the board, the technician or inspector can mark only the next open step. Turn on Require Notes & Photos for any step that needs proof. That step cannot be completed with an empty note and no photo. Turn on Requires Inspection when the room or area should be checked before the work order closes. Choose roles that real inspectors have. With inspection on and no matching role, nobody on the floor can start the inspection. SLA (Hours) is the time promise. The board marks the work order late when the finish time, or the current time if it is still open, is past the due time. Maintenance Assignment This is where a work order is created, updated, or removed before the technician is deep into the job. The same work order then appears on the Maintenance Task board for the technician and the inspector. Open this from Maintenance Assignment . Housekeeping can also raise one with Report Issue on a housekeeping task. That opens the same kind of work order, with the room already filled in and the source marked as Housekeeping. The checklist, time target, and inspection rule come from the category. See Maintenance Category . Day-to-day start, pause, checklist, and inspection are in Maintenance Task . What you fill in Field Required What to enter Maintenance Code Yes Filled from the property’s Maintenance Task series. It cannot be typed or changed later. Only active employees whose department is Maintenance are shown. Employee No Leave empty to keep the work order in Reported , waiting for someone to assign it. Choose a technician to create it as Assigned . Maintenance Category Yes The type of work. This copies the checklist, SLA hours, inspection rule, inspection roles, and stock setting onto the work order. Priority Yes Low, Medium, High, or Critical. Starts as Low. SLA (Hours) Shown as required On creation, the hours saved are the hours on the category. You can change the hours later by editing the work order. Location Type Yes Room or Area. Floor No Shown for a room. Filters the room list. Room Yes for a room The guest room. The floor and room type are stored with it. Area Yes for an area A public place such as the lobby or pool. The area type is stored with it. Out of Service No Mark the room unavailable. On the task board, this can also be turned on or off later, for a room only. Description No What is wrong. Attachments No Photos of the problem. The person who saves the form is recorded as the one who reported it. The person who assigns a technician is recorded as the one who assigned it. Choosing an employee sends that person a notification that the work order was assigned. Employee -> Only active employees whose department is Maintenance are shown. What happens when you save Employee chosen? Where the work order starts No Reported . It is waiting to be assigned. Yes Assigned . The technician is named, and the assigned time is stored. Work has not started. The due time is the reported time plus the category’s SLA hours. Zero hours means there is no due time. Active checklist steps from the category are copied onto the work order. Each step starts undone. A history line is added: who reported it, or who it was assigned to. Report Issue from housekeeping On a housekeeping task, Report Issue creates a maintenance work order for that same guest room. The room, floor, and room type come from the housekeeping task. The person still chooses the category, priority, description, photos, and, if they want, a technician. The work order is marked as coming from Housekeeping. The message after saving says it was reported and names the technician when one was selected. Who can see the list The list is for the property you are logged into. It can be filtered by the date the work order was reported. Login Work orders in the list Admin All of them. Supervisor, with full edit rights on maintenance Their own, their team’s, ones 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. The list shows the code, category, location, employee, priority, SLA hours, due time, out of service, description, photos, who assigned it, and the reported date. It can be exported to Excel. Edit A completed work order cannot be edited. These can be changed while the work order is still open: description, photos, priority, location, out of service, and SLA hours. Changing the hours recalculates the due time from the original reported time. The category and the technician can be changed only while the work order is Reported or Assigned , before anyone has started the timer. Changing the category replaces the checklist, inspection rule, inspection roles, SLA hours, and stock setting with a fresh copy from the new category. Changing the technician moves the work order to Assigned , records who assigned it, adds a history line, and notifies the new technician. These stay under the control of the task board, and a normal edit does not overwrite them: the column, the timer, the checklist progress, the history, the notes, the inspector, and the maintenance code. Delete Delete is available only while the work order is Reported or Assigned . After the technician starts, the work order stays on record through rework and completion. Assign from this form and from the board You can name the technician here at creation or while editing, as long as work has not started. On the Maintenance Task board, a supervisor can also assign, reassign, or clear the technician. Clearing the technician sends the work order back to Reported and notifies the removed person. That board behavior is described in Maintenance Task . The employee list shows people in the Maintenance department for this property: Tag Meaning Present Clocked in. Schedule Has a published shift today and is not clocked in. Absent Neither clocked in nor on today’s published schedule. A supervisor with full rights sees the maintenance team under their roles. A person with only self rights sees themselves. 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 Task . You can use a list or a board with one column per stage. Maintenance Task has two views. The icons at the top right switch between them. Desktop opens in Kanban View . A phone opens in Plain View . 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. 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. Each save is added to the work order history. 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 on 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 .