Preparation cycles and correcting mistakes

This page covers the most sensitive part of an administrator’s work: correcting something that has already been recorded.

What is a preparation cycle?

Every confirmed checkout opens a room preparation cycle. The cycle is completed when an administrator accepts its canonical checkout cleaning. Other unresolved blocking work may leave the room blocked even after the cycle has been completed.

A cycle has:

• a date and actual checkout time;
• a main cleaning — the cleaning used to calculate readiness;
• a status;
• sometimes an external reference, such as a booking number in another system.

Room readiness is derived from the latest cycle. That is why it cannot be changed manually; see Room states.

In Rooms, an active cycle with assigned main cleaning that has not yet been submitted remains awaiting cleaning:

205DG

Occupied

Readiness

Awaiting cleaning

Stay

1–9 Aug 2026

Assignee

DHDemo housekeeper

How to find the relevant checkout

Open Calendar, switch to Day view, and select a date. It brings together check-ins, checkouts, cleaning, and other work for that day.

A confirmed checkout row shows:

• the actual checkout — when the guest vacated the room;
• who confirmed it;
• a note if the record has already been corrected as erroneous or a duplicate.

Select the row to open the main cleaning. If the cycle can be corrected, “Correct departure details” sits in the More fold beside the card’s actions. The record is not retrospectively edited: the correction becomes a separate event in the task and room history.

Correcting cycle details

Open the confirmed checkout in Schedule. The system opens the main cleaning for that cycle. Open the More fold on the card, select “Correct departure details” and then “Save the correction”. You can also get there from the room card by opening the main cleaning in the recent tasks list.

You can correct:

Item	When it is useful
Correct room	the checkout was recorded against the wrong room
Correct checkout time	the wrong time was entered
New cleaning assignee	the compatibility field appears whenever another room is chosen; if the previous assignee does not suit the new room, choosing another active employee is mandatory
External link	the wrong booking was recorded, or the reference must be removed

Each field can be left unchanged, using options such as “Do not change the room number”, “Do not change the cleaning assignee”, and “Do not change” for the reference. Correct only an assignment through the task’s usual “Assign” action, without correcting the cycle. Select at least one change to the cycle details, or the system will say there is nothing to correct.

A reason is required. Write enough to make the situation clear a month later: use “checkout recorded in 305 instead of 304”, not simply “mistake”.

Correcting an erroneous checkout

This is a separate and more serious action: “Correct mistakenly specified checkout time”. It invalidates the entire cycle.

There are two reasons:

• Departure incorrectly recorded — the guest did not actually leave;
• This is a duplicate of another cycle — checkout was confirmed twice; in this case, select the correct cycle, which will then determine readiness.

1. Open the cycle’s main cleaning through the confirmed checkout in Schedule or the room’s task list.
2. Select “Correct departure details”.
3. Select “Correct mistakenly specified checkout time”.
4. Select a reason.
5. For a duplicate, select the correct cycle from the list.
6. Describe why the correction is necessary.
7. Confirm.

The correction itself remains in the history. If it later becomes clear that the cycle was invalidated by mistake, use the separate “Restore the cycle and cleaning.” action. It does not erase the previous record.

When restoring, describe the required cleaning result and provide a reason. In one action, the system makes the cycle canonical again and opens its main cleaning without an assignee or exact hour. The cleaning appears in “Important” for distribution; then use a separate action to select an active housekeeper and a valid exact hour.

Restoration is available only for an invalid cycle with a cancelled main cleaning, provided that no later cycle has appeared, the room has no other active cycle, and the cycle itself has no other canonical cleaning. Before the action, therefore, check the day’s checkouts and the room’s task history.

What a correction does not do

• It does not delete previous records. Both the mistake and its correction remain visible.
• It does not clear a room blocker by itself. If a fault is blocking the room, the cycle is unrelated; accepting or reclassifying that work clears the blocker.
• It does not undo a completed cleaning as a historical fact. It remains in the history with its assignee and result.

If correction is unavailable

Available actions depend on both the role and the cycle state. Only an active administrator or organisation owner can correct a cycle. Select “Correct checkout details” to see the options permitted for that cycle. Restoration appears only for an invalid cycle when it will not violate the restrictions below.

If the required button is missing, check whether:

• your role does not allow cycle correction;
• the cycle is already active or complete, so it does not need restoring;
• another cycle has appeared after it, or the room already has an active cycle;
• the cycle already has another canonical cleaning.

Do not try to bypass the restriction by creating new tasks or a second checkout. Contact the owner.

How to investigate a disputed situation

1. Open Schedule on the relevant date in Day view and find the record.
2. Check who confirmed the checkout and when.
3. Open the room card and its timeline, which contains every task event for that room.
4. Only then decide what to correct.

Next: Employees and roles.