Property and room directory

The directory is a list of your properties and their rooms. It is available only to the owner and lives on the separate ‘Properties’ page in the side menu.

Everything else in the system relies on it: every active employee belongs to all properties in the organisation, every task belongs to a property, and work in a particular room also belongs to that room. Overview screens combine properties; role and relationship to a task continue to restrict the data.

Property

A property is a hotel, house, or apartment complex. It has a name — the name people use when speaking about it.

1. Open ‘Properties’ in the side menu.
2. Select ‘Add a property’.
3. Enter a name.
4. Save.

Employees will see the name on their task cards and in organisation-wide lists. Write the name people actually say: ‘Alatau Guest House’, not ‘GH-1’.

You can change the name later using ‘Edit Property’.

Rooms

A room is a space that is cleaned and prepared for check-in.

Owners and administrators see these cards in the ‘Rooms’ work list.

204DG

Occupied

Readiness

Cleaning in progress

Stay

1–9 Aug 2026

Assignee

DHDemo housekeeper

1. Select a property on the ‘Properties’ page.
2. Select ‘Add Room’.
3. Enter the room number or name.
4. Add a short note if necessary.
5. Save.

After creation, the form remains open and shows the rooms already added. This lets you add a whole property in sequence; when you have finished, select ‘Done’.

How to name rooms

The room name is displayed in the corner of every card — it is the first thing that catches a housekeeper’s eye when walking down a corridor. Therefore:

• use what is written on the door: 204, not Room 204;
• keep the length consistent: if your rooms are 101–412, do not add 7;
• do not put explanations in the name; use the separate note for them.

Note

This is an optional permanent note about the room. It appears separately from the name on the card and is suitable for information needed in day-to-day work.

Do not record one-off assignments or problems here. Create a task for them so that the assignee, deadline, and completion history are retained.

Cleaning during a stay

If guests stay for a long time, the room is cleaned during the stay as well as after checkout. The ‘Cleaning during stay’ field sets how many days apart these cleans occur. For a new property, the default is 3: the system schedules cleaning on every third day of a stay. Counting begins only from the operational day of the actual check-in. Before that, the system can prepare stable ‘Scheduled’ cards but does not make them actionable. If the actual check-in is recorded outside the planned dates, the schedule remains paused until the period is corrected.

Clear the field only if cleaning during stays is intentionally not required at this property.

Cleaning is never scheduled on the check-in day — the room has just been prepared — and never on the checkout day, when it has its own checkout cleaning. The interval can be changed or disabled for an individual stay without changing the property.

Changing the property’s interval recalculates all active stays that use ‘Standard’. This normally takes a few seconds. Distant dates appear as ‘Scheduled’ tasks. For today and the next two operational days, they become ‘Ready to do’ only after actual check-in is recorded with agreed dates; a custom schedule for an individual stay does not change.

What the directory does not do

• It does not delete rooms. A space with a work history remains, otherwise past tasks would lose the record they referred to.
• It does not replace a booking system. ATQAR stores operational stays and the linked primary guest with a limited set of data: name, telephone number, note, and blocklist warning. Price, number of guests, documents, address, email address, and correspondence are outside this scope. See Bookings and stays and Guests.
• It does not set readiness. Readiness is derived from work — see Room states.

If the directory changed while you were editing it

This can happen when two people edit the same property at the same time. The system tells you that the directory has already changed and does not silently overwrite someone else’s edit.

Reopen the record, review the current value, and apply your change on top of it.

Setup order for a new property

1. Create the property.
2. Add every room and check that the names match the signs on the doors.
3. Check the cleaning-during-stay rules.
4. Check employee roles: the new property will appear for the whole active team automatically (see Employees and roles).
5. Confirm the first checkout — this starts the first preparation cycle.

The full directory, readiness, notes, and stays are available to owners and administrators. When reporting a problem, a housekeeper or technician selects a room from a separate minimal list: property and room only, without the guest, stay, note, readiness, or other people’s tasks.

Next: Employees and roles.