Housekeeping Cube

This guide covers the essential workflows for community staff to manage housekeeping services, including processing incoming requests, editing ticket details, and marking items as billable for invoicing.

Table of Contents

1. Processing Housekeeping Requests
2. Submitting Requests for Residents
3. Editing Ticket Details
4. Marking Requests as Billable

1. Processing Housekeeping Requests

Service staff use the Housekeeping dashboard to track and manage incoming service needs for residents.

• Dashboard Navigation: Access the service via Housekeeping > Requests in the back-office sidebar.

• Monitoring Requests: The sidebar and grid display a colored dot and numerical counter to indicate new, unhandled requests.

  

• Grid Overview: Each line represents a unique ticket containing the client name, request date, specific issue, and priority level.
• Status Management: Staff can update the request status directly from the action dropdown in the grid or within an opened ticket to keep residents informed via automated notifications.

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2. Submitting Requests for Residents

Staff can register new housekeeping tasks on behalf of residents through two primary methods.

• Entry Options: Click the plus (+) icon in the Housekeeping cube on the home screen or navigate to the back-office Requests list and click [Add request].

• Resident Selection: Search for the resident by name or residence number to link the request to their profile.
• Request Details:
  • Location & Room: Specify the exact area for service and indicate if staff have permission to enter while the resident is away.
  • Issue Type: Select from common issues or use "Other" to provide custom details in the comments.
  • Priority: Assign a level (Low, Medium, High) for internal planning; this field is not visible to the resident.

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3. Editing Ticket Details

Existing requests can be modified if schedules change or additional information is required.

• Manual Updates: Click on a specific ticket to view its full details. Use the pencil icon next to any field (such as due date or priority) to make changes.
• Staff-Resident Communication: The comments field allows one-to-one communication between staff and the resident, which is visible to the resident when they view their request.
• Documentation: Staff can generate a PDF version of the housekeeping request for physical records or printing.

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4. Marking Requests as Billable

For communities with billing enabled, staff can tag specific housekeeping tasks for end-of-month invoicing.

• Configuration: This feature must be activated in your community setup by your Cubigo point of contact.
• Marking Items: Within a request, select "Yes" for the billable field and choose a configurable billable reason.
• Amount Management: The linked amount is automatically filled based on configuration, but staff can freely edit or overwrite this amount if necessary.
• Consolidation: Billable items are written to the Invoice overview in User Management once the request status is set to "Done".
• Finalization: Once a billable line is exported for an actual invoice, it becomes locked and can no longer be edited in the request details.

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