Assignment codes in Flexkeeping are predefined messages that your staff use to create tasks, repairs, cleaning flaws, cost of quality entries, and positive and negative feedback. This article is for Flexkeeping users who manage the Administration menu. You create assignment codes in the Flexkeeping web app under Administration > Assignment codes. Because the message is predefined, your staff select the assignment code instead of typing the message, and every report of the same situation uses the same wording. If you have many assignment codes, you can import them from a file, and if your property uses multiple languages, you can import translations for the assignment codes.

 

The video Managing Assignment Codes shows how to manage assignment codes in Flexkeeping. 

 

In this article, you can learn about:

• How to set up and use assignment codes in Flexkeeping

  • What are assignment codes in Flexkeeping

    • How to use assignment codes for tasks in Flexkeeping

    • How to use assignment codes for repairs in Flexkeeping

    • How to use assignment codes for cleaning flaws in Flexkeeping

    • How to use assignment codes in the Guest Relations module in Flexkeeping

  • How to create an assignment code in Flexkeeping

  • How to import assignment codes from a file in Flexkeeping

  • How to add translations for assignment codes in Flexkeeping

 

How to set up and use assignment codes in Flexkeeping

What are assignment codes in Flexkeeping

Assignment codes in Flexkeeping serve as predefined messages that you can use for creating the following:

• Tasks

• Repairs

• Cleaning flaws

• Cost of quality entries

• Positive feedback

• Negative feedback

How to use assignment codes for tasks in Flexkeeping

You can use the tasks functionality in Flexkeeping to create internal tasks for your staff. When you create assignment codes for tasks, think of all the potential tasks that you assign to your staff across all departments on a regular basis. These tasks can include:

• Internal tasks, for example topping up the city maps, bringing fresh flowers, or checking for the guests with birthdays.

• Guest requests, for example an extra pillow, an extra towel, or a baby cot.

• Pre-arrival requests, for example a dog in the room, a twin bed, or no feather pillows.

To learn how your staff create and complete tasks, go to How to manage tasks in Flexkeeping.

How to use assignment codes for repairs in Flexkeeping

Assignment codes for repairs are specifically used for reporting repairs to your maintenance department, so think of all the possible repairs that are reported at your property. Here are just a few examples: a blocked shower drain, no electricity in the room, a hairdryer that does not work, air conditioning, or AC, that does not work, or a broken bed frame.

How to use assignment codes for cleaning flaws in Flexkeeping

A cleaning flaw in Flexkeeping is a problem that is found in a room after the room was cleaned, for example during the inspection. If you are not yet familiar with cleaning flaws, you can find more detailed information in the Flexkeeping article Cleaning flaw. When you create an assignment code for a cleaning flaw, think of all the potential cleaning flaws that can happen during the cleaning. For example, dust under the bed, smudged shower glass, or a bed that is not made properly.

How to use assignment codes in the Guest Relations module in Flexkeeping

If you use the Guest Relations module in Flexkeeping, you also want to add assignment codes for the cost of quality and for the positive or negative feedback that you receive from guests. To learn more about the module, go to How to use the guest relation module in Flexkeeping. Here are some examples of assignment codes for the Guest Relations module:

• Cost of quality: create entries for occasions when you comp something to your guests, that is, when you give your guests something free of charge, for example for honeymoons, anniversaries, birthdays, or stays of very important persons, or VIPs. 

• Positive feedback: very clean rooms, friendly staff, or great food.

• Negative feedback: the room was not cleaned properly, a bad smell, or a downgraded room.

How to create an assignment code in Flexkeeping

To create an assignment code in Flexkeeping:

1. In the Flexkeeping web app, go to Administration > Assignment codes.

2. Click the blue + add new assignment code button.

3. Add the following information:

   • Title: the name of the assignment code.

   • Type: choose the type of assignment code that applies, for example task, repair, cleaning flaw, cost of quality, positive feedback or negative feedback. 

   • Property: choose the property that the assignment code should be visible in. If you have more than one property, you can choose one or multiple properties.

   • Categories: choose the category, if applicable. 

   • Change to dirty option: this option is particularly useful for addressing repair and cleaning issues. If you select Yes, the room status changes to dirty when a user chooses this specific assignment code. This is useful when you create a cleaning flaw and report, for example, that the shower is still dirty. In this case, the housekeeper who was cleaning the room is notified that the cleaning flaw was reported and that the room did not pass the inspection, and the housekeeper needs to go back to clean the room properly.

   • Credits: this option allows you to assign the time that is needed to complete the task. Credits are primarily used for tasks related to cleaning public areas.

4. Once you have completed the form, click the green tick icon to save the assignment code.

The screenshot shows the form for a new assignment code in Flexkeeping with the fields Title, Type, Property, Categories, Change to dirty option and Credits. 

How to import assignment codes from a file in Flexkeeping

If you have a batch of assignment codes to input, you can simplify the process by importing the assignment codes from an Excel file instead of creating each assignment code in Flexkeeping. You download a template from Flexkeeping, fill the template in and import the file as a comma-separated values, or CSV, file. To import assignment codes:

1. In the Flexkeeping web app, go to Administration > Assignment codes.

2. In the top right corner, click the Import CSV File button.

3. Click Download Template. An Excel spreadsheet opens.

4. In the Excel sheet, fill in the fields with the necessary information for each assignment code.

5. Once you have completed the Excel sheet, save the file.

6. Return to Flexkeeping and click the Import CSV File button again.

7. This time, choose the Import option.

8. Add the saved Excel file that contains the assignment code details.

9. Confirm the import. The screenshot shows the import options for assignment codes in Flexkeeping, with the Download Template and Import options. 

How to add translations for assignment codes in Flexkeeping

If you use multiple languages at your property, you also need to add translations for the assignment codes. You download a translation template from Flexkeeping, fill in the translations and import the CSV file. To add translations for assignment codes:

1. In the Flexkeeping web app, go to Administration > Assignment codes.

2. On the right side of the screen, click the globe icon.

3. In the translation interface, click the Import CSV File option.

4. Download the translation template that Flexkeeping provides. 

5. Open the downloaded CSV file.

6. Complete the translation for each assignment code in the appropriate languages.

7. Once you have filled in the translations, save the CSV file.

8. In the Flexkeeping web app, go back to Administration > Assignment codes.

9. Click the globe icon again.

10. This time, click the Import button.

11. Add the saved CSV file that contains the translations for the different languages.

12. Confirm the upload. 

 

Once your assignment codes are created, imported or translated, your staff can select the assignment codes in Flexkeeping to create tasks, repairs, cleaning flaws, cost of quality entries, and positive and negative feedback.