A standard operating procedure, or SOP, is a set of written instructions for a task at your property, for example how to clean a room. SOPs are crucial for seamless hotel management, ensuring consistency, guest satisfaction, safety, and operational excellence. With the SOPs module in Flexkeeping, you can easily organize and display the internal standards of your property as digital SOPs. Digital SOPs help you train your staff in a fast and efficient way. You can access the SOPs module directly from the main menu of the Flexkeeping web app. To learn how users open a published SOP, go to How to access standard operating procedures (SOPs) in Flexkeeping.

 

In this article, you can learn about:

• How to create a standard operating procedure (SOP) in Flexkeeping

  • Create an SOP folder in Flexkeeping

  • Add an article or a document to an SOP folder in Flexkeeping

    • Create an SOP article in the editor

    • Upload a document as an SOP

  • Set up the visibility of an SOP in the SOP settings

  • Limitations when creating an SOP in Flexkeeping

 

How to create a standard operating procedure (SOP) in Flexkeeping

In the SOPs module of Flexkeeping, SOPs are organized in folders. You first create a folder, then add an article or upload a document to the folder, and then set up who can see the SOP.

Create an SOP folder in Flexkeeping

1. In the Flexkeeping web app, go to the main menu > SOPs. Click the yellow Edit button.

2. Click +Add.

3. Enter the name of the folder.

Once you create your first SOP folder, you can:

• Add a new sub-folder.

• Upload a document or create an article.

• Edit the name of the folder.

• Delete the folder.

Add an article or a document to an SOP folder in Flexkeeping

You can add an SOP to a folder in two ways: create an article in the editor of Flexkeeping, or upload a document that you wrote in a different program.

Create an SOP article in the editor

1. In the Flexkeeping web app, go to the main menu > SOPs.

2. Click the yellow Edit button.

3. In the folder where you want the SOP, select the option to create an article. The option opens an editor.

4. In the editor, create the content of the SOP.

5. Add pictures to the SOP if you need them.

6. Click Save.

Upload a document as an SOP

If you prefer to write an SOP in a different program, save the SOP as a PDF, or Portable Document Format, file  and upload the file directly into the folder.

1. In the Flexkeeping web app, go to the main menu > SOPs.

2. Click the yellow Edit button.

3. In the folder where you want the SOP, select the upload a document option.

4. Select the PDF file you saved. 

Set up the visibility of an SOP in the SOP settings

The SOP settings allow you to set up the visibility of an SOP, that is, which properties, users and room types can see the SOP. 

1. In the Flexkeeping web app, go to the main menu > SOPs.

2. Select the SOP whose visibility you want to set up. 

3. Click the settings button.

4. Adjust the options:

   • Property Visibility: choose the properties where the selected SOP should be visible.

   • User Visibility: specify the user groups or the individual users that should have access to the document.

   • Reference: select the room types in which the SOP should be visible.

5. Click Confirm to save the changes.

Limitations when creating an SOP in Flexkeeping

When you create an SOP in Flexkeeping, keep in mind these limitations:

• Size limitation: the maximum allowed file size is 50 MB, or megabytes.

• Allowed file types:

  • Images: BMP, GIF, JPEG, JPG, JPE, PNG

  • Video: MP4

  • Documents: PDF, DOC, DOCX, XLS, XLSX, WORD, TXT

 

Once you save an SOP and set up its visibility, the selected users can open the SOP in Flexkeeping and follow the same written steps for the task. To learn how users open a published SOP, go to How to access standard operating procedures (SOPs) in Flexkeeping.