Housekeepers and managers can use the Space status report to easily track the housekeeping status of all the spaces at your property. A quick visual overview of this report is always visible on the Mews Dashboard in Mews Operations.

To view the Space status report in Mews Operations,

• On your Mews Dashboard, in the Spaces section, click on  or,
• Go to the main menu  > Operations > Space status.

• Setting the filters in the report
• Understanding the fields in the report
• Exporting the report
• Using the report
  • Housekeeping assignment
    • Assigning spaces to employees
      • Filter spaces
      • Assign filtered spaces
  • Placing a space Out of Order
    • Set space status to Out of Order  
  • Configure settings to automate space status changes
    • Housekeeping interval
  • Remove assignees at midnight
• Automatic space status changes
  • Vacant spaces
  • Occupied spaces
  • Reservation changes
  • No shows

Setting the filters in the report

The report has several filter options you can choose to narrow down the report results. 

• Date: Select a past date to show to space occupancy and availability on that date. Note: Filtering for past dates does not show historical housekeeping status or assignee. Space housekeeping status and assignees always reflect the present date.
• Service: Select the service you would like to see the report for.
• Group by:
  • Assignee: Group spaces by assigned employee.
  • Category: Group spaces by space category. Make sure to also select a Service.
  • Floor: Group spaces by floor number.
  • State: Group spaces by current state, for example, Clean, Inspected or Dirty.
• Options: Select any of the following options to include them in the report:
  • Display assignees: Names of employees assigned to spaces.
  • Display customer notes: Notes from a customer's profile.
  • Display products: Stay products that a customer ordered.
  • Display reservation notes: Notes from a reservation.
• Filter: Restrict space results by the type or status of reservation.
  • Arrived: Reservations that have arrived and completed check-in.
  • Arrived or arriving: Reservations that have arrived that day or are arriving later that day.
  • Arriving: Reservations that are arriving at some point during the selected date.
  • Departed: Reservations that have completed check-out and departed on that day.
  • Departed and arriving: Groups that have departed with another group arriving the same day in the same space.
  • Departed or departing: Those that have completed check-out and departed, and those that are departing that day.
  • Departing: Reservations that are departing at some point during that selected date, but have not done so yet.
  • Departing and arriving: When a group is departing that day with another group arriving that day in the same space.
  • House use: Reservations booked for a member of the hotel staff or used for a property-related event.
  • No arrival nor stay over: Any booking that is not arriving that day nor staying over after having already arrived.
  • No departure nor stay over: Any booking that is not leaving that day nor staying over after having arrived earlier.
  • Out of order: Any space that is blocked from being reserved and taken from inventory because of need for repair or any other reason that would prevent guests from staying in that space.
  • Stay over: Any booking that is staying overnight and has neither arrived that day nor departing that day.
  • Used: Any space that is currently used or that will be used later that day. You can also see spaces marked Out of Order.
  • Vacant: Any unoccupied space.
  • Vacant or departed: Any unoccupied space or a space where a guest has departed earlier in the day.
• Assignee: Select an employee from the menu to restrict results by spaces assigned to that employee.
• Status: Restrict space results by housekeeping status.
  • Clean
  • Dirty
  • Inspected
  • Out of order
  • Out of service
• Floor: Restrict space results by a specific floor.
• Space category: Restrict space results by space category.

• The system only shows matching beds, even if the space as a whole is not included in those results.
• The report doesn't display any beds of another status included in that same space. 

 

Understanding the fields in the report

At the top of the report, you can view a summary of the number of spaces available, along with the number of clean, dirty, inspected, out of order, or out of service spaces. 
 

• Arrivals: The number of reservations starting on the day. 
• Departures: The number of reservations ending on the day. 
• Stay overs: The number of ongoing reservations. 
• Skip cleaning: The number of spaces that staff can skip cleaning. You can learn more about how to enable the skip cleaning option in your property settings in the visit options section here. 

By default, Mews organizes the Space status report as a list of every space within your property, ordered by Floor, including spaces, beds, apartments, etc. You can use the Group by filter to change the organization of the report and customize the way that you view your results.

• Each space number has a drop-down menu, where you can instantly change the status of any space.
• The primary feature is the real-time representation of current and upcoming reservations with the vertical dotted line representing the current time. Note: Filtering for past dates does not show historical housekeeping status or assignee. Space housekeeping status and assignees always reflect the present date.

The report displays each reservation with the following information:
 

 

• Date or time of arrival: If arrival is on the same day, the report displays time, but if arrival is on a different day, the report displays the date.
• Number of companions: Number of expected guests in the reservation.
• Customer name: Click on the name of the customer to directly go to their customer profile.
• Internals: The report displays any internal indicators and icons next to the customer's name, such as , if it is a returning customer.
• Date or time of departure: If a departure is on the same day, the report displays time, but if departure is on a different day, it displays the date.

You can use the filters and choose to include:

• Customer notes: Any additional notes or information on the customer's profile.
• Products: Any products included with reservation or the customer adds along with the quantity of each product. 
• Reservation notes: Any additional notes or information about that reservation.

The report displays House use reservations and Out of order blocks with the following details: 
 

• Start date or time: If start is on the same day, the report displays time, but if start is on a different day, it displays date.
• Name: The name you enter at time of creation. This should be a short description of the problem or reason for reservation.
• End date or time: If end is on the same day, the report displays time, but if end is on a different day, it displays date.

Exporting the report

To export the report, you can click on Export and then click on:

• Export to Excel: To export the report as an excel file. 
•  Create export schedule: To create an export schedule for this report

Once you assign employees to the spaces you can navigate back to the Space status report. The system automatically pre-fills the Group by filter with 'Assignee' and you can see the assigned employees next to a list of all spaces that they are responsible for cleaning.
 

Using the report

Housekeeping assignment

For most properties, the average housekeeping shift starts at 08:00 and ends at 16:00. Therefore, theoretically, the spaces are cleaned and inspected in the same order. However, from the perspective of this report, bulk of the space status changes to Inspected between 15:00 and 16:00.

This means that the housekeepers cannot easily and quickly communicate when they finish cleaning a space. This miscommunication can have an adverse effect on guests, as spaces may be cleaned and ready, but guests are still not able to check-in before their official check-in time.

Mews offers a great housekeeping app, both for iOS and Android, offering your housekeeping department a great tool to optimize their speed at which they inspect spaces in the system. You can learn more about the Mews app here. 
 

Assigning spaces to employees

Within the report header, on the right-hand side, you can see the Assign spaces to employees icon, representing one of the most important features available with this report:

Assign spaces to employees icon: This icon allows you to assign spaces in any space type, status and floor among the housekeepers currently working at your property. Note: When you update the assignee of a space, Mews updates the current information only and does not keep a historical record of previous assignees.

When you click on the icon, the system redirects you to the assignment form, where you see the following options:

Filter spaces

• Space types: Select the space type you want to assign employees to. 
• Status: The system assigns the selected employees to this particular space status only.
  • Clean: Assign employees to the clean spaces that need inspection.
  • Dirty: Assign employees to the dirty spaces that need cleaning and inspection.
  • Inspected: Assign employees to the already inspected spaces, if needed.
  • Out of order: Assign employees to spaces that need major repair.
  • Out of service: Assign employee to spaces that need minor repair.
• Floor: Select the floor you want to assign an employee to.

Assign filtered spaces

• Assignee: Select the employee you want to assign to certain spaces.
• Spaces: Select the spaces you want to assign to the employee selected in the "Assignee" field.
  
  Note:
  
  • You can assign each space to one person only.
  • If you change the assignee on a space, Mews does not save a record of previous assignees. 

Placing a space Out of order

Placing a space Out of order is a serious decision that should only be made by a supervisor.

• Mews takes the Out of order spaces out of the central inventory and you cannot sell them during the selected period of time.
• This reduces your availability and affects your RevPar. Staff should always avoid using this status unless there is no other option. 

Note: 

• Placing a space Out of service does not reduce your availability or affect RevPar but,
• Placing a space Out of order does.

Set space status to Out of order

1. Click on the space number that you want to place Out of order (OOO). 
2. Then click the Out of order button. The system redirects you to another screen to complete the following fields:

• Block name: Enter a short description of the problem.
• Assigned space: The system pre-selects this when you click on the space number. You can also select a different space from the drop-down menu.
• Start: Select the date and time that the OOO block should begin.
• End: Select the date and time that the OOO block should end and the space is back in working order. The system automatically changes the space status to Dirty at this selected end time.
• Notes: It is important to include the reason for placing the space Out of Order so that you inform your staff. You can also include any other additional notes regarding the issue.

3. Click Create. The report now lists details about the block on the space properties screen. You can edit any of this information by clicking on the name of the block. 

When you reserve a space for House use or place a space Out of order, you need to specify both start and end date and time, which then appears as a reserved block, that is visible in the Timeline. The space status automatically changes to Dirty at the date and time that the block ends.
 

Configure settings to automate space status changes

You can choose to automate space status changes for housekeeping's convenience by configuring your stay settings. To configure your stay service settings to automate space changes:

1. In Mews Operations, go to the main menu  > Settings > Services > Bookable services. Choose a bookable service to configure its housekeeping settings. 
2. Under General settings, go to the Options section. Under the Visit options field, you can enable any of the following options related to space status by selecting the following from the drop down menu:

• Change inspected to clean overnight: The system automatically changes inspected vacant spaces to Clean 04:00-05:00 every morning. If you don't select this option, space status remains the same for seven days before automatically changing to Dirty.
• Check-in makes space dirty: Mews automatically changes space status to Dirty when you check in a customer.
• Check-out makes space dirty: Mews automatically changes space status to Dirty when the customer is checked out.

Remove assignees at midnight

By default, the Space status report maintains the name of the user assigned to each space from the previous day. To automatically remove assignees from the Space status report at midnight:

1. In Mews Operations, go to the main menu  > Settings > Property.
2. In General settings from the Options drop-down menu, choose Automatic resource profile unassignment.

With this option enabled, you can assign new employees to spaces every day and track who was responsible for housekeeping on a given day in the Action log.
 

Automatic space state changes

Vacant spaces

If a space is vacant and unoccupied for seven consecutive days, the space status automatically changes to Dirty.
 

Occupied spaces

The system automatically changes the status of all occupied spaces to Dirty according to the housekeeping interval.
 

Reservation changes

When there are changes in a reservation, such as when you move a checked in reservation from one space to another, the status of both spaces changes to Dirty. Make sure to include a note stating the change. 

Note: If a reservation is already checked in, you need to shorten it and check out. You need to then create a new reservation for the same customer before you can move them to another space. Enabling the Check-out makes space dirty option in your stay settings would also be beneficial in this situation.
 

No shows

In case of no-show reservations, where the guest is not checked in, the reservation's assigned space status no longer changes to dirty overnight. This is assuming that nobody occupied the space and therefore you don't need the system to relabel it as Dirty.

You can learn about the Reservation report here.