What is the difference between Clean and Inspected?

CLEAN means an attendant has serviced the room. INSPECTED means a supervisor has since checked it. Properties that inspect treat Inspected as the ready state and Clean as an intermediate one; properties that do not inspect never use it. Prostay does not enforce either policy, so decide which one your front desk should read as ready and keep to it.

A guest has checked out but the room still shows as clean and occupied.

Refresh the board first, as it does not poll. Checking a guest out sets their room to DIRTY and Vacant automatically, so a room still showing the guest usually means the check-out has not actually been recorded on the reservation. Open the booking and check its status before changing the room by hand.

Why can I not set twenty rooms out of order at once?

Because a block needs dates and a reason, and those are per room. Out of order and out of service are left out of the bulk status menu for that reason, and rooms already blocked are skipped rather than overwritten if they get caught in a bulk selection. The confirmation lists which rooms were skipped.

What is the difference between out of order and out of service?

Both make the room unsellable. OUT OF ORDER also takes it out of your room count, so it does not count against your occupancy percentage; use it when the room genuinely cannot take a guest. OUT OF SERVICE leaves it in the count; use it when the room could take a guest but you are deliberately holding it back.

I selected all the rows and only ten rooms changed.

The header checkbox selects the rows on the current page, and the board shows ten per page. Raise the rows-per-page setting at the bottom of the table, or apply a filter that brings the rooms you want onto one page, then select again.

Some columns are missing compared with a colleague's screen.

Two possible reasons. Columns such as Attendant Assigned, Housekeeping Note and Discrepancy are permission-gated, so your user may not have them. Turndown and Rush are switched on and off in housekeeping settings for the whole property. Neither case is a fault.

Who changed this room to clean?

Open the menu at the end of the row and choose View history . Every status change is recorded there with a name and a timestamp, including automatic ones from the night audit and from completed task sheets.

Should I put "guest requests a late clean" in the room note?

Only if it is true of the room rather than the guest. The room note stays attached to the room after the guest leaves, so anything about this particular stay should go on the reservation as a diary note instead. Keep the room note for things a future attendant will still need to know.

The housekeeping board - Prostay Help

The housekeeping board is the one screen in Prostay that is about rooms rather than bookings. Everywhere else in the PMS a room is an attribute of a reservation, something the guest happens to be in. Here it is the subject: 120 rows, one per room, each carrying the state it is in, who is responsible for it, and whether anybody needs to do anything about it today.

The housekeeping board for The Marlowe Hotel: six summary tiles reading Dirty 51, Pick-up 3, Clean 51, Inspected 15, OOO / OOS 0 and Discrepancies 2, a last-rollover line, a room moves panel, a search bar, and a table of rooms with status, front-office and reservation columns. — The whole board. Everything below explains one band of this screen.

What the board is for

Two questions, asked several times a day by different people. The head housekeeper asks how much work is left. The front desk asks whether a particular room is ready to give to the guest standing in reception. The board answers both, which is why it leads with counts and then gives you the individual rooms underneath.

The six tiles

The six summary tiles across the top of the housekeeping board, each showing a count and a vacant and occupied split underneath. — Six counts for the whole house. Each one is also a filter.

Dirty. Rooms needing a clean. The biggest number in the morning and the one that should be falling all day.
Pick-up. Cleaned, but needing a quick second visit. Usually a stayover that was serviced while the guest was out.
Clean. Serviced and ready to sell, unless your property also inspects.
Inspected. Cleaned and then signed off by a supervisor.
OOO / OOS. Rooms blocked out of order or out of service. These are not sellable and not cleanable.
Discrepancies. Rooms where housekeeping and the front desk disagree about whether anybody is in them.

The small line under each count splits it into V for vacant and O for occupied. That split is the useful part. Fifty-one dirty rooms is a number; nine dirty and vacant is a work queue, because those are the rooms you can sell the moment they are clean.

The Dirty tile highlighted and pressed, with the table below it now listing only rooms whose room status is DIRTY. — Press a tile and the table below narrows to it. Press it again to come back out.

Every tile is a button. Pressing one filters the table to the rooms it counts, which is almost always faster than opening the filter drawer and choosing the same thing by hand.

Finding the rooms you want

The board toolbar: a Search filters button on the left and a search box reading Enter Search Terms on the right. — Two ways to cut the list down. Filters for categories, search for a specific room.

Search filters. Opens the drawer below. Once anything is applied the button changes to a count, and a Clear active filters button appears beside it.
Search. Free text against the room number and room type. Use it when you know the room and just want that one line.

The Filter drawer with four dropdowns: Room Status, FO Status, Reservation Status and Room Type, each reading None Selected, above Clear and Apply Filters buttons. — Four questions, and they stack: each one you answer narrows what the others return.

Each filter takes several values at once, so Dirty plus Pick-up is a legitimate answer to the first question. Combining filters narrows: dirty rooms that are also vacant that are also suites. Nothing is applied until you press Apply Filters, and the button stays disabled until you have chosen something.

Reading a row

The first four columns of one board row: Room Type reading Standard Double, Room # reading STDD(101) with a crown icon, three location chips lettered B S and F, and a red DIRTY status badge. — The left of a row says which room this is. The crown means a VIP is in it.

Room Type. What is being sold, for example Standard Double. The only sortable column on the board.
Room #. The room, written as the type abbreviation and then the number: STDD(101). A crown beside it means the guest in the room is flagged VIP.
Location. Three chips for building, section and floor. Hover any of them for the full name. They are chips rather than words because a property with four buildings would otherwise lose half the table to this column.
Room Status. The housekeeping state, and a dropdown rather than a label. This is the column the whole screen exists for.

Scroll the table sideways and the rest of the row appears: what the guest has asked for, whether anybody has queried the occupancy, the attendant, turndown, the room note and the rush flag.

The right-hand columns of the board after scrolling: Service showing Make up room, Discrepancy showing Skip, Attendant Assigned holding Maria Ionescu and Ioana Georgescu chips, Turndown reading Required or Not required, Housekeeping Note reading No note, and a green tick under Rush. — Scroll right for the rest of a row. These six columns are the work, not the state.

Column	What it holds
Service	What the guest has asked for: DND for do not disturb, Make up room for the opposite. Set from the door hanger, the phone or the app, and it overrides the schedule. Covered in the discrepancies and service article.
Discrepancy	Where housekeeping's account of the room and the front desk's disagree. Skip and Sleep are the two directions that can go.
Attendant Assigned	Who is cleaning it. More than one name is allowed.
Turndown	Evening service: Required, Not required or Completed. Only present if turndown is switched on in housekeeping settings.
Housekeeping Note	A standing note about the room or the guest in it.
Rush	Adds the room to the queue rush list, which is the running order for rooms somebody is waiting on. A green tick means it is already in the queue.

The three status columns

Three columns in the middle of the board all end in the word status, sit next to each other, and mean entirely different things. This is the single most common source of confusion on this screen, so it is worth being precise.

Three adjacent columns on one row: a red DIRTY room status badge, an FO Status column reading Occupied, and a Reservation Status column reading Due-Out. — Three different questions about the same room. They are allowed to disagree.

Room Status. Is the room physically clean? This is housekeeping's answer, and the only one of the three you can change here.
FO Status. Does the front office believe somebody is in the room tonight? Only ever Occupied or Vacant.
Reservation Status. Where the booking in the room has got to: Checked-In, Due-Out, Stayover and so on. Blank when no booking is in the room.

A room can be dirty and occupied, which is normal at breakfast time. It can be clean and occupied, which means it has been serviced today. It can be dirty and vacant, which is a departure waiting to be turned around, and it is the combination the front desk cares about most. What it should not be is clean and occupied with a reservation status of Checked-Out: that means the guest has gone and nothing has caught up yet.

Changing a room status

Click the status badge on any row. It looks like a label but it is a dropdown.

The room status dropdown open on one row, listing CLEAN, INSPECTED, PICK-UP, DIRTY, OUT OF ORDER, OUT OF SERVICE and AVAILABLE. — Seven states. The last two are blocks and behave differently from the rest.

Pick one and it saves immediately, with a Successfully changed room status! confirmation. There is no save button and no undo, but every change is written to the room's history with your name against it, so a wrong entry is traceable and correctable rather than lost.

What each status means

Status	Meaning	Can it be sold?
CLEAN	Serviced and ready.	Yes
INSPECTED	Serviced and then checked by a supervisor. Properties that inspect treat this, not Clean, as ready.	Yes
PICK-UP	Broadly clean but needs a short second visit. Typically a stayover tidied while the guest was out.	Not until it is done
DIRTY	Needs a full clean. Set automatically at the night audit for occupied rooms and at check-out for departures.	No
OUT OF ORDER	Unusable, and out of your room count. Use it when the room genuinely cannot take a guest.	No
OUT OF SERVICE	Held back deliberately but still countable. Use it when the room could take a guest but you would rather it did not.	No
AVAILABLE	Ready and not allocated to anybody. Rarely set by hand.	Yes

The distinction between out of order and out of service is the one worth learning, because it changes your occupancy percentage. An out-of-order room leaves the denominator; an out-of-service room stays in it and counts against you.

Turning over a floor at once

Changing 40 rooms one dropdown at a time is not a plan. Tick the checkbox at the start of each row, or the one in the header to take everything on the page, and a bar appears above the table.

Three rows selected by checkbox and a bulk action bar above the table reading 3 selected, with Set status, Assign attendant, Turndown and Clear selection buttons. — Tick rows and the bar appears. This is how a floor gets turned over in one go.

The count. How many rooms the next press will affect. Worth reading before you press anything.
Set status. One status applied to all of them.
Assign attendant. One attendant given all of them, or Unassign all to clear.

The Set status menu open from the bulk action bar, offering CLEAN, INSPECTED, PICK-UP, DIRTY and AVAILABLE but not the two out-of-order options. — The bulk list is deliberately shorter. Blocks are never a bulk decision.

Out of order and out of service are missing from the bulk menu on purpose: each one needs its own dates and reason, so there is nothing sensible to apply to twenty rooms at once. Any blocked rooms caught up in a bulk selection are skipped rather than overwritten, and the confirmation tells you which: Updated 18 room(s). Skipped OOO/OOS rooms: 214, 216.

Who is cleaning what

The Attendant Assigned column is a picker on every row, listing the attendants marked as working today. Assign more than one to a room when two people are sharing it. Clearing the cell unassigns the room, which is the correct thing to do when somebody goes home sick, rather than leaving their name on rooms nobody is cleaning.

Assigning here is the quick, room-by-room route. For a whole shift planned in advance, balanced by credits and printable, use task sheets instead.

Notes on a room

The Housekeeping Room Note drawer for STDD 101, with an empty note box, a hint reading that the note is visible to housekeeping on the board and on printed task sheets but not to the guest, and Cancel and Save note buttons. — A note the attendant reads before they open the door. The guest never sees it.

One note per room, edited with the pencil in the Housekeeping Note column. It shows on the board and on printed task sheets, so it is the right place for anything the attendant needs to know before they open the door: a broken blind, a guest who works nights, a dog in the room.

It is the wrong place for anything about the booking. The note belongs to the room and outlives the guest, so a note saying "late checkout agreed" will still be there in three weeks, misleading somebody. Put that on the reservation instead, under diary notes.

What happened to this room

The menu at the end of each row has two entries: View history and New service request.

The row action menu at the end of a board row, offering View history and New service request. — Two things you can do to a room that are not a status change.

The Room history drawer for room 101, a Standard Double, listing a make up room request from the front desk, a night audit entry reading occupied room set to Dirty, a guest check-in, a completed departure clean, and a status change to Clean, the last two by Maria Ionescu with the minutes each took. — Every status change on a room, with a name and a time against it.

History is the answer to "who marked this room clean?", and it is complete: manual changes, bulk updates, the night rollover, completed tasks, occupancy reports, blocks and resolved work orders all land here, newest first, with the name of whoever or whatever did it. Cleaning tasks also record how long they took.

Paging through the house

The bottom of the board reading 1 to 10 of 120, a Rows selector set to 10, and page numbers running to 12. — The board pages ten rooms at a time. Raise it before you start a bulk selection.

Ten rows by default, and 120 rooms is twelve pages of that. Filtering to the rooms you actually care about beats paging through the house, which is what the tiles are for.

Things that catch people out

Clean does not mean sellable everywhere. If your property inspects, a clean room is still waiting for a supervisor and INSPECTED is the state the front desk should be looking for. Agree which one means ready and be consistent, because the board will not decide for you.
Columns disappear based on your permissions. A board missing the attendant column or the note column is not broken; your user is not allowed those features. The same is true of the whole Housekeeping menu.
Bulk selection stops at the page boundary. Ten rows at a time unless you raise it.
A block is not undone by picking another status. Moving a room off out of order asks whether the work really is finished, because the answer changes what your downtime reporting says.
Room notes outlive guests. Anything specific to the person in the room belongs on the reservation, not here.

The board is today. For how long rooms are taking and who is clearing them, read the housekeeping productivity report, which is built from the status changes made here.

The housekeeping board