Coordinating turnovers across multiple short-stay properties

Four checkouts at ten, four check-ins from three, and three cleaners. A day like that usually runs out of a spreadsheet and a group chat, and it mostly works. What it can't tell you is where each turnover actually stands. Has anyone arrived at the Paddington flat? Is Surry Hills finished, or just quiet? Which of forty photos in the chat belongs to which property?

This guide is about closing that gap when the cleaners are your own team.

One job per turnover

Set each property up once, with its address and how to get in. After that, every turnover is a job with a start time, and a time it has to be finished by if you set one. You can create a whole day's turnovers in one go, up to 50 at a time.

That sounds like admin, and it is, a little. The point is that each turnover then has one place where everything about it lands, instead of a thread you scroll back through at 2pm.

Assign it to someone, by name

Each turnover goes to the cleaner you pick from your own team. It isn't offered to other cleaners on ProperLink. The cleaner gets a notification and the job appears in their schedule in the ProperLink app, which is free for them on iOS and Android. If an assignment doesn't go through, the turnover shows as unassigned on your board, so check the board after you create a day's jobs. A notification can also fail to reach a phone, so for a same-day change, message the cleaner as well.

People get sick and cars break down, so a cleaner can decline a job. When that happens you're told the turnover needs someone else, and you reassign it. You can reassign or cancel a turnover from your side too, and the cleaner who had it is told.

Knowing they've arrived

A cleaner checks in with GPS when they get to the property. The check-in only works within 200 metres of the address, and it opens an hour before the start time, so arriving a little early is fine.

There's no live location on the way. ProperLink doesn't share where your cleaners are while they drive between jobs; the check-in at the property is the record.

Knowing it's done

Two photo steps make the difference between "done" in a chat and done:

• A photo on arrival is required before the cleaner can start. It's the record of how the last guest left the place.
• Photos of the finished job are required before they can mark it done.

When the job is marked done, whoever created the turnover is notified, and you approve it. Every step lands in the job's timeline: created, assigned, checked in, started, done, approved. Each one has a time on it.

If you're deciding what to ask your team to photograph, we've written a turnover handover checklist you can adapt.

Keep access codes out of the group chat

Lockbox codes, door codes and alarm details are stored with the property. The assigned cleaner can see them from two hours before the start time until the job is done, and every time they're viewed it's recorded. Once saved, they aren't shown back in the workspace, so keep your own record of them.

A code sent to a group chat is readable by everyone in the chat, forever, and nobody knows who looked. That alone is a reason to move it.

Alongside your property management system

ProperLink doesn't replace the system you take bookings in. Your bookings stay where they are; you create each turnover with its date and time, and ProperLink handles who's going, whether they arrived, and whether it's finished.

Getting started

Email hello@properlink.ai with how many properties you run, what you use to manage them today, and which parts of Sydney they're in. We set up your properties and your team with you.

Booking a turnover for a single place you host yourself, without a team of your own? Airbnb turnover cleaning in Sydney covers what a turnover booked through the app includes.