Have the team do the property stocktake
Choose the properties to count in Linen › Settings, set who counts and when — the stocktake adds itself to the job on the planned day. Then read the counts and the alerts at the office.
The video for this guide is coming soon.
The property stocktake is the on-site count of the linen in place, the storage room and the consumables. One place decides: Linen › Settings › “Count settings”. That is where you choose the properties to count. A property that is not in this list asks for no stocktake and sends no alert.
What the person on site sees is described in do the property stocktake during the job. Checklists are created in create your checklists. The linen to order is covered in forecast, order and receive linen.
Choose the properties to count
Step by step
- 1
Open the Linen menu, then the Settings tab. The “Count settings” block appears. At first, the list is empty.
- 2
Click Add properties. The table shows the properties that are not counted.
- 3
Tick the properties. The Client and Building filters only sort what is shown.
- 4
Click Continue: their setting. The setting starts from the “Suggested setting”.
- 5
Click Add to the count. Properties added together stay on a single line.
Set the schedule, who counts and the items
Step by step
- 1
Under “Suggested setting”, click Edit. This setting is suggested when you add properties; it does not change those already counted.
- 2
Under “When to count”, choose one of the four schedules in the table.
- 3
Under “Who counts (in order)”, add people or activities: Inspection, Cleaning, Delivery or Linen. No. 1 counts; if they do not come that day, no. 2 does.
- 4
Under “In the job”, choose the position of the stocktake, “At the start” or “At the end”, and the items to count with Choose.
- 5
For a batch or a single property, click Edit on its line: it keeps its own setting and its own items.
| When to count | What it means |
|---|---|
| At every job | Every job in the property counts |
| Every N days | The next count is due N days after the last one |
| Certain days of the week | You tick the days: M T W T F S S |
| Every N jobs | For example one job in 5 in the property |
A property you add is counted at the first job of someone on its list, then follows its schedule. “New properties” is off at first: a property created later is not counted until you add it, unless you click Add automatically.
What the person on site sees
On the planned day, the job shows the “Stocktake” badge and the “Property stocktake” line, which is required to finish.
- If they cannot count, they tap “I can't count” and choose a reason. Their job still finishes.
- The count then moves to the next job of someone on the list, and you are told in Alerts & tracking.
- After two refusals in a row in the same property, there is no more automatic move: you choose who counts.
Switch on the stocktake for a job
Step by step
- 1
Open the sheet of a cleaning or an inspection. For a delivery, open the delivery panel.
- 2
Switch on Property stocktake. It is saved straight away. The sheet shows “Property stocktake to do during this job” and says who switched it on.
- 3
To switch it off, click again. If the stocktake comes from a checklist or from the Linen settings, a window asks you to confirm: it is switched off for this job only.
A stocktake that has already been counted cannot be switched off. When switched off for a job, the stocktake from the Linen settings moves to the next job at the property.
Remove a property from the count
Step by step
- 1
Under “Counted properties”, click Remove on the line of the property or the batch.
- 2
A window confirms and gives the number of properties. Click Remove from the count.
- 3
In Linen › Stock, the property's last figure stays shown, with “No longer counted since” followed by the date.
Building storage rooms and depots
The “Building storage rooms” tab follows the same principle: nothing is counted in a storage room until you add it. The “Depots” tab only sets the schedule: a depot is counted by the office, and on the planned day the “to count today” alert appears in Alerts & tracking, with the “Count the depot” button.
Act on a count alert
Alerts appear in Alerts & tracking, see follow the day in Alerts & tracking.
| Alert | What it means |
|---|---|
| Below minimum — property name | A count shows a shortage. “Add to the delivery of” followed by the day writes it on the property's preparation card |
| Count without a job | No one on the list has a job within the postponement limit |
| Postponed too far | The first job on the list falls after the postponement limit |
| Count overdue | The count is past the delay you set. “Count from the office” lets you do it yourself |
| Stocktake not done | Someone answered “I can't count”. The alert gives their reason and the day it moves to. “Have another job do the count” moves it |
| Stocktake not done twice | Two refusals in a row. Choose “Choose who counts”, “Keep the next visit” or “Remove from the count” |
| Depot to count today | The planned day for a depot on the list. “Count the depot” opens Linen › Stock › Depot |
Frequently asked questions
I had a “Stocktake” line in my checklists: what happens to it?
The old line is no longer shown and does nothing. The “Stocktake” type is offered again: add the line to the checklists where you want it, one per checklist. Every job that uses the checklist then carries the stocktake. The properties that were really counted are already in the count list, with the same schedule and the same people.
What happens on a day when no one on the list comes?
With automatic postponement, the count moves to the next job of someone on the list, at most 7 days later at first. Beyond that, or if postponement is off, the office is told in Alerts & tracking.
Can the delivery driver count?
Yes, if they are on the list, in person or through the Delivery activity. The stocktake then comes up at their route stop, with the same rules.
I have a job made just for counting: does it still work?
Yes. A checklist that only had the “Stocktake” line becomes a “stocktake checklist”: its jobs always carry the stocktake, if the property is in the count list.