Track your linen
Create your linen items, link the names from your sheets, then track missing linen, losses by property and stocktake discrepancies.
The video for this guide is coming soon.
The Linen page tells you three things: which items you track, what was missing in the properties, and what those losses amount to. Use this article to create your items, then read the missing linen, the losses and the stocktake discrepancies. Allow 10 minutes for the set-up.
To prepare the linen for the day, see Prepare the linen.
Create your linen items
A linen item is a cell of type “Linen” in the “Linen and consumables” section of a property sheet. Add it here to track it.
Step by step
- 1
Open the Linen menu, then the “Items” tab. The “Linen items” list appears.
- 2
Click Add. The “New item” window opens.
- 3
Under “Type”, choose “Linen” or “Consumable”.
- 4
Under “Choose an item from the property sheet”, choose a cell from your sheets that is not yet an item.
- 5
Click Create. The message “Item created” appears and the item shows in the list.
Set how an item is counted
Step by step
- 1
In the “Linen items” list, click the item's settings button. The “Item settings” window opens.
- 2
Under “Counted”, choose “By unit” or “By level”.
- 3
Save. The message “Item saved” appears.
- 4
In the “Active” column, turn off the switch of an item you no longer track.
| Choice | What it means |
|---|---|
| By unit | Counted piece by piece. Alert below the property's minimum |
| By level | Three levels: Full, Half full, To restock. Alert when the level is “To restock” |
The quantity per property is set in the property sheet, not here.
Link the names from the sheets
When a name from your sheets is not linked to any item, a banner flags it above the list.
Step by step
- 1
In the banner, click Link them. The “To link” screen lists the names concerned.
- 2
For each name, click “Choose an item”, or “or create the item …”.
- 3
Click the confirmation button, for example Link 3 names.
- “Later” closes the screen without changing anything.
Read the missing linen
Step by step
- 1
Open the “Missing linen” tab. It analyses the alerts reported by the delivery drivers.
- 2
Choose the period with “From” and “To”, and the “Date type”: “Alert date” or “Cleaning date”.
- 3
Read the four figures: “Alerts”, “Missing items”, “Apartments affected”, “Avg. items / alert”.
- 4
Spot the most affected properties and items in “Top apartments” and “Top missing items”.
- 5
Click CSV to download the lines, or Send by email to send the report to your recipients.
Track losses by property
Step by step
- 1
Open the “Losses” tab. The “Losses by property” list appears.
- 2
Under “Period”, choose “30 days”, “90 days” or “1 year”.
- 3
In “Alert threshold / 30 d”, enter the number of reports from which a property should alert you. The label “Threshold exceeded” appears on the properties concerned.
- 4
Click Set up linen costs to enter the cost of each item: the “Estimated cost” is calculated from these costs.
The “Stocktake discrepancies” tab shows, for the same property and the same day, the times when the cleaning, the housekeeper and the delivery driver did not count the same quantity.
Frequently asked questions
Are consumables tracked too?
Yes. Toilet paper, capsules or soap are added on the “Items” tab, with the type “Consumable”. When they arrive, receive them with the linen in Linen › Stock › “Receive stock”: they have their own table, and their purchase counts in full in the month of receipt in Finance › Costs.
What does “Client” mean in the sheet?
The linen is supplied by the client: it is not counted in your linen.
Why is the cost of a loss zero?
The item has no cost entered. Click “Enter the costs” on the “Losses” tab.
Where is the linen quantity of a property set?
In the property sheet, in the “Linen and consumables” section. The Linen page takes these quantities as the “expected” amount for each property.