Site Configuration

Set up your property's rooms, zones, and room types. This foundational configuration enables housekeeping management, guest assignments, and smart lock integration.

Overview

Accessing Room Configuration

1. Go to Assets & Tags > Rooms in the left navigation

2. View the list of all rooms at your property

Adding Rooms

Individual Room

1. Click the Add dropdown in the top navigation bar

2. Select Add Assets / Tags > Add Room

3. Enter room details:

4. Click Create Room

Bulk Import from PMS

If connected to a PMS:

1. Go to Admin > Integrations

2. Find your PMS section

3. Click Sync Rooms from PMS

4. Rooms are automatically created/updated

Bulk Import via CSV

For manual bulk import:

1. Contact support@helloshift.com

2. Provide a CSV with room data

3. Support imports the rooms

Room Details

Room Information

Each room has:

Room Status Options

Room Condition

Zones

Group rooms by area or building section.

Creating Zones

Zones are created automatically when you add or edit rooms:

1. When adding/editing a room, enter the zone in the Zone field

2. New zone values are automatically available for other rooms

3. Existing zones appear as suggestions when typing

Note: There is no separate "Create Zones" page. Zones are text values on each room.

Bulk Zone Updates

Update zones for multiple rooms at once from the Cleaning Assignments page:

1. Go to Cleaning > Assignments (Housekeeping Board)

2. Select multiple rooms using checkboxes

3. Choose Set Zone from the action dropdown

4. Enter the zone name

5. Click Submit

This also works for bulk updates of room status, condition, task, and credit.

Zone Distances (Optional)

For properties with multiple zones, configure zone distances to optimize cleaner routes:

1. Go to Admin > Settings > Cleaning

2. Click the Zones tab

3. Enter distances between zones

4. Auto-assignment uses this to minimize travel time

Zone Examples

Zone-Based Assignment

In Housekeeping:

• Assign housekeepers to zones

• Filter by zone

• Balance workload across zones

Room Types

Categorize rooms by type for reporting and organization.

Default Room Types

Common room types:

Creating Custom Types

Room types are created when you add or edit rooms:

1. When adding/editing a room, enter the type in the Room Type field

2. New type values are automatically available for other rooms

3. Existing room types appear as suggestions when typing

Note: There is no separate "Manage Room Types" page. Types are text values on each room.

Room Type Uses

• Housekeeping: Different checklists per type

• Credits: Different credit values per type

• Reporting: Filter by room type

• Automations: Target specific types

Editing Rooms

Individual Edit

1. Go to Assets & Tags > Rooms in the left navigation

2. Click on the room you want to edit

3. Modify details (Room Type, Zone, WiFi info, Cleaning settings, etc.)

4. Click Update Room

Bulk Updates

For changing multiple rooms:

1. Go to Cleaning > Assignments (Housekeeping Board)

2. Select multiple rooms using checkboxes

3. Choose an action from the dropdown:

   • Set Zone - Update zone for selected rooms

   • Set Room Type - Update room type for selected rooms

   • Set Room Status - Vacant/Occupied

   • Set Room Condition - Dirty/Clean/Inspected/Out of Order

   • Set Task - Assign cleaning task

   • Set Credit - Update credit value

4. Click Submit

For room data sync:

• Use PMS sync (if connected) via Admin > Integrations

• Contact support for bulk CSV imports

Deleting Rooms

1. Go to Assets & Tags > Rooms

2. Click on the room to open it

3. Click Delete (or archive option if available)

4. Confirm deletion

Warning: Deleting removes all room history. Consider "Out of Order" status instead.

Room Mapping

PMS Room Mapping

Connect HelloShift rooms to your PMS:

1. Sync rooms from PMS

2. Verify room numbers match

3. If different, set PMS Room ID on each room

Smart Lock Mapping

Connect rooms to smart locks:

1. Go to Admin > Integrations > Seam

2. View synced devices

3. Click Map on each device

4. Select room(s) the device controls

5. Save mapping

See Smart Lock Integration for details.

Room Defaults

Set default behaviors for rooms.

Default Cleaner

Assign a default housekeeper to each room:

1. Edit the room

2. Select Default Cleaner

3. Save

Used in:

• Auto-assignment automations

• Workload balancing

Default Cleaning Task

Set what task is created on checkout:

1. Edit the room

2. Set Default Task (Clean, Deep Clean, etc.)

3. Save

Cleaning Schedule

For rooms with non-daily cleaning:

1. Edit the room

2. Set Cleaning Schedule (daily, every 3 days, weekly)

3. Save

Housekeeping Board

The Housekeeping Board uses room configuration for:

Room Display

• Grouped by floor/zone

• Colored by condition

• Shows assigned cleaner

• Displays current task

Filtering

Quick Actions

From the board:

• Change room condition

• Assign/reassign cleaner

• Add cleaning task

• View room details

Best Practices

Initial Setup

1. Start with rooms: Add all rooms first

2. Organize by floor: Set floor values

3. Add zones if needed: For larger properties

4. Set room types: For reporting and checklists

5. Connect to PMS: Auto-sync if available

Naming Conventions

Ongoing Maintenance

1. Keep in sync: Update when rooms change

2. Use Out of Order: Instead of deleting

3. Review periodically: Ensure accuracy

4. Update mappings: When locks change

Troubleshooting

Rooms not syncing from PMS

Possible Causes:

• PMS connection issue

• Room mapping mismatch

• Sync hasn't run

Solutions:

• Verify PMS connection

• Click manual sync

• Check room ID matching

Room shows wrong status

Possible Causes:

• PMS and HelloShift out of sync

• Manual change not saved

• Stale browser cache

Solutions:

• Sync from PMS

• Verify and re-save status

• Refresh browser

Housekeeper can't see room

Possible Causes:

• Zone/floor filter active

• Room not in their assignment

• Permission issue

Solutions:

• Clear filters

• Check assignment settings

• Verify user permissions

Smart lock not finding room

Possible Causes:

• Room not mapped to device

• Device offline

• Room ID mismatch

Solutions:

• Check device mapping

• Verify device status

• Remap device to room

Related Articles

• Site Settings - General property settings

• All About Housekeeping - Housekeeping operations

• Room Assignment System - Auto-assignment

• Smart Lock Integration - Lock setup