How to use the portal

For cleaners

You see your own team's jobs. Everything else is managed by the office.

Signing in

1. The office adds you and tells you your password. You'll also get an email with a link to the sign-in page.
2. Go to app.totalchaletsolutions.com and sign in with your email and that password.
3. You stay signed in on that phone, so you won't need to do this often.

• Change your password: tap Change password at the top of the page. The best passwords are three random words.
• Forgotten it? Ask the office to set a new one for you.

Put it on your home screen

• iPhone (Safari): open the portal, tap the Share button, then Add to Home Screen.
• Android (Chrome): open the portal, tap the ⋮ menu, then Add to Home screen.

Your day

• The portal opens on Day: your team's jobs for the day, in time order.
• Use ‹ › to go to the previous or next day, Today to come back, and Next jobs › to jump to the next day with work.
• Week shows the whole week. The Jobs tab is a list you can search and filter.
• Jobs under No time are yours for that day but don't have a set time.

A job

Tap a job to see:

• whether it's a Total Mountain or Total Chalet Solutions property, the type of job and the time;
• Guests out (when the guests leave) and Next guests in (when the next guests arrive, so you know how long you have);
• any notes from the office;
• the property details: address and an Open in Google Maps link, key number, keybox code, parking and access, laundry, water stopcock and fuse box.

Marking a job done

1. When you've finished a clean, tap Cleaned. Other jobs (maintenance, laundry) have Done instead.
2. Tapped it by mistake? Tap To do to undo it.
3. The office then checks the clean and marks it Ready for the guests. Once it's Ready it can't be changed from your phone.

Please mark each job as soon as it's done: the office and the owners see the progress straight away.

For owners

Your page shows your upcoming stays and the cleaning at your property.

Signing in

1. The office adds you and tells you your password. You'll also get an email with a link to the sign-in page.
2. Go to app.totalchaletsolutions.com and sign in with your email and that password.
3. You stay signed in on that device, so you won't need to do this often.

• Change your password: tap Change password at the top of the page. The best passwords are three random words.
• Forgotten it? Ask the office to set a new one for you.

Adding a stay

1. Tap + Add a stay.
2. Choose the property (if you have more than one).
3. Enter when the guests arrive and leave. Check-in is usually 16:00 and check-out 10:00; change the times if yours are different.
4. Add the guest name, the number of guests and anything we should know (all optional), then tap Add stay.

We schedule the changeover clean for the day your guests leave. It appears under Cleaning on your page.

Changing or cancelling a stay

• Tap Change next to the stay to edit it, or Cancel this stay inside it.
• Changes can be made up to 48 hours before the guests leave. After that the stay is locked: please call the office.

Following the cleaning

Each clean shows its progress:

• Booked: it's on our schedule.
• Cleaned: our team has finished cleaning.
• Ready for guests: we've checked it and the property is ready.

For the office

The office sees and manages everything. Tabs along the top: Calendar, Jobs, Tasks, Properties, Clients, Staff, Teams, staff & job types, and People & logins.

Calendar

• Week or Day, with ‹ ›, Today, the date picker and Next jobs ›.
• Show All jobs, or only Cleaning, Maintenance, Laundry or Resort jobs. Pick a property, or use Filters for team and job type.
• Day view, assigning: drag a job from Unassigned onto a team at a time. Drag its bottom edge to change how long it takes. Drop it on No time to assign a team without a time, or back on Unassigned. The dashed lines mark the usual 10:00 check-out and 16:00 arrival.
• Week view: drag a job to another day.
• Under each team's name: how many jobs it has that day and how long they take, and who in the team is off.

Adding jobs

• + Add job for one job. On the Resort jobs view it becomes + Add resort job.
• ▾ → Add several jobs: a table, one row per job.
• ▾ → Import from spreadsheet: an Excel or CSV file. Download the template first for the right columns and names. Every row is checked before anything is saved; rows marked Skipped aren't added until fixed, rows marked Check are added but worth a look.
• ▾ → Import history: every import, with Show these jobs and Undo this import (removes only the jobs still Unassigned and To do).

How jobs work

• Statuses: cleaning jobs go To do → Cleaned (by the team) → Ready (by the office, after checking). Other jobs go To do → Done. Only the office can mark Ready.
• Sameday Changeover: when the guests leave and the next guests arrive on the same day, a Changeover clean becomes a Sameday Changeover automatically.
• Hot tub jobs: when a cleaning job is added at a property with Hot tub switched on, a hot tub job is added for the same day (type and team are set under Teams, staff & job types → Automation). After that it's a separate job: moving or deleting the clean doesn't change it. Making a property inactive removes its upcoming hot tub jobs; making it active again brings them back.
• Jobs from owners: when an owner adds a stay, its clean appears Unassigned with New from client. Changes show Changed by client, cancellations Cancelled by client (the job isn't deleted automatically: delete it if it's no longer needed). Click Mark as seen once you've dealt with it.

Jobs and Tasks tabs

• Jobs: every job as a list, with search and filters for dates, category, type, team and status.
• Tasks (resort jobs): one-off or repeating jobs around the resort, with a date, property, contact, urgency and status. They also show on the calendar under Resort jobs.

Properties and clients

• Click a property or client to see its details, then Edit to change them.
• Properties: address, bedrooms, bathrooms, clean time, key number and keybox code, access, laundry, stopcock and fuse box. Cleaners see these on their jobs at that property. Switch off Active property rather than deleting a property you no longer manage.
• Clients: one name (the family or company) with as many contacts as you like (name, email, phone): + Add contact. Archive client hides one you no longer work with.

Staff rota

1. First choose what to mark: Working, Day off, Holiday, Requested, Half day, Sick or Clear.
2. Then click a day, or drag across several.

Blank days count as working. Requested is a holiday waiting for approval: mark it as Holiday to approve it.

Teams, staff & job types

Team names and colours, who is in which team, the job types (and their usual length), and the automatic hot tub job settings.

People & logins

1. + Add person: name, email, what they can see (Office, Cleaner + team, or Owner + client), and a password (one is suggested).
2. After saving, the password is shown once with a Copy button. Tell it to them in person or by phone, never by email.
3. They get an email with a link to the sign-in page.

• Forgotten password: open the person, Set a new password, and tell them the new one.
• Someone leaves: Revoke access (they can no longer see anything). Restore access undoes it. Remove login deletes it for good.
• Changing someone's team or client takes effect straight away.