Holiday Let Changeover – Booking Schedules
The Importance of Booking Schedules for Holiday Let Changeover Cleaning Services
If you are looking at hiring a third party to carry out your holiday home changeover cleaning services it is important to provide adequate information about your bookings so the changeovers and departure run smoothly.
Key bits of information you should record are:
- Arrival and departure dates
- Arrival and departure time
- Number of nights occupied
- Number of guests
- Number of children or infants
- Bed layouts (zip and link)
- Additional information (allergies etc)
- Number of pets if applicable
A reliable system to record and forward the relevant information in a timely manner is essential to running a successful holiday let. Depending on how your property is managed will determine how easily accessible this information is.
If you are listed with a company that manages all bookings, a simple updated monthly booking schedule is usually issued to owners which can be forwarded directly to the housekeepers. If you manage your bookings directly keeping an up to date spreadsheet will allow all information to be kept in one place.
Arrival & Departure Dates
This states which day the guests will be arriving at the property and the day in which they will be departing.
Depending on previous bookings either side will alter the status of your current booking.
Changeovers are most important to manage effectively. There is a very limited window to achieve a complete reset of the property and very little room for mistakes.
Some properties only allow certain day changeovers in peak or high season. They are commonly set to a Friday or a Saturday. With some housekeeping companies they prefer the structure of fixed changeover days. Working with larger housekeeping companies will usually allow flexibility around changeover days with access to resources to provide cover for any day.
When reading a booking schedule you will be able to categorise each property reset as one of the following statuses:
- Changeover: when one booking leaves and another arrives on the same day.
- Departure: when one booking leaves a holiday let and there is not an expected booking on that same day.
- Arrival: Arrival of guests into a vacant property. No booking has departed on the same day
- Mid-stay service: a light cleaning and linen service for stays longer than 14 days
A changeover day is often something to record per property. It is the day in which the property allows guests to arrive and depart. This is usually fixed during holiday times.
Arrival & Departure Time
The time in which guests can arrive is usually stipulated before a booking calendar is released. This is the window in time to when a property reset can take place. This needs to allow enough time for a housekeeper to carry out a clean with a hour or two deviation either side to allow for maintenance or repairs that could be required between stays.
Some guests may require an early check in or a late check out for their stay. Things to consider before approving this are:
- Any same day arrivals – limited window of time
- Length of stay before departure or arrival. This can determine whether additional time is needed to reset property after a long-stay (14+ days)
- Housekeepers work schedule, they may already have published their work schedules
- Additional fee’s charged for change of work schedule from third party companies
Number of Nights Occupied
When taking bookings throughout the year it is important to look at minimum and maximum night stays. Minimum for self catering holiday lets usually begin at 3 nights. This is to cover all running costs for the home over a 3 night period. Maximum night stay is 56 nights for all holiday lets in the UK. If a holiday let is occupied longer than this period of time it will be deemed as a tenant let and no longer a holiday let.
Often enough, out of season stays are open for a minimum of 3 night stays with no cap on length of stay. In the busier seasons minimums of 7 nights will become fixed in the calendars to maximise occupancy while demand is high. During these busier months with a minimum of 7 nights, the length of stay will be blocked into weeks stays only. This will allow the length of stay to be 7, 14 and 21 nights long.
Mid Stay Services
From our experience with Holiday Let Changeover Cleaning Services we have found that a mid stay service will manage the cleanliness of a property on departure. NetLet UK found that a 2 hour quick bed linen change and refresh accompanied with a basic clean reduces the need to additional cleaning time on the departure day. With a long stay of 2 or even 3 weeks we would dispatch our housekeepers every Friday of the stay.
Number of Guests
When taking bookings it is important to note the number of guests staying at your holiday let. The capacity of the booking will dictate the layout and essentials provided for some stays.
Some owners will provide towels and linen for the exact occupancy arriving where as others will always provide the maximum/standard occupancy numbers.
When releasing booking information to a housekeeper, they will naturally work off your occupancy numbers unless instructed otherwise.
Number of Children or Infants
The joy of self catering holiday lets is that you get the comforts of home while away. These stays are very appealing to families with small infants or children as it provides a familiar atmosphere with the privacy and security of your own space.
Often enough, families will not have the capacity in their vehicles to transport the essential equipment needed for young children such as high chairs, cots and essentials.
This information is important to pass onto a housekeeper to ensure they can set up the desired items ahead of the guests arrival. This will reduce stress after the journey to the holiday let and allow then to settle the children or infant on arrival.
Even with your occupancy numbers some guests will require beds to be laid out a certain way for their stay.
If you have adjustable beds such as zip and link (king into twin) this should be advertised on your listing with an area for guests to leave layout requests when booking.
Forward this information to your housekeeper ahead of time to allow correct bed layout to be set up but also to allow correct linen brought out to the holiday let.
When taking bookings it is always recommended that you allow additional communication or information space for guests to relay any information they see important about their stay.
Subjects such as allergies often come up, they could have a feather allergy which could effect bedding, dog allergy which would require additional cleaning and all upholstery to be shampooed. This level of detail will ensure your guests stay is a comfortable as possible.
Any comments should be passed onto the housekeeper to ensure work is carried out.
Number of Pets
When guests are traveling for a staycation or to another National location it isn’t as easy to justify kennel costs. When travelling within the UK guests will often want to bring along their dog or family pet.
Housekeepers will often need to know if a dog is or has been in the holiday let. For dogs arriving they may set the property up with your dog friendly items or put away some items that you do not want out while a dog is present. These items could be dog bowls, beds, throws that you do not want to collect hair and child gates to keep the dog downstairs during your stay.
If a dog has been in the property, the housekeeper or grounds staff will have to be more diligent when checking your holiday home. They would look for areas or damage, hair collection or dog faeces that may have not been picked up in the garden or around your holiday home. These checks are vital to your re-cooping costs from the guests if additional work has had to be carried out to reset the property back to its usual standards.
Workflow and Booking Schedules
Running a team of housekeepers or an individual to carry out work at high standards with a smooth workflow are essential in meeting client and business requirements. Small details that could be missed and prevented from the passing of information can have an effect on your guests experience in your holiday let.
Ensuring correct record keeping and passing of information is in place will keep the workflow between owner, booking, housekeeper and guest running smoothly.
NetLet UK Holiday Let Changeover Cleaning Services
Here at NetLet UK we operate of our own bespoke booking system with our own internal team of housekeepers. We cover the Pembrokeshire country and also cater for the domestic, commercial and industrial industries. Owners who live away or do not have the time management to run a holiday let as a full time business enjoy our combined services. They hand over their keys and we will do the rest. For us, operating Holiday Let Changeover Cleaning Services is second nature and is the fundamentals that our business model was created around. One location for all services required to run a successful holiday home.
If you are a holiday home owner and are interested in our services click here to submit a enquiry