Housekeeping Coordinator System
A system for vacation rental property management, designed to help coordinators efficiently assign and track housekeeping tasks across 20-40 properties:
- Conducted thorough competitive research
- Built detailed user personas based on industry forums and reviews
- Created comprehensive user flows including edge cases
- Designed a complete UI system ready for developer handoff
- Documented every decision with clear rationale
The Challenge
Coordinators managing 25-40 vacation rentals spend hours scheduling across Excel, WhatsApp and Google Calendar, with no visibility into staff availability or conflicts until too late.
Research
- Competitive Analysis → Analyzed Hostaway, Lodgify, Hostify, Breezaway and GuestyCouldn’t create account so used Youtube walkthroughs and Blogs
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Internet Research
- Forum discussions (Reddit)
- Review sites (G2, Capterra) for pain points - found good cleaning practices and benefits of calendar view
What Everyone Does:
- ✅ Calendar views
- ✅ Color-coded status
Critical Gaps:
- ❌ No automation by the system to create task
- ❌ Staff availability hidden
- ❌ No conflict detection
- ❌ Booking-focused, not operations-focused
- ❌ Could add more relevant filters
Key Pain Points
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📱 Fragmented Workflow
Switching between Whatsapp, Sheets,Excel
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🚫 Blind Assignment
Staff conflicts discovered too late
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⚠ No Prioritization
40+ properties, all look equally urgent
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📅 Manual Scheduling
Hours creating scheduling
Solution
View Dashboard → 🏠 Select Urgent Task → 👥 Assign Available Staff → ✅ Confirm & Moniter
Visual Callouts
I came up with the feature ideas and potential logic for developers and stakeholders, that would be needed to implement the feature.
Tasks are auto-prioritized by urgency with clear status labels
Problem:
⚠️ No Prioritization
System recommends the nearest available cleaner with the lightest workload
Problem:
🚫 Blind Assignment
Auto-fills relevant fields without taking control away from the user
Problem:
📅 Manual Scheduling
Visual Callouts
I came up with the feature ideas and potential logic for developers and stakeholders, that would be needed to implement the feature.
Listed based on urgent task and time to check-in
Problem:
⚠️ No Prioritization
System generating (Grey Badge) and assigning repetitive tasks automatically.
Problem:
📅 Manual Scheduling
Status indicators (red/yellow/green/blue/pink) + type of task, for overview
Problem:
⚠️ No Prioritization
Edge Cases
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⏰ Late Checkout
System alerts & adjusts
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🤒 Staff Sick
Quick reassign tasks
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⚡ Eary Check-in
See status and options
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🔧 Property Damage
Alert + action options
Reflection
"Good operations design isn't about adding features, it's about removing friction."
Key Challenge:
Making complex dependency management feel simple for coordinators under time pressure.
With More Time:
- Shadow real coordinators
- Test with actual users
- Design mobile version