Vacation rental managers with dozens of units often juggle cleaner schedules over phone calls and spreadsheets, and every calendar change risks a guest walking into an unmade apartment. The booking calendar connects directly to an automated cleaning dispatch that reacts to every change.
Typical results
3 min
Change to cleaner notified
12 hrs/wk
Coordination time saved
-78%
Cleanliness complaints
Figures reflect typical results for this kind of automation.
The challenge
Same-day turnovers were a daily gamble. A guest checks out at 11, the next arrives at 4, and in between a coordinator called cleaners one by one, guessed who was closest, and hoped nobody forgot the linen. Last-minute bookings and cancellations rarely reached the crew in time, and complaints about cleanliness were the company's top review killer.
Before and after
Missed same-day turnovers
−100%Coordination time
−86%Cleanliness complaints
−78%The automation
We built a Make scenario that watches the booking calendar across all units. Any checkout, cancellation, or date change instantly recalculates the cleaning schedule, assigning each job by zone and cleaner workload. Cleaners get the job on WhatsApp with a room-by-room photo-proof checklist they complete before marking the unit ready. The same flow tracks linen counts and consumables per unit, raising laundry and restock alerts before supplies run out.
How it works
- 01
Calendar watched
Every checkout, cancellation, or date change across all units is picked up in real time.
- 02
Smart assignment
Cleaners are matched by zone and current workload, and the job lands on their phone within three minutes.
- 03
Photo-proof clean
A room-by-room checklist with required photos is completed before the unit can be marked ready.
- 04
Supplies tracked
Linen counts and consumables are tracked per unit, raising laundry and restock alerts before anything runs out.
- 05
Ready confirmed
The unit flips to guest-ready on the dashboard; anything running late escalates to the operations manager.
Starts from
- Booking calendar changes
- Cleaner zones & workload
Delivers
- Job to cleaner's WhatsApp
- Photo-proof checklist
- Laundry & restock alerts
The impact
Same-day turnovers typically complete on time, with around six missed cleanings a month dropping to zero. The coordinator spends two hours a week on scheduling instead of fourteen, cleanliness complaints fall from nine a month to two, and every calendar change reaches the assigned cleaner within three minutes.
Questions about this automation
How are booking changes passed to the cleaning team?
The flow watches the booking calendar for every unit. A new checkout, a cancellation or a date change recalculates that day's cleaning schedule, and the affected cleaner gets the updated job on WhatsApp within minutes. Nobody has to call around or forward screenshots of the calendar to the crew.
How does the flow decide which cleaner gets each job?
Each cleaner has a zone and a daily capacity. The flow assigns the job to an available cleaner in the unit's zone with the lightest current workload, and the coordinator can override the choice. If a job is not accepted in time or runs late, it escalates to the operations manager.
What does the photo-proof checklist cover?
A room-by-room list with required photos, such as the made beds, the bathroom and the kitchen. The unit is marked guest-ready only when every item is done. Linen counts and consumables are recorded at the same time, which triggers laundry and restock alerts before supplies run out.