1. How to Create a User

To create a new user in Flexkeeping, follow these steps:

➤ Go to the User Page

Navigate to the user page.

➤ Click “+ Add New User”

In the upper-right corner, click the “+ Add New User” button.

➤ Fill Out the Form

• Enter either a username or the user’s email address (both work).

• Note: If the user belongs to a management group (e.g., Manager, Housekeeping Management, Director), an email address is required.

➤ Set Account Details

• Choose the default language for the account.

• Select the properties the user will have access to.

• Define the user’s main property (the one that opens first when logging in).

➤ Create a Password

You can either:

• Send an email to the user to create their password, or

• Manually set a password and decide if the user must change it on first login.

➤ Confirm and Finish

Press Confirm to finalize the process. ✅ The new user is now added!

How to Reset the Password

If you forgot your password, contact your supervisor.

On the User Management page:

1. Click the lock icon on the right.

2. If the username is linked to an email, clicking Confirm sends a reset email.

3. If no email is linked → you can manually set a new password.

2. How to Deactivate a User

To deactivate a user who has left the company:

1. Go to the User Management page.

2. Click the three dots on the right of the user entry.

3. Select User Status → “Inactive.”

? Once inactive, the user no longer has access to Flexkeeping.

3. Difference Between Task and Maintenance (Repairs) Assignments

• Task Assignments → used by housekeeping, assigned to a space’s responsible user or manually.

• Repairs → assigned to the entire maintenance team.

? After creating a repair, all technicians are notified and coordinate responsibility.

4. Devices Supported by Flexkeeping

✅ Android Devices

• OS: Android 12.0+ with Google Play

• Memory: 3 GB RAM (6 GB for advanced use*)

• Processor: Quad-core (Octa-core for advanced use*)

• Screen: 5.5" (720p) or 6.0" (1080p) for advanced use*

• Storage: 32 GB
  ⚠️ Huawei devices (post-2019) without Google Play are not supported.

✅ iOS (iPhone)

• OS: iOS 16+

• Recommended: iPhone 8 or newer

* Advanced use = managing over 300 rooms or 300+ tasks daily

5. How to Add Space Consumption

1. Select the module (Minibar, Amenities, Linen).

2. Click the + button.

3. In the pop-up:

   • Use the Consumption Entry icon to select items & quantities.

   • Confirm to save → icon turns dark blue.

6. Can Minibar Items Be Sent to PMS?

Yes, depending on the PMS (Mews, Cloudbeds, Opera).
Provide to integration team:

• Article Name

• Integration ID

• Price

7. Languages Available in Flexkeeping

Supported languages include:
?? Croatian | ?? Albanian | ?? Bulgarian | ?? English | ?? Spanish | ?? French | ?? German | ?? Italian | ?? Chinese
...and more.

For unsupported languages → Auto-Translate Assignments (Google Translate).

8. Cleaning Time Reports

Check the Cleaning Time Dashboard Analytics for:

• Cleaning Times per Room Status / Room Type / User / Room

• Metrics: Avg. cleaning times for Departure / Stayover / Empty

? Data can be exported to Excel or requested from support.

9. Can Tasks Be Converted to Repairs?

❌ Not possible.
You must create a new maintenance task manually.

10. How to Create a New Checklist

1. Open Checklist Editor in Flexkeeping.

2. Click New Checklist.

3. Add tasks/items.

4. Save.

11. Editing Room Occupancy Status

Navigate to: https://app.flexkeeping.com/space_status - but only if you have acces to it.

Options:

• D = Departure

• S = Stayover

• E = Empty

⚡ Hidden button near room name → mark Arrival or Checked-out.

12. Why Does “#not sent” Appear in Minibar?

It means minibar entries weren’t billed → often because the guest checked out before posting.

? Always record minibar consumptions before checkout.

13. Viewing Guesty Reservation Notes

1. In Guesty, get the API key (Setup → Integrations → Marketplace → Flexkeeping → Connect).

2. Contact Flexkeeping Support (support@flexkeeping.com) with the key.

3. Once integrated → Guesty notes are visible in Flexkeeping.

14. Can Two Users Be Assigned to One Room?

❌ No, Flexkeeping allows only one user per room.

15. Changing Room Check Checklists

1. Go to: https://app.flexkeeping.com/checklist

2. Select the room check checklist.

3. Edit items.

4. Save.

16. Finding Who Cleaned the Most Rooms

• Open Cleaning Times Dashboard

• Use Per User filter

• Analyze data to see top cleaners.

17. Viewing Completed Checklists

• Open Checklist Dashboard in Flexkeeping.

• Review entries with status, timestamp, and notes.

• Use data for compliance and quality control.