How RoomChecking Supports the Vision of Large-Scale Resorts

When managing a large-scale vacation rental operation, ensuring seamless housekeeping, maintenance, and cost tracking can be an overwhelming challenge. At Villatel Orlando Resort, a luxury villa rental destination designed for families and groups, operational efficiency is paramount. With a portfolio of unique villa types – ranging from 6-bedroom arcade villas to 9-bedroom pool villas – each with its own specific cleaning and maintenance requirements, Villatel needed a robust system that could handle complex scheduling, inspections, cost tracking, and seamless integration with financial systems.

That’s where RoomChecking comes in.

Villatel has implemented RoomChecking’s cleaning and audit automation tools to ensure that every villa meets the highest operational standards. The resort’s cleaning operations are unique because each villa type requires customized inspections and checklists that vary based on the features of the home. The arcade villas, for instance, require detailed inspections of gaming consoles and entertainment systems, while the pool villas need additional checks for pool cleanliness, equipment maintenance, and outdoor areas. A one-size-fits-all approach simply wouldn’t work – each villa type demands a different operational workflow.

One Size Doesn’t Fit All: Why Hotel Operations Need Tailored Tech

In hospitality, no two properties operate the same way. A resort with multiple buildings and pools runs differently than an urban hotel with rapid turnover. A villa rental business faces different operational challenges than a student-accommodation hybrid. Yet too often, hotels are expected to manage everything through a one-size-fits-all system – usually their PMS.

The problem? PMSs are designed for booking management, not operational complexity. That’s why you still see:

• Cleanings managed on paper or WhatsApp
• Maintenance tickets lost in shared inboxes or Whatsapp groups
• Housekeeping and reception guessing guest preferences or housekeeping exporting them from the PMS and printing to the cleaners
• Teams juggling 6+ disconnected systems just to get through the day

To make things worse, many so-called “operations platforms” offer only basic, heavily standardized housekeeping and maintenance modules – assuming all hotels work the same. They leave no room for the unique workflows, timing needs, or service models of different properties. As a result, hotels are forced to adapt their operations to fit the software – instead of the other way around.

This fragmentation creates inefficiencies, miscommunication, and ultimately impacts guest satisfaction and profitability.

Operations require flexibility – not just a system that records data, but one that adapts to your structure, your service levels, and your team’s real workflow. Whether it’s automating task assignments, managing real-time costs, triggering actions based on guest behavior, or integrating smartly with the PMS – ops tech should mold to your hotel, not the other way around.

At RoomChecking, we believe in tailored operations. We work with hotels of every type – from luxury resorts to hybrid models – to bring clarity, control, and consistency to their daily work. Because in hotel ops, one size definitely doesn’t fit all.

Therefore the system starts with configuration

Configuration of the property

Multihotel 

When running several properties but also à large property with buildings or villas close to each other but run by the same team, it is ideal to be able to handle and gather data all in one system. 

Region, City, Zone, Building, Floor, Floor section, Room and sub-spaces – When running larger scale properties or apartment rentals, resorts or multi-hotel properties, it is essential to mirror the physical layout inside the digital system.

As you can see in the picture above, the number of buildings and floors within a building needs this specific configuration. Maintenance workers have to be assigned their buildings per day (to make sure they don’t run all over the place), cleaners have to be assigned only one building of apartments or one zone of villas and operations and dispatch, have to be able to view tasks in bulk depending on the zone, building, villa or subrooms… It is operationally impossible to treat this as one single location with only ONE property, you need to have the possibility to go more granular.

The property has several resorts on several locations. Management needs to have an overview over all resorts but at the same time limit for on field agents and other need access to only 2 resorts and not all or one. 

Zone A zone is an area defined by the property. For example, in one of the resorts RoomChecking supports, different buildings are grouped by zone to increase daily operational productivity. Preventative maintenance can then be scheduled in clusters by zone, which reduces unnecessary movement and enables the system to dispatch tasks intelligently to the closest available staff member. À cleaner should never be assigned more than à zone of villas grouped in 6 villas, or à building with 10 apartments or à floor within à building with 10 or more rooms on that floor.

Floors within a Building Buildings that span multiple floors can be accurately mapped, and specific tasks can be assigned floor by floor.

Floor Sections Some properties have extremely long hallways or expansive floors. In these cases, even if rooms 101 and 120 are on the same floor, they shouldn’t be assigned to the same cleaner. RoomChecking allows floors to be split into sections and tasks to be assigned accordingly. This enables rotation-based scheduling like recurring tasks for half the floor one week and the other half the next.

Subrooms within an apartment or à villa A significant improvement introduced in collaboration with a 1000-villa resort in the U.S. was the concept of subrooms. These villas had 6 to 12 bedrooms, arcade rooms, bowling alleys, and more. Initially, they used a system that only allowed task creation for the entire villa. Comments like “lamp broken in Bedroom 1” or “electrical plug not working in the kitchen” were common, but these were just free-text fields. There was no way to group or report issues by specific room or asset.

As one team member put it: “Today we use a system where we can only create a task or a cleaning for the whole apartment or the whole villa, but then we always have to add comments on where the issue is.” This meant they couldn’t analyze trends or automate decisions.

Now, with RoomChecking’s subroom configuration, they can assign tasks to specific spaces like the theater, laundry room, or Bedroom 8. This not only improves clarity for maintenance teams but also enables detailed tracking. For example, RoomChecking revealed that in Villa 202, Bedroom 2 had 13 issues with the lamp while Bedroom 1 had only 2 – clearly signaling a problem worth addressing. This also makes it easier for the cleaning team when reporting issues and maintenance when receiving them. It is as great a feature for on field agents and managers reviving data.

Permissions and Multi-Hotel Setup

RoomChecking supports a multi-hotel setup with user-level permission control. Regional managers can access productivity reports and performance data across all resorts, while General Managers are restricted to their own properties. External cleaning companies can be given limited access – for example, just their cleaning assignments, without visibility into costs, tasks from other departments, or access to other properties.

Some users need to see and approve costs, others don’t. Some need to assign cleanings in multiple locations, while others only in one. Some users can change settings, while others shouldn’t. RoomChecking is designed to handle this complexity and the resorts and properties need them.

Asset Management and Fixed Asset Lists

In previous systems, properties had to rely on free text to describe asset issues. Over time, this created chaos in data:

• “AC doesn’t work”
• “Air Con not working”
• “A C broken”
• “Airconditionning stop”
• “Airconditioning doesn’t work”
• “Air confitioning doesntwork”

You get the idea. Then came the need to export all comments into an AI tool to try to analyze what’s really going on with the air conditioning units in Villa 202, spread across 14 different rooms… This is really not the way to go in 2025…

Thus, with RoomChecking’s fixed asset list, these problems disappear. Staff simply select the asset from a standardized list, and the data becomes trackable and reportable. These asset names are also translated automatically into the worker’s language – Spanish, Arabic, Italian – no need for staff to use Google Translate.

Each asset can be linked to a default buying price, markup, and supply costs. Properties in different counties with varying tax codes can define those separately or share settings across properties when relevant.

RoomChecking’s asset system is also the foundation for its cost-tracking and chargeback capabilities. Some tasks are defined by flat fees, others by hourly rates. If an external vendor is needed, they can be assigned different costs compared to internal maintenance teams.

As can be seen above an asset can have many details configured. This is to ensure the highest atomization possible for the team. For ex:

• What does is cost
• What do we charge
• PMS code to connect the charge to the PMS
• County code for tax purposes
• Which actions can be taken and depending on the issue reported – Auto assignment to a specific group, external vendor or user – GOODBYE TO UNASSIGNED TASKS

…and much more

Costing & Inventory Management: A Game-Changer for Villa Operations

One of Villatel’s biggest challenges was managing costs related to housekeeping, maintenance, and repairs. With such a variety of villa types and room configurations, manually tracking supply and labor costs was both time-consuming and error-prone.

RoomChecking’s costing module allows predefined rates for each action and asset. Whether the action is internal or external, fixed or hourly, RoomChecking tracks it all. Costs are now linked to the specific room or subspace, and easily exportable.

Example task report:

• Date: 10/05 – Villa 202 – Bedroom 1 – Time: 20 min – Labor cost: $20 – Material: $5 – Assigned: Technician A
• Date: 11/05 – Villa 202 – Bedroom 1 – Time: 20 min – Labor cost: $20 – Material: $5 – Assigned: Technician B

This detailed data helps teams decide whether to keep fixing or replace an item altogether.

RoomChecking also allows PMS code mapping to push labor/material costs into external financial systems. It supports charge codes, tax configurations by country, EID for financial systems, and default assignation setups so tasks can be auto-dispatched without human involvement.

Room Catalogs

Staff can now access up-to-date visual references: villa layouts, room-level standards, and assigned codes. This helps new or rotating staff immediately know what each room should look like and what is expected.

Insert these type of floor plans to communicate to housekeeping and maintenance how the villa looks like.

You can also apply other pictures for cleaners and on site or in office staff.

Cleaning and Task Automations: A market-first feature

In most systems, a cleaning is just a task – but that’s inaccurate. A cleaning updates a room’s PMS status, while a task may involve repairs or service without affecting availability. RoomChecking makes this distinction.

Cleanings are triggered not just by reservation status (e.g., a departure), but also:

• Villa category (6-bed, 12-bed, arcade, pool)
• Stay duration
• Presence of children, pets, or special requests (e.g., baby bed)

All of this is automatically pulled from the PMS. Staff no longer need to cross-check emails or print lists from reception.

Task Automations and Forecasting

Before RoomChecking, task assignment was manual – a painful process for +500 villas. Now, staff use a visual daily planner. With just a few clicks, cleanings and tasks are assigned in bulk, filtered by staff availability, preferred zones, or scheduled hours. Cleanings are automatically triggered and not only based on departure but based on:

• VIP code
• Rate code
• Group name
• PMS notes includes/equal/doesn’t contain
• Number of adults or children

…go as granular you want and build your auto-schedule based on any PMS data ! This is a huge timesaver and ensures ZERO mistakes.

The system also forecasts labor requirements by analyzing future bookings, villa types, and estimated durations.

In this picture we can see how the resort can see the summary per day of the week, by villa, by room, by type of room and also the exact expected hours of cleaning.

Vacant Dirty and Refresh Cleaning Automation

One major win for Villatel was eliminating missed cleanings. If a room is left dirty due to staffing or a missed task, RoomChecking automatically flags it. If a villa hasn’t been rented in 6 days, the system triggers a refresh clean. The PMS alone cannot detect or manage this – but RoomChecking can.

With RoomChecking, Villatel can:

• Auto-assign cleanings based on working hours, zone, or floor
• Track hourly labor by staff per day
• Forecast daily staff needs
• Auto-postpone undelivered cleanings
• Automate refresh or vacant-dirty cleanings

Seamless Integration RoomChecking’s open API connects to PMS, HR systems, accounting platforms, and invoicing tools. All data flows automatically. There is no need to manually move information between tools.

Why This Matters for Resorts Like Villatel Large-scale villa operations are vastly more complex than traditional hotels. They are more demanding for guests, more dispersed for staff, and more expensive to operate. RoomChecking addresses all these points, helping Villatel deliver:

• Consistent inspections and checklists per villa type
• Fast, accurate response to guest and operational requests
• Centralized cost and labor tracking
• Automated data sharing across financial systems

With RoomChecking, Villatel gained visibility, accuracy, and time – all while improving guest satisfaction.

Mandatory checklists BEFORE, DURING or AFTER each cleaning or BEFORE each inspection

Many properties we have spoken to are losing a great deal of money because they have not introduced an ops tool in their daily operations for on field agents. Thus for example à cleaner will call and say that the client broke the TV, another will call and say that the stole the hair dryer, but, how is it possible to actually keep track, know what it costs, decide if we should charge it to the client or not and replace it asap? Some properties we work with use checklists for this purpose.

Final Thoughts: A Smarter Way to Manage Vacation Rentals Luxury vacation rentals operate under high guest expectations and logistical complexity. RoomChecking brought automation, flexibility, and precision to Villatel’s daily operations – from custom cleanings to cost tracking to seamless integration.

Main Functionalities Used:

• Cleaning Automations
• Task Automations
• Fixed tasks and asset list
• Audits
• Scheduling
• Costing module