Account Creation and Login: Allow users to create accounts, log in securely, and manage their profiles. Users include housekeeping staff, supervisors, and administrators.
Role-Based Access Control: Implement role-based access control to differentiate permissions and access levels for different types of users.
Profile Management: Enable users to update personal details, contact information, and roles.
Task Management
Task Assignment: Provide functionality for assigning housekeeping tasks to staff members, including room cleaning, laundry, and maintenance.
Task Tracking: Track the progress and completion of assigned tasks, including start and end times.
Task Scheduling: Schedule recurring tasks and set deadlines for one-time or special tasks.
Staff Management
Shift Scheduling: Create and manage staff schedules, including shift assignments, days off, and overtime.
Attendance Tracking: Record and monitor staff attendance, including clock-in and clock-out times.
Performance Monitoring: Track and evaluate staff performance based on task completion, punctuality, and feedback.
Inventory Management
Inventory Tracking: Manage and track housekeeping supplies and equipment, including stock levels, usage, and reordering.
Stock Alerts: Set up alerts for low stock levels to prompt reordering of supplies.
Supplier Management: Maintain information about suppliers and manage purchase orders for inventory replenishment.
Room Management
Room Status: Monitor the status of rooms, including clean, dirty, and in-progress.
Room Assignment: Assign rooms to housekeeping staff for cleaning and maintenance based on status and priority.
Room Inspection: Provide tools for room inspections and quality checks to ensure cleaning standards are met.
Request Management
Guest Requests: Allow guests to submit housekeeping requests (e.g., extra towels, room cleaning) through the system or via mobile app.
Request Tracking: Track and manage the status of guest requests, including response times and fulfillment.
Reporting and Analytics
Task Reports: Generate reports on completed tasks, staff performance, and operational efficiency.
Inventory Reports: Provide reports on inventory usage, stock levels, and supply costs.
Financial Reports: Generate reports on housekeeping-related expenses, including labor and supply costs.
Communication
Internal Messaging: Provide an internal messaging system for communication between housekeeping staff, supervisors, and administrators.
Notifications: Send notifications for task assignments, request updates, and schedule changes.
Integration
Property Management System (PMS): Integrate with a property management system for synchronization of room status, guest information, and scheduling.
Mobile Access: Provide a mobile app or mobile-friendly interface for staff to access tasks, schedules, and requests on the go.
Compliance and Standards
Cleaning Standards: Ensure compliance with cleaning and hygiene standards, and provide checklists and guidelines for staff.
Regulatory Compliance: Adhere to relevant regulations and standards for health and safety, labor laws, and data protection.
Non-Functional Requirements
Performance
Response Time: Ensure fast response times for user interactions, such as task updates, inventory checks, and report generation (e.g., under 2 seconds for most operations).
Scalability: The system should handle increasing numbers of users, tasks, and data without performance degradation.
Reliability
Uptime: Ensure high system availability with minimal downtime (e.g., 99.9% uptime).
Error Handling: Implement robust error handling and recovery mechanisms to manage system failures and ensure data integrity.
Security
Data Encryption: Encrypt sensitive data, including staff information, guest requests, and inventory details, both in transit and at rest.
Authentication and Authorization: Use secure authentication methods and role-based access control to manage user permissions and protect data.
Data Backup: Implement regular data backups and establish procedures for data recovery in case of system failures or data loss.
Usability
User Interface: Design an intuitive and user-friendly interface for managing tasks, schedules, and reports.
Accessibility: Ensure the system is accessible to users with disabilities, following accessibility standards (e.g., WCAG).
Maintainability
Code Quality: Write high-quality, well-documented code to facilitate system maintenance and updates.
Documentation: Provide comprehensive documentation for users, administrators, and developers, including user guides, technical manuals, and troubleshooting guides.
Availability
Backup and Recovery: Implement regular data backups and establish procedures for data recovery in case of system failures or data loss.
Failover: Ensure the system has failover capabilities to switch to backup systems or servers if necessary.
Portability
Cross-Platform Compatibility: Ensure the system is compatible with various devices and operating systems used by users, including desktops, tablets, and mobile devices.
Supportability
Technical Support: Provide mechanisms for obtaining technical support and resolving issues, including help desks, online resources, and customer service.
Error Reporting: Include functionality for reporting issues or bugs and tracking their resolution.
