Follow this step-by-step guide to configure your Doinn account: connect your PMS, define service catalogues, automate scheduling, add users, manage execution, track inventory, handle maintenance, and export reports.
LAST UPDATED on 10 Apr 2025
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List of steps:
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Property & Reservation Integration
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Staff & Provider Management
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Service Catalogue Configuration
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Configure Scheduling Automations
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Work Coordination & Dispatch
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Service Execution & Quality Control
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Inventory & Logistics
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Maintenance Management
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Reports & Forecasting
Step 1: Property & Reservation Integration
A. Connect Your PMS
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Go to the left menu and select “Integrations” → “Integration Center.”
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Search for your Property Management System (PMS).
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Click on the PMS name and log in with the credentials.
More information about API integration here
B. If Your PMS Integration is not in that list:
Add your properties manually or in bulk:
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One by one: Click “Add Property” and fill in the details.
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Bulk upload:
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Download the Excel template.
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Complete all required fields.
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Upload the sheet in the correct format.
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C. Reservation Sync
Once properties are added or integrated:
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Properties sync automatically.
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Reservations sync through the connected PMS and appear in your calendar view.
Step 2: Staff & Provider Management
A. Add Team Members
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Go to Settings → Users & Permissions.
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Click “Add User.”
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Provide:
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Username and password
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Role: Admin, Coordinator, or Cleaning Staff
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Enable Team Collaboration if staff members need to view each other’s tasks.
B. Attendance & Time Management
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In the Attendance section, view worker availability.
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Unavailable workers will not be assigned to services.
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Use the Geolocation Map to view staff and property locations.
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Workers can download and sign timesheets in the Time Tracking section.
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Clock-In/Clock-Out:
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On Desktop: Go to “Time Tracking” → click “Clock In” at the start and “Clock Out” at the end of a shift.
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On Mobile: Use the app to tap “Clock In / Clock Out.”
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Admins and managers can review time records in the admin panel.
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Step 3: Service Catalogue Configuration
Define the services your company offers so they can be automated and scheduled properly.
A. Access the Catalogue Settings
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Navigate to the “Catalogues” section from the main menu.
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You'll see tabs for different service types like Cleaning, Laundry, etc.
B. Add or Edit Services
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Click “Add Service” or select an existing one to modify.
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Set:
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Service Name (e.g., “Departure Cleaning”)
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Description and Category
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Estimated Duration
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Pricing: Fixed price or hourly
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Settings (hours the providers are available, service workers can see guest details, etc)
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Save your changes. Repeat for all service types you want to automate.
C. Create Service Templates (Optional)
Group common services into templates for easier mass assignment to multiple properties.
Step 4: Configure Scheduling Automations
Automatically generate service orders based on reservation data.
A. Access the Automation Module
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Go to “Automation” → “My Automations”
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Click “New automation”
B. Define the Automation Rule
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Select if automation is internal or for external company
- Select category of service to automate scheduling and name of the automation
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Choose the Target Properties:
Apply the rule to all properties or a specific group. -
Select the Service from your catalogue.
- Set a Trigger:
Based on events like check-in, check-out, mid-stay, etc. -
Set Timing Conditions:
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When should the service be created? (e.g., “2 hours after check-out”)
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Add buffer time if needed.
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Add optional logic:
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Only for stays longer than X nights
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Only if no service is already scheduled that day
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C. Activate the Automation
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Review the automation rule summary.
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Click “Save and Activate.”
Doinn will now automatically schedule services as per your defined rules.
Step 5: Work Coordination & Dispatch
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Access the Operations section to manage jobs in:
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Daily View
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Weekly View
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To assign services:
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Click on unassigned services to assign instantly.
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Use drag-and-drop to reassign tasks between staff members.
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Track service progress through these stages:
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Not Started → In Progress → Completed
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Step 6: Service Execution & Quality Control
A. Worker Execution Flow
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Staff tap “Start” at the beginning and “Complete” at the end of a service.
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They can upload photos or videos (max 250MB; you can upload several videos, each can have till 15 min).
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Extra time can be requested if needed.
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Maintenance issues can be reported from the mobile app.
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Use the chat feature for in-app communication with auto-translation.
B. Quality Assurance
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A service summary link is generated automatically.
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Uploaded media is watermarked.
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Download CSV reports for internal analysis.
Step 7: Inventory & Logistics
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Go to the Inventory section.
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Track items like linens, consumables, toiletries.
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Use the bulk upload function:
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Download the Excel template.
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Fill in the details.
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Upload your completed file.
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Use logistics optimization features to plan deliveries and schedules more efficiently.
Step 8: Maintenance Management
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Workers can create maintenance issues via the app.
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Managers can:
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Review and approve costs
- Define billed_to and type of issues
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Attach documents or images
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Adjust issue status
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You can also:
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Upload issues via CSV
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Manage progress in Kanban view
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Convert issues into billable maintenance jobs using preset pricing
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Step 9: Reports & Forecasting
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Enable AI-powered forecasting to predict service demand.
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Generate custom reports for:
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Attendance
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Service usage
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Provider performance
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All reports are exportable as CSV for external tools or dashboards.
Would you like this in a downloadable format (PDF or Word), or would you like the Spanish version updated as well? Let me know if you want to add visual elements and I’ll guide you on where to insert them in the layout!