Cleaning checklist — inventory, quantities and photos per clean

Updated on 2026-08-15

If you work with an external cleaning crew, you want more back than "room cleaned". Is the soap nearly gone? How many clean towels are left in the cupboard? What did the minibar look like after the clean? With the cleaning checklist you compose, per property, exactly what the cleaning crew reports after every clean — without anyone on the team needing a BedFlow login.

How it works

1. You compose the checklist once and optionally write out points of attention
2. The cleaning crew fills in the checklist per clean, simply via their existing portal link
3. You instantly receive a summary via Telegram and see everything back in the admin

Composing the checklist

Go to Daily → Housekeeping schedule. Below the schedule you'll find the Cleaning checklist block. Add items and choose a type per item:

• Checkbox — ticked when something needs restocking (e.g. "Coffee cups nearly gone", "Restock toilet paper")
• Quantity — a number to fill in (e.g. "Number of clean towels in the cupboard")
• Photo — a photo to upload (e.g. "Photo of the minibar after cleaning")

Per item you choose whether it is required or optional, and with the arrows you set the order in which the cleaning crew sees the items. An unticked checkbox is a valid answer too, by the way — it simply means "nothing to restock".

Below that sits a free text field Points of attention while cleaning: instructions that always apply, such as "Always return the key to the lockbox" or "Empty the dishwasher before leaving". That text appears at the top of the portal, so the team sees it first on every clean.

What the cleaning crew sees

The cleaning crew opens their personal link on their phone as always (see the housekeeper portal):

• At the top are your points of attention, clearly visible in a coloured box
• At the bottom sits the checklist per clean: tick boxes, fill in quantities and add photos (images only, up to 8 MB per photo)
• Filling in works before and after marking the room as cleaned — forgot something or made a mistake? Just adjust and save again, the latest version counts

The portal stays as privacy-friendly as ever: no guest names, no booking details — only what's needed to clean. And it speaks your team's language: Dutch, English, French, German, Spanish and Portuguese.

You get notified right away

As soon as a checklist is saved, BedFlow sends a message to your property's Telegram channel with a summary:

• 🛒 the consumables to restock (all ticked items)
• 🔢 the quantities filled in per item
• 📷 the number of photos added

So you know what belongs in the shopping basket before the next guest arrives. Rather not receive these? The notification type Cleaning checklist has its own on/off switch in your Telegram settings.

Everything findable in the admin

On the same Daily → Housekeeping schedule page, under Submitted checklists, you'll see every submission of the shown month: which room, who cleaned, the answers per item and the photos. The photos are only visible to logged-in administrators of your property — never publicly accessible.

Good to know

• Filling in the checklist is not the same as marking the room cleaned: the team can report first and tick off later, or the other way round. If the tick-off is undone, the filled-in answers are kept.
• If you remove an item from the checklist, the previously filled-in answers for that item disappear too.
• The housekeeping module must be switched on — see Activating housekeeping.