Automating Cleaning & Turnaround for Short-Term Rentals
Streamlined Workflow Reduces Turnaround Time Between Stays
We built an automated cleaning management system that ensures properties are ready for the next guest faster and with fewer errors.
The Challenge
Cleaning and turnover tasks were managed with texts and spreadsheets, creating gaps and occasional missed cleanings. Properties sometimes weren't ready on time, leading to guest complaints and costly refunds.
Our client manages multiple rental cabins but struggled to keep track of cleaning tasks between bookings. Owners had constant anxiety about readiness, cleaners lacked clarity on schedules, and guests faced delays at check-in due to manual task assignment and no system of record for cleanings.
Manual Cleaning Workflow
Our Approach
We mapped the full guest checkout → next guest check-in workflow, focusing on how cleaning requests were triggered and tracked. Our methodology applied Lean process design, with Airtable as the task hub and automation layered in with Zapier + Jotform.
Key Discovery Findings
- •The biggest gap was the handoff between reservations ending and cleaners being notified
- •Communication failures created bottlenecks in the cleaning process
- •No centralized view of cleaning status across properties
- •Inconsistent communication between property managers and cleaners
The Solution
We built an automated cleaning management system using Jotform to capture guest checkout confirmation and condition notes, Zapier to automatically trigger new cleaning tasks in Airtable, and Airtable to manage properties, bookings, and cleaning schedules with status fields for "Scheduled," "In Progress," and "Completed."
The implementation started with a pilot on one property, then expanded to all cabins after staff training. Integration points included Jotform → Zapier → Airtable (cleaning records), plus automated email/SMS to cleaners for seamless communication.
Automated Cleaning Workflow
Implementation & Results
The project was completed over 8 weeks: workflow mapping + requirements (weeks 1-2), Airtable base design + Zapier integrations (weeks 3-4), Jotform setup + pilot rollout (weeks 5-6), and staff training + full deployment (weeks 7-8).
We provided mobile-friendly Jotform checklists for cleaners, ensuring adoption. The results exceeded expectations: owners gained peace of mind with real-time cleaning visibility, cleaners received clear instructions, and guests consistently arrived to clean properties.
Measurable Outcomes
- •Turnaround readiness improved by 35%
- •Zero missed cleanings after rollout
- •Guest satisfaction scores improved to 4.9/5 average
- •5-7 hours per week saved on coordination tasks