A changeover is complete when the next guest can arrive. For each property, record when guests leave, who cleans, who inspects and what has been agreed with the incoming guest. A reservation and a cleaning task are related, but they are different records.
Email & WhatsApp → CRM → quote & approval → scheduling & delivery → invoice & follow-up
Collections for your own work data. Administration and recurring invoices for ongoing services.Explore the modules behind these steps →Start with the gap between two stays
In this fictional example, a small operator manages six properties. At Duin House, a guest leaves on Friday at 10:00 and the next is expected at 16:00. There are six hours between departure and arrival. Travel, linen, cleaning and inspection all need to fit, so that is not a promise of six available cleaning hours.
| Step | What to record | Who handles it? |
|---|---|---|
| Departure | Expected and confirmed departure time | Host |
| Cleaning | Task, planned time and special details | Cleaner |
| Inspection | Ready or repair needed, with notes | Inspector or host |
| Arrival | Agreed time, keys and guest requests | Host |
Link these steps to the same property and the correct stay. Give each task one owner. A note saying “travel cot” helps, but a task to “set up the travel cot before inspection” makes clear who still has work to do.
What happens when something changes?
The outgoing guest asks to leave an hour later. First check whether cleaning and inspection still fit. Then update the agreement and affected tasks. Treat the new schedule as agreed only when someone has confirmed the change. Editing a time alone is not a handoff.
If the cleaner finds a broken lock, record the issue against the property and assign the repair. Keep “cleaning complete” separate from “ready for arrival”. A clean property can then remain visibly unreleased. Retain the resolution with the property so the next colleague can find its history.
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The holiday rental example shows guests, stays and follow-up together using fictional data. Bring a familiar changeover into your own example: what changes, who decides and where is the information now? Rio helps you explore a setup for your business.
This example does not prove an active booking-platform integration or replace a checked availability record. If you need automatic channel synchronisation, keep that as a separate requirement and verify the integration before replacing a reservation system.
Three questions to test your schedule
Does cleaning complete mean available? No. Inspection, maintenance or a missing key may still prevent arrival. Make that state visible separately.
Can one property have several stays? Yes. In your work model, link multiple stays to one property. Check overlapping dates separately; a list alone does not guarantee that double bookings are prevented.
Do I need to replace all my software first? Map the process and information sources first, then establish the setup and integrations needed. A personal SideIQ example is one way to explore that choice.
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By SideIQ. Fictional process example, checked on 12 September 2026. Read the Airtable comparison as well.