Turnover System Setup Checklist
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A one-time planning checklist for putting every unit, cleaner, booking feed, and standard into a turnover system that keeps working when bookings change.

[ ] List every unit with its full address, access method (lockbox code or smart lock), and any parking or building entry notes a new cleaner would need.
[ ] Write down the standard checkout time and check-in time for each unit, and the turnover window in hours that results from them.
[ ] Collect the calendar feed link (usually iCal) from every listing platform, direct booking source, and property management system, for every unit.
[ ] Subscribe to every feed in one calendar or scheduling tool and confirm that each upcoming checkout appears as a job.
[ ] Check whether each feed includes checkout and check-in times, and set a default time for any source that only provides dates.
[ ] Name a primary cleaner for each unit and a backup who has actually been inside that unit at least once.
[ ] Agree on rates and payment timing with each cleaner in writing, including any separate rate for same-day or late-notice jobs.
[ ] Decide how jobs are sent and how they are accepted, and treat sent and accepted as two different states in whatever you use.
[ ] Set a cutoff hour for changes on the day before a turnover, after which any change is confirmed by phone call, not just by message.
[ ] Write a room-by-room checklist for each unit that lists the exact items to restock and the counts expected.
[ ] Add a final verification section to the checklist: thermostat setting, locked doors and windows, welcome items in place, lights and appliances as expected.
[ ] Require a photo of the finished unit as the record that a job is done, and decide where those photos are kept.
[ ] Create a fast, low-friction way for cleaners to report damage, missing items, or a guest who has not left yet.
[ ] Decide how linen is handled for each unit: swapped from a clean stock or washed on site, and where the clean sets are stored.
[ ] Build a restocking kit for each unit, decide who refills it, and set how often it is checked.
[ ] Set a cap on how many same-day turnovers one cleaner takes on a single date, and write it down where the team can see it.
[ ] Scan the next 60 days of bookings for the date with the most same-day turnovers and confirm you have cleaners to cover it.
[ ] Write the rule for booking changes: cancel the old job, create a new one, and require a fresh confirmation from the cleaner.
[ ] Write the rule for assigning jobs when more than one cleaner is available, including who gets far units and same-day jobs.
[ ] Pick two or three numbers to track each month, such as late completions, missed jobs, and cleanliness complaints from guests.
[ ] Walk through one full turnover yourself using the checklist, and fix anything that was unclear or missing.
[ ] Put a review date on the calendar to revisit rates, checklists, and backups, ideally before your next busy season.