FRESHFLIP PLAYBOOK • CONDOTELS • HOSTS + COHOSTS + CLEANERS
Cleaner coordination - without the unknowns.
FreshFlip is built for hosts and cohosts who use cleaners (especially high-volume condo/condotel setups) where the biggest risk is uncertainty:
Did it get cleaned? Is it safe to enter? Who is doing what, and when?
This page explains the operating rules (Today/Tomorrow queues, proof, gating, late checkout).
The promise
FreshFlip turns "I think it's clean" into "I know it's clean."
It gives everyone the same single source of truth: what needs to be cleaned today, what's coming tomorrow, and what's next.
Status language (simple + consistent)
RED = Needs cleaning (actionable)
YELLOW = Scheduled / in progress
GREEN = Guest-ready (clean)
Cleaner screens avoid "occupancy" language. The cleaner app is a work queue, and we prevent early entry by gating.
Core workflow
1) Host/cohost sets the schedule
Connect iCal. FreshFlip calculates next checkout/check-in and creates the corresponding turnover work items.
2) Cleaner sees an obvious queue
Cleaner lands on Today. If nothing is due: "NO CLEANINGS LEFT FOR TODAY" with a button to Upcoming.
3) Proof closes the loop
Clean stays RED until the cleaner completes and submits proof photos/notes (and emergency flags when needed).
Tomorrow-first planning (digest + queue)
Every cleaner digest and queue has two sections:
Tomorrow's Work (checkouts tomorrow + anything checking in tomorrow that isn't green yet), then Future.
Future is sorted by checkout date and sub-sorted by next check-in.
Safety: prevent "walking in on guests"
Start gate: cleaner can only start on the scheduled day after checkout time in the unit's timezone.
If host marks late checkout, we use that later time.
When it's too early, the cleaner sees a clear block message:
"Not available yet - guest may still be inside."
Contents
Skim, then come back to the sections you need.
Roles
Host / Owner
Owns billing and the unit roster. Connects iCal, sets defaults, assigns cleaners, reviews proof.
Cohost
Helps operate units day-to-day. Needs visibility and alerts, but billing stays owner-only.
Cleaner
Gets a work queue (Today/Tomorrow/Future), reference photos, and clear start-time gating. No clutter.
Daily rhythm (what each role does)
Host/Cohost (AM):
Open Units Status → scan Today (what's due) + Tomorrow (surprises). Confirm cleaner assignments and late checkouts.
Cleaner (AM):
Open Today. If empty: "NO CLEANINGS LEFT FOR TODAY" → check Upcoming. Don't enter early; wait for the start gate or a host unlock.
Host/Cohost (PM):
Review proof photos, clear emergency notes, and sanity-check tomorrow's queue again.
Host/Cohost operating guide
Today’s checkouts first. Cleaner assignment, iCal health, and a shared red/yellow/green board.
FreshFlip is designed for condotel hosts + cohosts using cleaners. Your job is to remove unknowns.
This section is a practical checklist for day-to-day operations.
Morning checklist (5 minutes)
1) Today firstLook at Today's due work. If anything is RED, confirm a cleaner is assigned and expected start time is safe.
2) Tomorrow planningScan tomorrow's checkouts + check-ins (especially same-day). These are the turns most likely to blow up.
3) Assignment sanityEnsure the right cleaner email is assigned. Cleaner identity is by email/login (display name can vary).
4) Late checkoutsIf you get a late-checkout request, set it on that turnover (time + note). Cleaner gate updates automatically.
5) Guest left earlyIf guest confirms they're out, unlock early and notify the cleaner (FreshFlip sends the email alert).
Condotel tips (reduce unknowns)
Access notesKeep lockbox/door code, parking, elevator instructions in the unit notes so the cleaner doesn't text you mid-turn.
Same-day turnsSame-day = check-in date equals checkout date. These should always be surfaced at the top of Tomorrow's section.
Unassigned is a fireIf something is due soon and unassigned, assign a cleaner immediately or you'll get a "surprise" at check-in.
Cleaner playbook (SOP)
Cleaner dashboard: Today’s checkouts first (earliest checkout time at the top). One tap for Laundry pickup + reference photos.
Cleaners should never need to guess. FreshFlip is your queue + safety gate.
Work top-to-bottom. When blocked, it's protecting you from walking in on guests.
Morning routine
1) Open TodayIf a unit is RED, it's actionable. Start in order. If Today is empty, check Upcoming for tomorrow planning.
2) Respect the start gateYou can start at checkout time. If host marks late checkout, wait for that time. If host unlocks early, you'll get an email.
3) Use reference photosTap "Perfect room photos" if you need a standard to match. Don't load them by default.
4) Mark progress (Laundry pickup)When you strip linens/towels, tap “Laundry pickup”. It turns the unit YELLOW so host/cohost knows the clean has started (even if you finish later).
5) Submit proofProof photos + notes make the unit guest-ready and prevent disputes.
6) Flag emergenciesIf you find damage/major issues, flag emergency so it stays visible until addressed.
What to do when blocked
Blocked = safety. If the app says it's too early, the guest may still be inside.
Wait until the allowed time or until the host unlocks early.
Cleaner Today (the landing page)
The cleaner app lands on Today because that's where decisions happen.
If there are due-now cleanings
Show them as RED. Cleaner works top-to-bottom.
If there are no cleanings today
"NO CLEANINGS LEFT FOR TODAY" + a reminder to double-check Upcoming if in doubt.
Late checkout (per turnover/date)
Late checkout is recorded for a specific turnover (not permanently on the unit).
That late checkout time becomes the cleaner's start gate for that turnover.
Rule: Cleaner can start at checkout time unless host marks late checkout - then start at the late checkout time.
Guest left early (unlock + notify cleaner)
Sometimes the guest messages the host/cohost: "We're out." In that case you should be able to unlock the turnover early
so the cleaner can start safely without waiting for the scheduled checkout time.
Owner/Cohost action
Click "Guest left early - allow cleaner to start now". FreshFlip records who did it + when.
Cleaner effect
Cleaner gate becomes "allowed now" for that turnover.
Email alert
FreshFlip emails the assigned cleaner: "OK to start early: <Unit>" with a direct link to the turnover.
Guardrails: owner/cohost only • per turnover/date • supports cancel actions.
FreshFlip emails the cleaner on set and cancel so the queue stays accurate.
Proof + notes
FreshFlip's "trust" comes from proof, not assumptions.
Proof photos
Cleaner submits proof to mark the turnover complete. Host/cohost can review any time.
Emergency notes
Cleaner can flag issues as emergency so they surface immediately for host + cohosts until addressed.
Reference photos
Host provides "perfect room" reference photos. Cleaner opens them only when needed (no bandwidth waste).
Host/Cohost 10‑minute setup checklist
This is the fastest path to a working system (host + cohost + cleaner) with Tomorrow planning and fewer surprises.
Minute 0–1: Create your account
Minute 1–3: Add your first unit
Add unit name, address, and timezone (usually America/New_York).
Minute 3–5: Connect iCal
Paste the Airbnb iCal URL and save. Then run Resync iCal to pull next checkout/check‑in.
Minute 5–6: Confirm Tomorrow looks right
Open Units Status and sort by Next checkout. Verify tomorrow’s checkouts/check‑ins match reality.
Minute 6–7: Invite/assign your cleaner (by email)
Assign the cleaner using the email they will log in with (example: name+cleaner@gmail.com). Identity is by email/login.
Minute 7–8: Invite your cohost (optional)
Invite the cohost so they can monitor Today/Tomorrow and handle guest messages without guessing.
Minute 8–9: Upload “perfect room” reference photos
Add 3–8 photos that define the standard. Cleaner opens them only when needed.
Minute 9–10: Send a digest + do one test turnover
Use “Send cleaner digest now” and run one real turnover end‑to‑end (proof photos + notes). You’ll feel the system click.
Pro tip: If a turnover is missing, run Resync iCal and confirm the cleaner assignment (email) is correct.
Cleaner Getting started (5-10 minutes)
1) Claim your cleaner invite
Use the invite link sent by the host. Set a password and complete your profile once.
2) Use Today first
Start every day on Today. If you see "NO CLEANINGS LEFT FOR TODAY", tap Upcoming to plan.
3) Don't enter early
FreshFlip blocks "Start cleaning" until checkout time (or late checkout / early unlock). If blocked, it's for safety.
4) Use reference photos
Open "Perfect room photos" only when needed (saves bandwidth and time).
5) Submit proof
Upload proof photos + notes to close the loop and make the unit guest-ready.
FAQ
Why does FreshFlip emphasize Tomorrow?
Because the worst failures happen when tomorrow arrives and nobody is sure what's happening. Tomorrow-first removes surprises.
What if a guest stays late?
Host marks late checkout for that turnover, and the cleaner is blocked until that time.
Do cleaners see private host data?
Cleaner sees only what they need: their queue, reference photos, and host notes for cleaning/access.