Add your team and cleaners

You can invite anyone who helps run your place to Kipdown, each with their own login and a role that decides what they can see and do. Cleaners can see the changeovers they need, and you can email changeover sheets to people who don’t sign in at all. Only owners can invite people.

Inviting someone

1. Go to Settings → “People” and press “Invite someone”.
2. Type their email address.
3. Choose their role: “Editor”, “Owner” or “Cleaner”. Editor is chosen to start with.
4. Send the invitation. They’ll get an email with a link to set up their login.

Everyone on your team is listed in “People”, with a role you can change and “Remove”. A business always keeps at least one owner, so you can’t remove or change the last one.

What each role can do

Owner can do everything, including “Stays and prices”, Settings, inviting people, bringing bookings across, Reports, the spreadsheets for your accountant and forgetting a guest.

Editor is for anyone who looks after guests day to day. Editors can use Today, the calendar and Bookings, where they can add, change and cancel bookings, give refunds, record payments and email guests. They can’t change your stays, prices or settings, see Reports, download spreadsheets, bring bookings across or forget a guest.

Cleaner sees “Changeovers” and nothing else. If a cleaner opens any other page, they’re taken to Changeovers.

Changeovers

“Changeovers” is in the menu for everyone. It shows the next 7 days, with the last 3 days folded away above them. Use “This week”, ‹ and › to move between weeks, and “Print” for a paper copy.

For each stay or named place, it shows whether it’s a “Same-day changeover”, when the “Next guests” arrive, or “No one booked next”, along with the leaving and arriving times. For each booking it lists the guests’ first names, how many are coming, how many nights, extras, their answers to your questions, and your notes. Changeovers never show prices or guests’ contact details.

Your notes on a booking are shown to your team and cleaners, and never to guests, so they’re a good place for anything cleaners need to know, such as an extra cot.

Emailing changeover sheets

People who don’t sign in, such as a cleaning company, can get the changeover sheet by email. Set this up in Settings → Bookings → “Housekeeping”.

1. Choose when it goes: “The evening before each changeover day”, which sends it at 6pm, or “Every Monday morning”, which sends it at 7am. “Don’t email it” turns the sheet off.
2. Under “Send it to”, add up to 10 email addresses.
3. Press “Email me the next sheet” to see what they’ll get.

“Sheets sent” shows the sheets that have gone out. Cleaners who’d rather sign in and look for themselves can be invited in “People” with the Cleaner role, as “Cleaners who sign in” explains.

Your day in Kipdown explains Today and the arrivals list, which you can print for the morning.

Can't find what you need? Email hello@kipdown.com and a person will reply.