Checklist Template: The Ultimate Blueprint for Property Managers
Running multiple short‑term rentals means balancing thousands of micro‑tasks every month, guest turnovers, deep cleans, linen swaps, inspection photos, compliance checks, you name it. The difference between “good enough” and “flawless” is often a single missed step.
That’s why top‑performing hosts rely on a checklist template that standardises every action and makes delegation effortless. In this in‑depth guide, you will learn how to design, automate and scale a world‑class checklist template inside Doinn, the housekeeping‑operations platform trusted by property managers worldwide.
Why Every Property Manager Needs a Rock‑Solid Checklist Template
Picture peak season. Three back‑to‑back departures collide with an early check‑in; your star cleaner calls in sick; a surprise city inspection appears on the calendar. Without a repeatable process, chaos reigns.
With a living checklist template, however, every stakeholder, from owners to cleaners, can see, tick and prove completion in real time.
Five costly problems a checklist template solves:
- Missed tasks → negative reviews. A forgotten trash bag or smudged mirror is all it takes for a 3‑star rating.
- Inconsistent standards across locations. Templates ensure Unit A and Unit Z get the same five‑star shine, no matter who services them.
- On‑boarding pain. New hires ramp up faster when the next step is literally on their phone.
- Compliance headaches. Health & safety, local regulations and brand guidelines are baked right in, reducing liability.
- Hidden labour costs. Checklists eliminate double work and shrink average turn‑over time, unlocking extra revenue nights.
When a checklist template is digital, dynamic and data‑driven, you’re no longer chasing updates in a WhatsApp group, you’re leading with hard metrics.
For an industry-endorsed blueprint you can adapt to your own operations, download the Cleaning Guidelines checklist template here.
Even a well-designed template still needs solid content. Doinn’s guide to Airbnb cleaning checklists reminds hosts to protect staff first, tackle a deep clean, and wash every accessory in the home; three fundamentals that prevent most negative reviews before they start converting those paper notes into a live Doinn template means cleaners tick each step on-site, upload proof photos, and you see the results in real time instead of hunting through WhatsApp threads.
Doinn’s latest product update goes a step further with eight precision-driven field types; checkbox, text, number, yes/no, inventory counter, star rating, photo and even video, so every studio, beach villa or ski chalet gets a checklist that fits like a glove. To watch these new fields in action and grab real-world examples, dive into Beyond Checklists: How Doinn’s New Feature Solve Real Problems and start upgrading your own templates today.
Anatomy of a High‑Impact Checklist Template
Before we jump into the software, let’s map the must‑have elements of a modern property‑operations checklist:
| Element | Purpose | Pro Tip |
|---|---|---|
| Task name | Clear, verbs‑first description (“Change king‑size linens”). | Keep each task to <7 words. |
| Property variables | Auto‑insert beds, sofa beds or special amenities unique to the unit. | Use Doinn’s dynamic fields so templates scale instantly. |
| Time estimate | Sets realistic schedules and payroll expectations. | Benchmark with Doinn analytics after 10 cycles. |
| Quality proof | Photo or video upload, plus time stamp. | Required in Doinn’s mobile app |
| Priority level | Flags urgent tasks such as same‑day turnovers. | Filters cleaners’ mobile queue automatically. |
| Follow‑up trigger | Maintenance ticket or owner notification if an issue is found. | Integrate with PMS alerts |
Why Build Your Checklist Template Inside Doinn?
Doinn isn’t “just” another scheduling tool, it was engineered for property managers who demand reliability at scale. Here’s what sets it apart:
- Task creation based on bookings: The moment a reservation lands in your PMS, Doinn generates the corresponding cleaning, inspection or laundry task, complete with the right checklist template.
- Property‑specific checklists: Templates can pull unit data (bed sizes, amenities) so staff see only relevant steps.
- Mobile app with live updates: Cleaners tick tasks, upload photos and record time stamps from their phones, giving you real‑time proof and accountability.
- Smart dispatching & notifications: Jobs are auto‑assigned to in‑house teams or vetted vendors (for emergency coverage) in about 10 seconds, saving roughly 40 hours per month for the average manager.
- Trusted & battle‑tested: From boutique agencies to multi‑city operators, 1,000+ companies rely on Doinn daily.
Step‑by‑Step: Creating Your First Checklist Template in Doinn
Output: a reusable, data‑rich template applied instantly to every future booking.
1. Map your workflow on paper
List every micro‑task from “collect all linens” to “replace remote batteries”. Group tasks by room (kitchen, bathroom, outdoor). This brainstorming step keeps digital setup concise.
2. Log in and navigate to Checklist Templates
Inside your Doinn dashboard, click Operations → Templates → New Checklist Template. Give it a title that includes the keyword.
3. Add dynamic property variables
Select “Insert Property Field” to pull live data such as bed configuration or baby‑cot availability. Now, the same template adapts across 100 units without editing.
4. Define mandatory photo evidence
“Photo Required” on tasks where quality is hard to judge remotely (e.g., fridge emptied). Photo uploads appear time‑stamped in the service.
5. Set duration & payroll codes
Enter expected minutes for each task; Doinn’s analytics will adjust predictions over time, improving schedule accuracy and labour cost forecasting.
6. Publish & test
Push a dummy booking through your PMS sandbox. You should see the task appear in your cleaners’ mobile app within seconds, complete with the full checklist template.
7. Iterate based on analytics
After a few weeks, consult Doinn’s dashboard: look at average task completion times, failed items and photo audits. Update the template to remove bottlenecks or clarify instructions.
Pro‑tip: Schedule a monthly 15‑minute retrospective with your team. Small tweaks compound into massive efficiency gains over the year.
Extending Your Checklist Template Beyond Housekeeping
A template’s power doesn’t stop at vacate cleans. Consider adding modules for:
- Maintenance inspections: Catch early signs of wear, loose railings, chipped paint, before guests do.
- Safety & compliance audits: Confirm smoke‑alarm expiry dates, fire‑extinguisher checks and local regulation signage.
- Seasonal deep‑cleans: Create quarterly or bi‑annual templates (e.g., HVAC filter change).
- Owner stay prep: Add extra inventory counts and welcome amenities when the owner is in town.
Because Doinn templates are date‑driven and attach to event types (booking, block, inspection), you can automate the entire operational calendar.
