Automated Cleaning & Linen Coordination - CleanLux

The Project

CleanLux runs a highly operational flow: apartments to prepare between stays, field teams to coordinate, linen to track, supplies to restock, and owners to keep informed. The main friction came from daily repetition: every booking triggered a series of small manual actions that had to be executed without mistakes within short time windows.

The pilot project had a simple goal: turn every guest checkout into a structured field mission that is assigned, tracked, and documented with photos, without multiplying manual messages.

Process Before

• Bookings were checked manually to identify close checkouts and arrivals.
• Cleaning, linen, and restocking tasks were sent by message case by case.
• End-of-service photos stayed scattered across conversations.
• Missing supplies or delays were often detected too late.

Automated Workflow

The workflow automates the chain between the booking, the field mission, quality control, and notification to the client or property manager.

Workflow Components

Component	Role
OTA calendars	Detection of arrivals, departures, and available intervention windows.
n8n	Mission orchestration, reminders, statuses, and escalations.
WhatsApp Business	Field notifications and reminders before intervention.
Airtable	Operational planning for apartments, teams, priorities, and statuses.
Cloudinary	Organized storage of before/after photos and control reports.
Google Sheets	Simple view for tracking volumes, incidents, and supplies.

Impact Measurement

The baseline covered time spent creating missions, following up with staff, checking photos, informing property managers, and consolidating incidents.

• 18 hours per week saved on planning and follow-ups.
• 85% fewer missed turnovers thanks to statuses and automated reminders.
• 100% of interventions documented through timestamped photo reports.
• 24/7 alerts when a mission is not confirmed, a photo is missing, or a field anomaly is reported.

Governance & Manual Recovery

The workflow does not replace the operations manager. It prepares, assigns, reminds, and documents. Sensitive cases remain escalated: property damage, critical delay, missing supplies, urgent intervention, or client complaint. A manual recovery procedure keeps operations running even if an API or notification channel is unavailable.

Result

CleanLux now has a more reliable flow between booking, intervention, and quality validation. Field teams receive clear instructions, property managers receive structured proof, and daily follow-up requires less manual coordination.