Checklist for Airbnb Cleaners

Julie Hill
Julie Hill ✭✭
edited 12/09/19 in Smartsheet Basics

Hi all!

I want to create a checklist for the cleaners who turn over my airbnb properties.  I know how to create this checklist but there are a few specific things that I need it to do and can't figure out how.  Any advice would be appreciated!

1) This checklist will need to be filled out each clean.  That means there needs to be a fresh link that they fill out and submit each time.  How do I do this??  Each checklist needs to be saved as the date it was filled out so I can go back in and cross reference.  So there may be a filled out checklist from yesterday, and a different one from today, etc. etc.  The ideal scenario is for them to have the app on their phone, and they click on the SAME link each time.  There is a "submit" button or something to finalize it making that one final, so that the next time they go in it's a fresh one.  I don't know if that's possible.  Either way, I need this to be a SHEET not a questionnaire as there are so many tasks that a questionnaire would be unwieldy and annoying (for both me and them).  What I want is something like the screenshot I'm attaching (but refillable each cleaning).  this example is just a shopping list.  

2) I need to make most of these check-off boxes MANDATORY 

3) for some of the tasks, I need the cleaners to be able to upload a photo which would populate the "attachment" field.  Again, they would be doing this from their phones.  These tasks also have to be mandatory. 

Thanks in advance!!!




  • Andrée Starå
    Andrée Starå ✭✭✭✭✭✭

    Hi Julie,

    There are several ways to structure it. Here are some.

    1. One sheet per checklist
    2. Update request per checklist
    3. Form to use as the checklist

    On the form and update request, you'd have to add the attachment on the same row.

    Would any of those options work/help?

    Have a fantastic weekend!


    Andrée Starå

    Workflow Consultant @ Get Done Consulting


    Andrée Starå | Workflow Consultant / CEO @ WORK BOLD

    W: | | P: +46 (0) - 72 - 510 99 35

    Feel free to contact me for help with Smartsheet, integrations, general workflow advice, or anything else.

  • Nick Burrus
    Nick Burrus ✭✭✭✭✭✭

    You can also embed images into any cell as well so you're not limited to attachments. 

    Dr. St Nicholas Burrus DHA, PMP

    I build Smartsheets for the US Government, State Government, and about a dozen of the US Fortune 100s.

  • Debbie Sawyer
    Debbie Sawyer ✭✭✭✭✭✭

    Hi Julie

    Your scenario is calling out for a Fill-In Form which is part of a sheet's setup. 

    If you design all your columns in a New "Grid" smartsheet, include a Submission Date column set to Auto-Number/System Created (Date), then every time someone submits a form, the creation date for that record will automatically populate.

    Once your columns are in the Grid sheet view, go to Forms and Create a form, you can click on all the items (one at a time) in the left hand side of the dialog box and fill in the properties for that item on the form.  You can set each column as Mandatory by ticking the Required Field option (this will put a Red * next to the item on the form).  If you go to the Add Field area of the form dialog box you can add the File Upload functionality to the form which will allow people to add a photo and it will attach to the record in the attachments column.  If you go to the Form Options area of the form dialog box you can set the behaviour of the form to reload on submit, allowing the user to fill in multiple records one after the other.

    Once you save the form it's link will be available in the "Manage Forms" area on the Forms menu.  Once you have given that link to a user, they will be able to use it multiple times creating a record per entry on your smartsheet.

    The form automatically populates a record into a Smartsheet, so for you the data is in a Spreadsheet type view, but for the person performing the data input it is a form.  (I know you said you wanted them to fillin a Spreadsheet type screen, but from experience of end users, a form is much more user friendly to navigate from a phone!).

    You can set up an Automation Workflow to alert you to the fact that a new record has been submitted.

    Forms can be accessed via the link from any device with internet connectivity, i.e a phone, tablet, laptop, desktop etc.  The form  can do everything you have asked for in the original post.

    Your scenario is ideal for the design of this function and I have helped many many clients set them up.  It is worth having a play with this feature before rejecting it due to its similarity to a survey, in my humble opinion it is so much better than a survey tool!

    Good luck, and please don't forget to update us with your final decision on design! :)

    Kind regards

    Debbie Sawyer Consultant & Training Manager


  • Mike Wilday
    Mike Wilday ✭✭✭✭✭✭

    I agree with Andres and Debbie. A form is your best bet. You can have a dropdown list of all your properties, and allow the cleaning team to access the form each time.