How to Create Your Visual Checklist
A step-by-step guide to building effective visual checklists for vacation rental turnovers, from adding photos and task pins to monitoring progress.
Main Steps to Create a Job
Step 1: Add Property & Details
First, add your property and complete the property details section in the system.
Step 2: Access Jobs Section
Navigate to Jobs, locate the plus (+) button, and create a new job with a descriptive name and overview.
Step 3: Understand the Four Sections
Jobs are organized into sequential sections guiding cleaning professionals through tasks:
- Orientation: Helps staff locate supply closets, cleaning materials, and lockbox information
- Preparation: Contains time-intensive starting tasks like laundry or dishwasher setup
- Cleaning: Conveys special instructions for specific surfaces and materials
- Finish: Includes hospitality touches and final tasks completing the turnover
Step 4: Add Frames (Photos)
Select “Add Frames,” choose photos to include, and reorder them as needed by dragging and dropping.
Step 5: Edit Frames with Task Pins
Within each section, edit photos by adding titles and task pins. Touch, hold, and drag pins from the dashboard onto photos. The “Photo Required” button prompts staff to provide visual proof of task completion.
Step 6: Send to Cleaning Contact
Use the orange “Send Job” button to distribute checklists to selected contacts. The first contact accepting the job gains access.
Step 7: Complete Job Details
Add time, date, and duration information before finalizing the send request.
Step 8: Monitor Progress
On the scheduled date, cleaning staff access the checklist while owners receive notifications about start time, completion, and any reported issues.
Activity Tab Organization
The Activity Tab tracks job status across four categories:
- Bookings: Connected reservations with reminders for pre/post-checkin checklists
- Requests: Pending, accepted, or declined jobs sent to cleaning professionals
- Active: Jobs currently in progress with real-time task completion monitoring
- History: Completed jobs showing start times, completed tasks, required photos, reported problems, and incomplete items
Looking for tools to put these ideas into practice? Explore Properly’s solutions:
- automated scheduling — coordinates your service providers without the back-and-forth
- free training skills — visual step-by-step guides your team can follow on the job
- property manager solutions — purpose-built tools for scaling your portfolio
Ready to automate your rental operations?
Join 10,000+ hosts who use Properly to automate turnovers, verify quality, and deliver five-star stays.