How to audit instructions after a property changes

Identify what changed at the property

Start by listing the specific changes that triggered your audit. Did the property transfer to new ownership? Did a property-management company take over? Did the lockbox code change, or did the guest-access method shift from a code to a keypad app? Did the parking situation, utility shutoff location, or emergency contact change? Write these down so you know exactly which instructions need updating.

Next, gather the new information from the property owner, manager, or your contact at the property. Request written confirmation of access codes, gate procedures, parking details, emergency contacts, and any house rules that affect cleaning. If you manage multiple properties, this is a good time to verify that you have the right contact for each one. Avoid storing sensitive details like guest names or financial information in cleaning notes—keep those separate and secure.

• List all property changes that occurred
• Gather updated access codes and contact information in writing
• Confirm the correct property manager or owner contact

Review permanent property instructions

Open the Houses tab in PlanAhead and select the property. Look for the permanent property instructions section. These instructions appear on every cleaning job at that property, so they should contain only information that remains true across multiple turnovers: standard access procedures, parking rules, utility locations, house-specific cleaning standards, and emergency contacts.

Read through each instruction carefully. Does it still describe the current access method? If the property used to have a lockbox and now uses a keypad code, delete the lockbox reference and add the new code. If the emergency contact changed, update the name and phone number. If a room is now off-limits or a staircase is newly accessible, revise those notes. Remove any references to former owners, managers, or outdated procedures.

Check the tone and clarity. Can a cleaner who has never visited the property understand these instructions? Are they organized in a logical order—access first, then parking, then house-specific details? If instructions are vague or scattered, rewrite them so a new team member can follow them on a first visit.

• Open the property and review permanent instructions
• Delete outdated access methods and procedures
• Update emergency contacts and house rules
• Rewrite unclear or disorganized instructions

Audit one-time cleaning instructions

One-time instructions are attached to individual cleaning jobs, not to the property itself. These might describe a guest's special request, a temporary maintenance issue, or a one-off access exception. After a property change, old one-time instructions can linger and confuse your team.

Review upcoming cleanings on the Schedule view. Tap into each cleaning and check the details section for any one-time notes or task lists. If a note says 'Guest requested extra towels in the master bedroom' but that guest has already checked out, delete it. If a note references a temporary plumbing repair that was completed weeks ago, remove it. If a note contains guest contact information or financial details, move that information to a secure location outside PlanAhead and delete it from the cleaning record.

For cleanings that are already scheduled after the property change, verify that the one-time instructions still apply. If a cleaning is scheduled for next week and the instructions mention a guest who checked out yesterday, those instructions are no longer relevant. Clear them out so your team sees only current, actionable details.

• Review one-time instructions on upcoming cleanings
• Delete outdated guest requests and temporary notes
• Remove unnecessary guest or financial details
• Verify that remaining instructions apply to the current booking

Confirm access and contact details with your team

After you update the permanent instructions, send a message to the assigned cleaner or team through PlanAhead's Messages tab. Summarize the key changes: 'The property now uses a keypad code instead of a lockbox. The new code is [code]. The emergency contact is now [name] at [phone].' This gives your team a chance to ask questions before they arrive at the property.

If the property is assigned to a default cleaner, confirm that the cleaner has read and understood the updated instructions. If you use backup cleaners for this property, make sure they also have access to the current instructions. A cleaner who has never worked at the property should review the instructions before the first job and confirm they understand the access procedure.

Schedule a test visit if the access method changed significantly. If the property switched from a lockbox to a keypad app, ask the assigned cleaner to test the app and confirm it works before the first turnover. A small investment in verification now prevents a lockout during a time-sensitive cleaning.

• Message the assigned cleaner with a summary of changes
• Confirm that backup cleaners have access to updated instructions
• Request a test visit if access methods changed significantly
• Ask the cleaner to confirm they understand the procedure

Document the audit and set a review schedule

After you complete the audit, add a note to the property record in PlanAhead documenting when you reviewed the instructions and what changed. This creates a record for future reference and helps you remember why certain details are in place. A simple note like 'Audited 2025-01-15: Updated access code and emergency contact after management change' takes seconds and saves confusion later.

Set a reminder to review property instructions at regular intervals—quarterly or whenever you know a property change is coming. If you manage many properties, a weekly calendar-health checklist can help you spot stale instructions before they cause problems. If a property is managed by a third party, ask them to notify you immediately when access codes or contacts change so you can update PlanAhead without delay.

If you notice that a cleaner is confused by the instructions or arrives at the property and finds the information incorrect, treat that as a signal to audit again. A cleaner's real-world experience often catches details that an office review misses.

• Document the audit date and changes in the property record
• Set a regular review schedule for property instructions
• Ask third-party managers to notify you of access changes
• Use cleaner feedback to improve future audits