F A Q

Step 1: Create Account

How can the host or manager of the property create a Keep4U account?

IMPORTANT NOTE: If you have been invited to use Keep4U by another platform or affiliate, please follow the instructions in the email invitation to register for Keep4U instead of going through the process below. This will help us make sure you have the right account type for your needs.

Keep4U uses an internet connection and stores all data securely in the cloud. Therefore, to maintain the proper operation of Keep4U, ensure a stable internet connection of your smartphone.

To create an account and start using Keep4U, you need to download the app from Google Play or the App Store. After installing the application, there will be 3 types of registration possibilities;

1. Registration using an individual account in Keep4U

By clicking “Register” you will be taken to the page where You

Choose a position – user role that you would like to use in the application:

– I am the owner, I run the rental. This is the role in which you declare that you own a rental property as owner or manager. You use PMS systems or directly OTA to collect reservations of your facilities.

– I manage the service (cleaning, technical service). This is a supporting role for landlords and property managers. This role is chosen by all employees of a cleaning company or technical maintenance companies, e.g. plumbers, electricians, locksmiths.

The choice of user roles is important for the correct and effective operation of Keep4U.

Your Username and the E-mail address of the User. 3
Enter and confirm the Password
After completing the account registration, you will be redirected to a page where you activate your account by confirming the registration for the email address you provided.

If you have a coupon code from our partner, enter it in the “recommended by” field. Registering a partner coupon during account registration will allow you to extend full access to all Keep4U functions.

2. Registration using your Google or Apple account

By clicking “Log in with Google” or “Save by Apple” you will be redirected to the page where you will have to select the user role that you would like to use in the application:

I am the owner, I run the rental. This is the role in which you declare that you own a rental property as owner or manager. You use PMS systems or directly OTA to collect reservations of your facilities.
I manage the service (cleaning, technical service). This is a supporting role for landlords and property managers. This role is chosen by all employees of a cleaning company or technical maintenance companies, e.g. plumbers, electricians, locksmiths.

The choice of user roles is important for the proper and effective operation of Keep4U.

You still need to provide a username.

After selecting the role and confirming it, you will log in using your Google or Apple account.

3. Registration using your Facebook account

By clicking “Login via Facebook” you will be taken to the page where you will have to select the user role that you would like to use in the application:

I am the owner, I run a rental. This is the role in which you declare that you own a rental property as owner or manager. You use PMS systems or directly OTA to collect reservations of your facilities.
I manage the service (cleaning, technical service). This is a supporting role for landlords and property managers. This role is chosen by all employees of a cleaning company or technical maintenance companies, e.g. plumbers, electricians, locksmiths.

The choice of user roles is important for the proper and effective operation of Keep4U.

You still need to provide a username.

After selecting the role and its approval, you will log in using your Facebook account.

On the login page, you can check the privacy policy or change the language to a different language than your system language on the smartphone.

Step 2: Creating a List of Facilities / Premises

How a Host or an Individual Owner can create a List of Facilities or Premises in Keep4U.

Host role / site manager:

When you launch the app for the first time, you will see the home screen. The screen is divided into two zones.

Multi-calendar area of occupancy of objects;
The area of the service order queue for objects

In addition to the main screen, in the lower part there is an application menu consisting of four icons:

When you start it for the first time and before you add at least 1 object, you will be able to use the button that will take you to the adding objects screen.

After pressing “Additional menu” we see additional markers for the actions required in the first place:

Adding a new object
Inviting service team members
the host’s profile data

Adding objects in Keep4U is very simple:

To add an object, you need to fill in the basic information:

Individual name of the object or premises
Address
Maximum number of guests in the premises
The standard check-in time
The standard check-out time

Optional field: Additional access information to the facility – we provide information needed for the service technician, e.g. where the keys to the facility are, what is the code for the intercom or smart lock.

Optional field: Import of the iCal booking calendar. After activating this function, you have the option to name the imported calendar, select the colour of booking objects that come from the booking system and will be visualized in a multi-calendar, and the place where you paste the iCal calendar link / URL that you export from the booking system OTA (booking.com; Airbnb: Vrbo;…)

Detailed help how to easily import booking calendars, click here.

You can add more calendars from different booking systems to be sure that no booking will be missed. Adding all the property reservations will ensure the current status of the property for the entire team.

Keep4U will show and notify you of overlapping bookings at the same time for the same objects (so-called Overbooking).

Sample views of the service technician’s home screen after synchronization of the objects and after generating service orders by the host.

Step 3: Inviting new people to the team.

How can a landlord or property manager invite cleaners and other maintenance workers to use Keep4U? You can send them service orders and chat with them.

Easily invite your facility team to collaborate so that team communication is linked to service orders.

To send a cleaning job to your cleaner using the Keep4U app, your cleaner will need to download the app and create an account.

You can invite a cleaning person (or another service provider, e.g. maintenance or inspector) by following these steps.

Adding team members is possible after pressing the button from the additional menu:

Then, enter the e-mail addresses of the users whom you want to invite to the team:

After preparing the list of e-mail users, we finally mark to whom we want to send the invitation. In this step, we can send the invitation to one user or to many.

In order to accept the invitation, the invited user should follow the short instruction included in the invitation e-mail or directly in the application approving / rejecting the invitation.

Steps for the service technician:

Download the application from the Google Play Store or the App Store.
Create a new account
Confirm or decline the Host’s invitation.

After sending the invitation, you can edit the users by clicking “edit team members” from the additional menu.

After the invitation is confirmed by the service technician, your list of team members grows.

Until you accept the invitation sent to join the team, you can only remove the user.

By clicking on a single user, you can complete the contact details that will be visualized in Keep4U.

The data you can fill in are:

Name
Surname
Telephone
Position

How to start using Keep4U as a cleaner or a technician?

When you launch the app for the first time, you’ll see the home screen. The screen is divided into two zones:

The multi-calendar area of occupancy of objects;
The area of the service order queue for objects

In addition to the main screen, in the lower part there is an application menu consisting of three icons

To get full functionality of the application and use it to work on service orders, join the site manager’s team or the site coordinator.

After sending the invitation, you can edit the users by clicking “edit team members” from the additional menu.

You can do this in two ways:

1. Invite the host or the facilities’ coordinator to the team:

1.1. Present the Keep4U application to the host or coordinator, download it from the Play or App store. He has to create an account in Keep4U choosing the role of “Host”

1.2. The host or the coordinator of the facilities using the tutorial should add the facilities in Keep4U

1.3. Using the “add team member” function, by entering the e-mail address of the Host or Coordinator, you send an invitation to the team.

Remember:

The e-mail address sent in the invitation must be the same as the e-mail address used by the Host or the Facility Coordinator when registering an account with Keep4U.

2. Accept the team invitation you received from the Host or Facility Coordinator. To perform this action, you must click the appropriate button in the menu: My Invitations or press the appropriate button in the window that appears after the Host sends the invitation.

After confirming joining the team, complete information on objects, automatically generated and additionally ordered service orders, object occupancy visualized on a multi-calendar, messages related to service orders and other useful functions will be available.

Can the cleaner or technician invite others to the team?

A cleaner or other technician can invite additional service technicians to use Keep4U. You will be able to book jobs from the host.

You can invite an additional cleaning person (or another service provider, such as maintenance or inspector) to join your team by following these steps.

Adding team members is possible after pressing a button from the additional menu.

Next, we provide the e-mail addresses of the users whom we want to invite to the team:

After preparing the list of e-mail users, we finally mark who we want to send the invitation to. In this step, we can send the invitation to one user or to many.

To accept the invitation, the invited user should follow the short instruction in the invitation email or directly confirm or reject the invitation directly in Keep4U.

Steps for the service technician:

Downloading the application from the Google Play Store or the App Store
Creating a new account by selecting the role: service worker
Confirmation or rejection Object host invitations

Each service technician has the option to accept or decline the invitation. This can be done by clicking “Team Invitations” from the add-on menu.

How do I export iCAL and easily import it into Keep4U?

Hosts can import property calendars from Airbnb, Booking.Com, Vrbo / HomeAway, and their favourite PMS or OTA systems.

If you have already gone through Step 1 of Getting Started, you may have already created the objects in Keep4U without adding your booking calendars. This article will guide you through the process of importing your property calendars.

Keep4U can download reservations from multiple systems, such as Airbnb, Booking.com, and HomeAway.

Main steps of the process:

You need to generate an iCAL calendar link from your Airbnb, booking.com or other system and save this link using Google Drive or iCloud. Generating a calendar link is usually the easiest and fastest way to log into the desktop version of your booking system on a desktop or laptop computer.
On your smartphone, using Google Drive or iCloud, you open the file in which you saved the iCAL calendar link.
You copy this link to the cache and then paste it in the appropriate field in the Keep4U application.

Instructions on how you can easily generate iCAL here

The next step is to open your file from Google drive or iCloud on your smartphone on which you have the Keep4U application installed.

After opening the text file, select the link and hold your finger on the link for about 2 seconds, a menu will appear from which you select the “copy” option.

Run Keep4U and paste the link to the appropriate place on the screen for creating a new object or editing an existing object. Don’t forget to save the changes if you are editing an object or click the “Add object” button.

For:
The proper operation of Keep4U and the synchronization of the application with your booking system, an internet connection is required.

Therefore, to maintain the proper operation of Keep4U, ensure a stable internet connection of your smartphone.

How do I send a cleaning job or technical service?

After inviting the cleaner or technician to create the property, you are ready to submit your first Keep4U job.

Manual creation of new service orders.

To create a service order, you use the button in the lower menu of the application. After pressing the button, you will see a screen where you enter only the most necessary data to register the order. You can of course edit the created job later.

You can quickly enter a service order for a selected object. You must select the type of service:

cleaning
technical service

Then select the date and time when the service is to be performed. Then you choose the person from the team to whom you would like to outsource the service.

If you do not select any person from the drop-down list or select “everyone”, the order will not be assigned to a specific person and each team member will be able to book and execute it.

Below find additional information for the service order. In this field, we can describe in terms what should be done as part of the task.

You can set up recurring orders for events that should be executed periodically for your object. To set such a task, move the appropriate button on the order card and set the frequency of occurrences required for the cycle and mark the end date of the cycle.

After completing the entire form, we register the order by pressing the “Add order” button.

What is the Checklist function in the Keeep4U App?

The checklist feature in Keep4U App allows coordinators to create task lists that need to be completed, and enables service technicians to monitor progress in task completion. The checklist feature helps in better preparation of facilities and maintaining the required quality standards. Technicians can check off each task on the list, which helps avoid missing any tasks. Regular use of the checklist can help identify patterns or issues in the process and enable appropriate changes to improve service quality.

How to create a checklist for a facility?

A coordinator can create a CHECKLIST for each individual facility and include guidelines that may be helpful during task completion by service technicians.

Adding a checklist is possible by pressing the menu button:

After pressing the button, you will see a screen where you can name the checklist and select the objects to which it will apply.

Next, you can create tasks and optionally add photos to them.

How can a technician use the CHECKLIST function?

After the coordinator creates a checklist, the technician can start using this option.

Upon starting the job, the technician can select the checklist that has been prepared for the given object. The technician will find information there that will help them prepare the object according to the standard. By clicking on the checklist, the technician can mark completed tasks. By clicking on the file icon next to the task text, the technician will open a photo assigned to that task.

After completing all the tasks on the checklist and closing it, the technician can close the job by clicking the “END” button.

How can a host or a host delete service orders?

Deleting service orders from iCAL

All orders that have appeared in Keep4U via bookings synchronized with iCAL cannot be deleted.

It is possible to block service orders automatically generated by bookings from the iCAL calendar.

All orders that appeared in Keep4U via bookings synchronized with iCAL are not removable.

It is possible to block service orders automatically generated by reservations from the iCAL calendar.

To block such an order, on the main screen, hold your finger for 3 seconds on the order you want to block. After 3 seconds, the STOP icon will appear in the upper right corner of the order.

Now, you have the option to block this order by pressing the “STOP” icon. If you want to quit this action, click on another order or go to another action in Keep4U.

If you press the STOP button on an order, such an order will be marked in grey with a label as “Blocked”. Blocked

Orders cannot be taken by service technicians, and each service technician can see the blocked orders.

Deleting Manual Service Orders

You can delete manual service orders for a future date only. To delete an order, go to the main screen and find the order you want to delete in the list of orders. Then hold your finger for 3 seconds on the order you want to delete. After 3 seconds, a trashcan icon will appear. Now you have the option to delete this order by clicking on the dustbin icon. If you want to quit this action, click on another order or go to another action in Keep4U.

How to approve orders for execution by a cleaner or a technician.

Automatic orders are those that appear at the end of guests’ reservations at the property. As a standard, these orders are related to the cleaning of the facility and its preparation for subsequent guests. In Keep4U, automatic orders always appear if the process of introducing calendars to the facilities is correctly carried out and there is no functional blockage.

The host or the coordinator of the facilities must confirm the number of people from the future booking in such an order that the cleaner prepares the bedding and the number of towel sets for the appropriate number of guests. Each new order that appears in Keep4U will have a “bell” tag along with the description “change or confirm the number of guests”.

To approve an order for execution, you need to expand the appropriate order from the list of orders, and then you can change the field marked in colour with the number of guests and then select the button: “Confirm”. If the number of guests from the future booking is correct, all you need to do is select the “confirm” button and then fold the order card.

You can add details to the service order in the appropriate field after expanding the card.

After confirming the number of guests for a future reservation and folding the order card, the bell marker and the inscription informing about the necessity to perform the action disappear. From that moment on, the order is fully prepared for service technicians and from that moment the cleaner or technician can book such an order for himself or take it directly on the day of execution.

How do I set up notifications?

How to configure notifications so that you know when the cleaner starts and stops working, and if there are any problems during cleaning?

You can easily set up notifications. Thanks to mobile notifications, you will never miss an important message in one of your premises – you definitely want to know, for example, if your cleaner reported a problem during cleaning.

If you are a landlord or property manager, you will receive notifications when:

Your cleaner or technician accepts the assignment
Your cleaner or technician rejects the assignment
Your cleaner or technician reports a problem on your property
Your cleaner or technician is quitting
You have been invited to join the team.
A new booking is imported to your Keep4U account (along with an automatic cleaning order)
Guest bookings in your property
Payment reminder

If you would like to change the notification settings, please go to the additional menu in the Keep4U mobile app.

If you are a technical or cleaning technician, you will receive notifications when:

Another cleaner or technician accepts the order
We receive a notification 2 hours before the day of the order
You have been invited to the team
A new booking is imported to your Keep4U account (along with an automatic cleaning order)

If you would like to change notification settings, go to the additional menu in the Keep4U mobile app.

Select “Notifications”. Then you will be taken to your notification settings, where you can choose notifications for each type of alert.

Is there a fee to use Keep4U?

By using the Keep4U application, you don’t have to worry about payments. You have the opportunity to test all system functions and collect feedback from your team before you decide to pay 0.5 Euro.

After registering, you get a 30-day trial period in which you have full functionality.

Regardless of whether you are the host or the manager of multiple facilities, Keep4U is designed in such a way that you do not have to worry about high bills. Our payment model is based on the principle of fair play in business. This means that the fee depends on the number of service orders (cleaning or technical). At the end of the month, all orders will be summarized that have been completed by the cleaner or technician. This information is updated in the Keep4U settings on the Finance page.

On the first day of the new month, you can make payments for the previous summarized period. For 3 days, you will receive notifications about the payment being settled. During this period, you still have full system functionality.

Features that will still be possible despite non-payment:

Creation of facilities and real estate
Preview of real estate reservations and a busy calendar
Building a team of cleaners and technicians
Manual creation of orders for real estate
Assigning orders to cleaners or technicians
Order
archive – Archive of messages regarding orders with access to files
Support of the Keep4U team in the process of entering objects

Functions that are suspended until the payment is completed:

Synchronization of iCAL reservations
Start and end of a service order
Send and receive messages from cleaners and technicians
Additional control of overlapping guest bookings (overbooking)

How will I pay?

Keep4U payments are made via Google Play or Apple Pay to facilitate and expedite the payment process for using Keep4U. To do this, you need to click on the payment card icon and follow the instructions on the smartphone screen.

Where can I get a bill for Keep4U fees?

You can download the invoice after making the payment from your Google Play or Apple Pay account. Immediately after the payment is made, you will receive the invoice to the e-mail address provided for your Google Play or Apple Pay account.

Does a cleaner or technician have to pay for Keep4U?

The cleaner and technician do not have an order settlement module and therefore do not pay for the use of Keep4U.

Can the trial period be extended?

Yes, sometimes the test period can be extended. For this to happen, you need to use the contact form in Keep4U and by providing your username, send an inquiry to our team, supplementing it with information about the reason for the extension of the test period and a proposal for the end of the tests. To help you use Keep4U efficiently, our team will respond promptly to any questions or concerns. We care about ongoing communication to polish the tool in accordance with the suggestions and comments.

Being invited by our partner or brand ambassador during registration, you enter a code that entitles you to extend the Keep4U testing period.

How can a cleaner or technician start and finish a service order in Keep4U?

All service orders that have not been fulfilled are marked in orange in the multi-calendar.

All completed service orders are marked in green.

Each cleaner or technician, to start the execution of an order, must first reserve it for himself.

Each order that is reserved for a cleaner or a technician may only be processed on the day the order relates.

Starting an order

To start an order, a service technician on the list of orders presses a button that opens a new window, in which a full view of the task is visible. You can see the order data, property access details, number of guests for the next reservation in the property, additional requirements from the host.

After pressing the “start” button, the communicator is activated. It gives the opportunity to report additional needs or possible damage to the property to the landlord or the property manager.

It is possible to attach photos to the message using the smartphone’s camera or attaching photos previously taken and saved in the device’s memory.

Ending the job

After finishing the work, the cleaner or technician presses the “finish” button.

The completed order will be visible to the team in the list of orders and marked in green in the multi-calendar

. It is needed to complete any documents that were saved in the smartphone’s memory during the execution of the task, and not directly in the communicator.

The completed job is registered in the archive of the cleaner or technician’s services and can be found by browsing the multi-calendar by selecting an earlier date.

It is also possible to view the Archive of completed services in the appropriate maintenance settings tab in Keep4U.

For the host or real estate manager, completed service orders can be viewed in the Finance screen or by finding a specific order by clicking on the multi-calendar and setting a specific date of the order.