Cutting daily scheduling from an hour to 15 minutes

In their previous system, every morning, Mauna Lani Point's supervisors were spending close to an hour building the day's assignment boards: pulling reservation data from a separate system, writing it onto paper, and manually assigning housekeepers, inspectors, and equipment to each unit. Because everything was manual, adjusting for a late checkout or an early departure meant redoing pieces of the board by hand.

With reservations flowing automatically from Track into Breezeway, and schedules built like a calendar instead of a paper list, that same process now takes about 15 minutes. Supervisors can view an entire week at once to plan hours and staffing, and because everything lives on a mobile device instead of a printed board, the property uses far less paper every day.

The team also relies on Breezeway's guest-departure notifications to know the moment a guest checks out, often before the front desk would have called to confirm it. “A lot of times we depend on the front desk to let us know if the guest has left,” Andrew said. “Now I can see the message come across.” That additional time allows inspectors to start the damage inspection sooner, which in turn lets housekeepers begin faster. This improvement is critical on back-to-backs, where the team has only a few hours between one guest's checkout and the next guest's arrival.

Andrew also uses Breezeway's real-time active Dashboard to manage the day as it happens rather than after the fact. Watching a task move from assigned to in-progress lets a supervisor time a check-in for exactly the right moment - say, 20 minutes into a 45-minute daily clean - instead of finding a problem only after the job is done. “That's a time saver. That's a performance measure. That's also supporting the team,” he said.

Meeting high-end owner standards with photo-based checklists

CoralTree’s portfolio includes discerning owners with an exacting eye for detail: clients who want their unit staged exactly to their preference, down to which pillow goes where and which decorative pieces sit on which wall. Before Breezeway, that level of detail lived in Andrew's memory or scattered notes. A pillow turned the wrong way, or a keepsake shifted a couple of feet, could turn into a call from an unhappy owner.

Now, Andrew photographs a unit exactly the way an owner wants it, down to the pantry setup for a guest's preferred coffee, and builds those photos directly into that property's checklist through Breezeway's template modifier. Every housekeeper, inspector, and supervisor who touches the unit works from the same reference photos, from arrival prep through the departure clean and the post-departure damage inspection. “We're in partnership,” Andrew said of the approach. “We're not colliding against each other.”

The photos also give Andrew's team a documented standard to point back to. When an owner raises a concern, he can show the exact reference photo the unit was cleaned against and confirm it was met, cutting down on back-and-forth. And whenever an owner's preferences change, the reference photos are updated to match so the checklist reflects exactly what that owner wants for their next arrival, with no unhappy surprises.

Bringing training and equipment out of paper folders and into Breezeway

Before Breezeway, training a new housekeeper meant a physical file folder: paper checklists for kitchens, bathrooms, and bedrooms that an inspector was responsible for tracking by hand, with no consistent way to confirm a trainee had hit the mark before working independently. “It was falling through the cracks,” Andrew said.

Andrew now tags training tasks inside Breezeway and can pull up any team member's history to see exactly where they are in the process. For example, a new hire completing a supervised daily refresh alongside an experienced housekeeper before working solo, benchmarked against the team's real average clean times. It also gave Andrew a way to build a true standard operating procedure inside the platform itself. “There is no SOP book,” he said. “The book is actually in Breezeway.”

Equipment tracking got the same treatment. Andrew set housekeeping up as its own property inside Breezeway and logged every phone, golf cart, van, and piece of loaner equipment as an asset that gets checked out and scheduled, replacing a system with no record of who had what. Requests like a guest needing an air mattress are now scheduled from drop-off to pickup rather than tracked on paper and remembered by whoever took the call.

That same discipline extends to billing. Andrew worked with his Breezeway team to load CoralTree's full rate card for daily, midweek, departure, and deep cleans directly into the platform, so every completed service already carries the correct charge. Those numbers now feed into Track, the property's accounting system, in place of a process that once required roughly four hours a day of manual reconciliation across every owner group CoralTree services, including Exclusive Resorts, Inspirato, and multiple ownership associations. “That balances me out,” Andrew said of the daily reconciliation Breezeway now handles for him.