Sending maintenance checklists to cleaners and contractors
Build a reusable checklist, send it to one or more people outside Keyio, and track each one to completion — with photo evidence and automatic scheduling.
Templates and contacts
Before you can send a checklist you need a template (what to check) and a contact (who to send it to). Both are account-level — set up once, shared across every property.
- 1From a property's Maintenance tab, open the Checklists sub-tab.
- 2Create a template: give it a name and a list of items (e.g. "check the fridge is empty").
- 3Flag any item that needs photo evidence.
- 4Add each recipient (a cleaner, a contractor) to your Contacts directory with their name and email — add their phone too if you want the option to send over WhatsApp instead.
Sending and completing a checklist
A checklist goes to people outside Keyio — no account needed. Each recipient gets their own link and completes their own copy. You choose email or WhatsApp per send — WhatsApp only lists contacts that have a phone number on file.
- 1Click "Send" on a template and pick a channel — Email or WhatsApp.
- 2Pick one or more contacts. Each gets their own message with their own link, over the channel you chose.
- 3They open it on their phone, check items off, and leave a comment per item (they can dictate instead of typing, on supported browsers).
- 4They attach a photo where evidence is requested, and can add one overall note plus photos for anything the checklist didn't anticipate.
- 5You get an in-app notification when it's sent, and another when each person finishes.
- 6Every send appears separately in that property's send history, where you can review the full checklist and all photos.
The completion email lists every item — checked or not, with its comment — plus the overall note, so you can review it without opening Keyio.
Sending automatically
Instead of sending manually every time, create a schedule — same channel choice, Email or WhatsApp, applied to every future send. It keeps firing for every matching turnover or rental going forward until you deactivate or delete it. The trigger can be:
- 1A set number of minutes after checkout (a cleaning window).
- 2A set number of hours before or after a rental's check-in or check-out.
- 3A fixed recurring day and time each week or month.