Understanding the CSV Upload Process (New Day button vs. First Import of the Day)

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This article mostly pertains to properties whose PMS does not integrate with PurpleCloud. Uploading a CSV file or XML file is required to keep PurpleCloud in-sync with your PMS if you do not have an integration.

Running a New Day and ensuring that the First Import of the Day box is checked in PurpleCloud is extremely crucial when starting a new day in the system. In addition, seeing the correct data that has been imported into PurpleCloud from the Rooms Status Inquiry report in OnQ or the housekeeping Breakout report in Marriott's PMS system is also critical to all departments and especially housekeeping as this data is used to determine how and what rooms will be cleaned. With all of these important factors, it is crucial that we all understand what the New Day button does versus the First Import of the Day in PurpleCloud.

New Day Button

The New Day button can be clicked manually at the start of a new day or you can set it to run automatically in PurpleCloud. The New Day button is designed to only be clicked or ran automatically once at the very beginning of a new day.

To access the New Day button in PurpleCloud, simply log in and click on the Settings button at the top of the Purple toolbar. Scroll down a bit until you locate the green New Day button. Click the button one time. Read the screen that pops up. The window will tell you the last time the New Day ran and by whom as well. If the New Day was run by some or by the system automatically already for the current day, you do not have to run it again for that day. If it did not run, then click on the "Start New Day" button to start the process.

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You can also setup PurpleCloud to run the New Day automatically. Right below the green New Day button, you will notice an area labeled "Set New time". Click in this area and a clock will populate. Move the first hand (hour hand) to the correct hour (i.e. 5 AM) and the second hand (minutes hand) to whatever you like (i.e. 00). Please ensure that the time is set for AM and not PM. Please set the time at 4 AM, 5 AM, 6 AM, or anytime in between. Please set it at a time before your Executive Housekeeper arrives to assign housekeeper boards.

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What Does The New Day Button Do?

The New Day button actually clears out Priorities, DNDs, and previous work Assignments that were created and assigned the previous day. Running the New Day will ensure that DNDs are removed from all rooms that were assigned this status, will move all prior messages (Work Orders, Requests, and Needs) under the orange Open Items button in the message area (See Example 1 below) and it clears out all Rush Rooms, Go Green rooms, etc. In addition, any messages that were created the previous day will be removed from the messaging area.

Example 1:

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Although the New Day button clears many items, it does not clear out everything needed to start a new day. That is why it is vital to ensure that the First Import of the Day box is selected after running a New Day and right before uploading the first CSV file of the day.

First Import of the Day checkbox

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Now that you have learned a little more about what the New Day button does, it is imperative that we learn more about the First Import of the Day. 

Under Settings on the Main Toolbar in PurpleCloud, you will find this area near the top:

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The First Import of the Day box should automatically be checked after running a New Day; however, this will need to be verified before uploading the first CSV Import file of the day. If this box is not checked after running a New Day, then it will need to be manually checked because the First Import of the Day is what actually completes the New Day process.

The First Import of the Day clears out all room statuses from the previous day. Basically, the rooms that were turned to Clean or Inspected will now be reset to Dirty after the CSV file Import completes but it will only reset the rooms if the First Import of the Day box was selected before the CSV Import. If you upload a CSV file and the rooms are still showing as Clean or Inspected, then you will need to check the First Import of the Day box and then reimport the CSV report into PurpleCloud.

Save CSV Import Mappings button

Although this button is available, this button is only to be pushed if there have been changes to your CSV Room Import. Only PurpleCloud team members are authorized to make changes to your CSV Room Import area. If someone else makes changes to this area then your CSV Import files will no longer work. Please let your team know not to touch this area.

Check Live Update Status button

Although this button is available, this button is only to be pushed if there have been changes to your CSV Room Import. Please do not press this button as it will enable Live Room Updates. Only the PurpleCloud team is authorized to make this change.

Right before your Night Auditor leaves for the day, they will need to do the following in order:

  1. Click on Settings on the Main Toolbar in PurpleCloud
  2. Click on the New Day button at about 5 AM (If the system is not set to run it automatically)
  3. Scroll down until you see the area to upload the CSV file

4. Ensure that the “First Import of the Day” box is checked after the New Day runs

5. If the First Import of the Day box is not checked, then manually check it

6. Import the Rooms Status Inquiry report from OnQ into PurpleCloud or the Housekeeping Breakout report located in Marriott's PMS software.

7. Verify that all room statuses and messages, etc. have been reset correctly

 

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