Control Forms in Macufy: Checklists for Cleaning Teams and Accommodation Management
Introduction
Managing a holiday rental involves much more than receiving bookings and collecting payments. Between each stay, there is a critical window in which the property must be left perfect for the next guests: cleaning, restocking amenities, checking appliances, inventory checks, damage verification... If you have several properties or work with an external cleaning team, coordinating all this without the right tools can become a constant source of problems.
Macufy includes a system of fully customisable control forms that allows you to create checklists, surveys, and verification forms for any need in your accommodation. These forms have a unique public URL that you can share directly with your cleaning team, guests, or anyone else, without them needing to access the Macufy dashboard or create an account.
What are Macufy control forms?
They are personalised web pages accessible via a unique link. Each form belongs to a specific property and can contain any combination of fields: text, selections, checkboxes, star ratings, dates, file attachments, and more.
When someone fills in and submits a form, the response is recorded in Macufy with the date and time of submission. You can view all responses for each form from your dashboard at any time.
Common use cases:
Cleaning checklist: the cleaning team confirms that each task has been completed before marking the property as ready.
Inventory check: record the state of objects and equipment after each stay.
Incident report: staff report damages, breakdowns, or restocking needs.
Satisfaction survey: collect guest feedback after their stay.
Early arrival form: guests inform you of their estimated arrival time.
Departure verification: the team confirms the property has been left closed, clean, and with utilities switched off.
Types of fields available
When creating a form, you can add the following types of fields:
Type | Description | Use cases |
|---|---|---|
Short text | Free text line | Name, brief notes |
Long text | Multiline text area | Incident description |
Selector | Dropdown with options | Property status |
Checkboxes | Multiple selection | List of completed tasks |
Radio | Single selection | Yes/No rating, general status |
Stars | 1 to 5 rating | Guest satisfaction, cleaning quality |
Date | Date picker | Incident date, visit date |
Date & time | Date and time picker | Precise time record |
Number | Numeric field | Number of towels, keys, hours worked |
Email address | Reporter contact | |
Range | Slider | Subjective score, satisfaction level |
File | Attach document or image | Photos of damages, documents |
Each field can be marked as required to ensure the form cannot be submitted without that information.
How to create a form step by step
Step 1: Go to the forms section of your property
Step 2: Create a new form
Step 3: Name and configure it
Step 4: Add the fields
Step 5: Share the link
Step 6: View the responses
Example 1: Standard cleaning checklist
Form shared with the cleaning team to verify tasks.
Fields:
Cleaner’s name (Short text, required)
Completion date and time (Date & time, required)
Bedrooms (Checkboxes, required)
Beds made with clean linen
Pillows and cushions arranged
Floor vacuumed and mopped
Wardrobes checked and tidied
Bins emptied
Bathrooms (Checkboxes, required)
Toilet cleaned and disinfected
Shower/bath cleaned
Basin cleaned
Mirror spotless
Clean towels replaced
Amenities restocked
Kitchen (Checkboxes, required)
Worktop cleaned
Sink cleaned
Appliances cleaned externally
Fridge checked and cleaned
Floor mopped
Bins emptied and new bag fitted
Common areas (Checkboxes, required)
Lounge cleaned and tidied
Terrace/balcony swept
Entrance cleaned
General property status (Selector, required)
Perfect, ready for guests
Good, with minor notes
Needs attention
Notes or incidents (Long text, optional)
Photo of finished property (File, optional)
Example 2: Incident and damage report
Form for reporting problems detected during cleaning.
Fields:
Your name (Short text, required)
Incident date (Date, required)
Affected area (Selector, required)
Bedroom 1, Bedroom 2, Main bathroom, Second bathroom, Kitchen, Lounge, Terrace, Garage, Exterior, Other
Type of incident (Radio, required)
Damage or breakage, Breakdown, Out of stock, Special cleaning, Other
Detailed description (Long text, required)
Urgency (Radio, required)
Urgent (before next arrival), Can wait a few days, Not urgent
Photos of the problem (File, required)
Example 3: Guest satisfaction survey
Form to collect feedback at the end of the stay.
Fields:
Overall rating (Stars, required)
Cleaning (Stars, required)
What did you like most? (Long text, optional)
Suggestions for improvement (Long text, optional)
Would you stay here again? (Radio, required)
Yes, definitely; Probably yes; Not sure; Probably not
Would you recommend us to friends or family? (Radio, required)
Yes; No
Your email (Email, optional)
Example 4: Guest departure verification
Form for guests to confirm they have left the property correctly.
Fields:
Departure confirmation (Checkboxes, required)
I have closed all windows
I have turned off the gas
I have switched off all lights and appliances
I have left the keys in the key box
I have taken out the rubbish
Departure time (Date & time, required)
Did any incident occur during your stay? (Radio, required)
No, everything was perfect; Yes, I want to report something
Incident description (Long text, optional)
Advanced form management
Multiple forms per property (Pro)
Duplicate forms
Activate and deactivate forms
Autosave
Tips for integrating forms into your workflow
Pin the cleaning checklist link in your WhatsApp or Telegram group with the cleaning team. After each clean, they just open the link, fill it in, and submit. You receive confirmation immediately in your dashboard.
Combine forms with Macufy’s automatic messaging system. For example, include the satisfaction survey link in the automatic message sent to guests on departure day, or the departure verification link in the check-out reminder.
Create a specific technical incident form for your maintenance team. When they detect a problem during a visit, they record it directly in the form with attached photos. You see the full report in your dashboard without calls or messages.
During peak season, when there are daily turnovers, the cleaning checklist becomes key to ensuring each team knows exactly what to do and confirms it has been completed.
Frequently asked questions
Does the cleaning team need a Macufy account to fill in the form?
No. The form is a public web page with a unique link. Anyone with the link can fill it in without creating an account.Are responses stored securely?
Yes. All responses are stored in Macufy’s database, linked to your property, and only accessible from your dashboard.Can I export the responses?
You can view all responses from the dashboard, with full details of each submission including attachments.What happens if I deactivate a form with responses?
Previous responses are preserved. Deactivating a form only prevents new submissions.Can I change the fields of a form that already has responses?
Yes, you can modify the form at any time. Previous responses are saved as they were originally submitted.
Macufy’s control forms are a simple yet powerful tool to raise the level of organisation in your accommodation. With just a few minutes of initial setup, you can have a control and traceability system that works on its own, keeps your whole team informed, and gives you peace of mind that every turnover is managed in an orderly and documented way.