Clavis Operations Pack | Rate Card, Checklists, Staff Procedures and Excel Tools

Run your accommodation business smoothly behind the scenes. The Clavis Operations Pack gives guesthouses, B&Bs, self-catering units, lodges and farm stays the documents and spreadsheets that keep rates clear, rooms spotless, staff on track and money counted. Fill in your details once and use them every day.

WHAT IS INCLUDED

Seasonal rate card

Quiet, standard and peak season rates for each unit, with a list of extras such as an extra guest, braai wood and late check-out.

Cleaning and turnover checklists

Room-by-room tick lists for the bedroom, bathroom, kitchen, living areas and outdoors, ending with a final inspection.

Staff procedures

Step-by-step guidance for before arrival, welcoming the guest, during the stay and departure, so every guest gets the same good service.

Maintenance, incident and key logs

A maintenance log for faults, repairs and costs, an incident report form and a key register to sign keys out and back in.

Emergency and fire safety plan

Where to find the fire extinguisher, first aid kit, main switches and assembly point, plus what to do in a fire, a medical emergency, a power or water failure and a break-in.

4 Excel tools that calculate for you

Quotation calculator: enter dates and guests and the quote works out the total, deposit and balance.

Invoice and receipt: professional invoices and receipts from one setup page.

Booking and income tracker: record every booking and see a monthly summary of income.

Inventory register: keep track of linen, crockery, appliances and their value.

Start Here guide and worked examples

A short setup guide, plus filled-in examples from fictional properties, including completed Excel files, to show you how the finished documents look.

THREE LANGUAGES, THREE THEMES

Every document comes in English, Afrikaans and German, so staff and owners can work in the language they know best. The German Excel tools use Namibian dollars (N$). The printable documents come in three colour themes, Karoo, Coast and Winelands, matching the other Clavis packs.

FORMAT AND REQUIREMENTS

Instant download of one ZIP file (about 12 MB) with Word (.docx), Excel (.xlsx) and PDF files. Works with Microsoft Word and Excel 2016 or later, or Microsoft 365. Most files also open in Google Docs and Sheets, but the layouts and formulas are designed for Microsoft Office. Nothing is posted.

WANT IT DONE FOR YOU?

Add brand fit after you buy, from R450. We add your logo, colours, units and rates for you. See lumaxioconsult.biz.

SAVE WITH THE COMPLETE KIT

Buy all three Clavis packs (Guest Welcome, Operations and Guest Communications) in the Complete Accommodation Kit for R995 and save R290.

LICENCE

Licensed to the purchaser for one business. You may edit and use the templates for your own property as often as you like. You may not resell, share or distribute the files to third parties. © 2026 Lumaxio Consult (Pty) Ltd.

Refund and delivery policy: lumaxioconsult.biz/#refund-policy

Questions: support@lumaxioconsult.biz

AFRIKAANS

Die Clavis Bedryfspakket bevat 'n seisoenale tariefkaart, skoonmaak- en omruillyste, personeelprosedures, onderhouds-, voorval- en sleutelregisters, 'n nood- en brandveiligheidsplan en vier Excel-hulpmiddels: kwotasie-sakrekenaar, faktuur en kwitansie, besprekings- en inkomsteopvolger en voorraadregister. Alles in Engels, Afrikaans en Duits.

DEUTSCH

Das Clavis Betriebspaket enthält eine saisonale Preisliste, Reinigungs- und Wechsel-Checklisten, Arbeitsabläufe für Mitarbeiter, Wartungs-, Vorfall- und Schlüsselprotokolle, einen Notfall- und Brandschutzplan sowie vier Excel-Werkzeuge: Angebotsrechner, Rechnung und Quittung, Buchungs- und Einnahmenübersicht und Inventarliste. Alles auf Englisch, Afrikaans und Deutsch.