AI inspections for Newbook

Overview

A Newbook Task is a schedule and a completion time, not a record of what the Site looked like. It carries the Site or booking it belongs to, a Task Type such as Housekeeping or Maintenance, a description, the period it is due in, and the moments someone started and finished it. When the Housekeeping Task is completed the Site turns Clean, and Newbook documents only two Site statuses, Clean and Dirty. RapidEye adds the missing half: it reads your Site list, Task list and booking dates from Newbook and the photos your team takes, and returns a finding for every Site that turned Clean, tied to the stay that just ended.

How it works with Newbook

Newbook raises the work automatically: a booking lands and the automation rules put the departure clean, the linen service and the pre-arrival check on the board for the right department. RapidEye attaches to the same skeleton, reading the photos that come out of each kind of Task. These are examples rather than a menu. RapidEye reads whatever documentation your team already produces, photos, video walkthroughs or 3D scans, and checks it against whatever standard you care about, so if the check you want is not below, ask for it.

• Departure cleans. One guest's whole stay sits between the last set of photos and today's. A scorched benchtop in a cabin, a torn flyscreen, a missing remote come back as findings with both photos and the booking dates that separate them.
• Linen services and stayover cleans. The Task says the service happened. The photo says whether the bed was actually remade and whether the towels went back on the rail.
• Pre-arrival checks. Newbook can fire an SMS to the guest the moment housekeeping marks the pre-arrival check complete, which makes that Task the last gate before someone walks in. RapidEye reads its photos for dead bulbs, an empty tea kit, a heater left on, dust in a Site that has been sitting empty for three weeks.
• Recurring maintenance on facilities. Newbook's own examples of standing Tasks are BBQ cleaning, pool chemical checks, gardening and safety checks. Those live on the shared parts of a park, where nobody is watching. RapidEye holds the photo from last month next to the photo from today.
• Sites blocked for maintenance. A Task can occupy a Site and hold it out of availability. RapidEye keeps the photo from before the block and the photo from after the repair, so the work has a dated record before the Site goes back on sale.

A finding names the Site, the spot inside it, the type of problem, how serious it looks, the two photos that prove it, and a suggested next step. It lands in the RapidEye dashboard and, if you want, a Slack channel or the housekeeping office inbox. Whether that turns into a Maintenance Task, a note on the booking or a Site pushed back to Dirty is your decision, made in Newbook. If your park runs a check that is particular to it, an accessible-cabin standard, a marina berth, a glamping tent inventory, that is a setup conversation and not a limit on the product.

How to connect Newbook to RapidEye

1. Your Newbook Instance and Site list. A Newbook account with the Sites you turn over: cabins, powered sites, rooms, villas, whatever your Accommodation Categories hold. Tell us the Region your Instance runs in, since Newbook runs separate Australian, Asia Pacific, European and United States regions.
2. Where the turnover photos come from. If your housekeepers already photograph each Site into an app, a drive or a messaging thread, RapidEye reads those. If they do not, RapidEye sends a capture link that opens in any phone browser with nothing to install: a fixed set of angles per Site, lights on, taken before the Housekeeping Task is marked completed.
3. Add RapidEye as a Newbook user. Newbook users carry a User Profile and a Department, so add RapidEye the way you would add an office staff member on a read-only profile. The connect panel on this page has the name and email to use.

What a Newbook Task holds, and what a Clean Site actually proves

Checked against Newbook's product and developer documentation, September 2026.

Newbook is a property management system for the accommodation industry, and its vocabulary is worth getting right before anything else. According to Newbook's developer documentation (developers.newbook.cloud), a client account is an Instance, and every unit of accommodation is a Site, whether that is a hotel room, a holiday park cabin or permanent accommodation. That single noun is why a park with cabins, powered sites, safari tents and a couple of motel rooms can run them all on one board. It is also why a generic room-inspection tool struggles here: a clean powered site and a clean cabin have almost nothing in common visually.

The board itself is the Task. Newbook ships Housekeeping and Maintenance as Task Types and lets you add your own, and a Task can sit on an accommodation Site, on a Facility, on a booking, on a booking group, on a guest, a company, a lead, a quote or a ticket. These are the fields the Task actually carries.

Task and Site fields as documented by Newbook. The right column is our reading of what each one settles by itself.

Does a Newbook Site marked Clean mean the Site was cleaned?

It means the Task closed. Newbook documents exactly two Site statuses, and the developer documentation is unusually candid about the mechanism: completing a Housekeeping Task turns the Site Clean, and if it does not, the reason is that the Site is still occupied or another Housekeeping Task on it is still outstanding. Occupancy and outstanding Tasks are the only two things standing between a completed Task and a Clean Site. Nobody looked at the Site.

The two Site statuses Newbook documents, and what each one is evidence of.

This is not a criticism of Newbook, which is doing exactly what a PMS should: holding the inventory, the bookings and the schedule of work, and making the work appear without anyone typing it. The gap is structural, and every PMS has it. The Task record documents no attachment or photo field, and the photo fields that do exist on a Site are its Site Images, typed by room and written for the accommodation listing rather than for Saturday's turnover. So the photos your housekeepers take on a park usually live in a camera roll, a drive or a group chat, unread until a guest complains. RapidEye reads them from wherever they are, or supplies the capture link if nobody is taking them yet, and returns the finding the Clean status cannot: what is broken, what was missed, what has gone.

Newbook integration FAQ