How to house a project team in Skellefteå — the checklist

Before you count rooms: four questions about the assignment

The housing need is defined by the assignment, not by the team list. Four questions to answer before the request goes out:

• —How firm is the schedule? A commissioning job that “starts in week 40” moves more often than it holds. An uncertain schedule = prioritise flexible terms above everything else.
• —What does the rotation pattern look like? Fixed people for months, or alternating technicians on two- to three-week shifts? The pattern decides how many homes you actually need.
• —Who shares a home? Senior specialists usually want their own apartment; technicians on rotation are happy to share a larger one. Don't mix without asking.
• —Who owns the question during the stay? Someone has to be the point of contact when extensions, swaps and everyday issues come up. Decide that now — not in week three.

The checklist: 10 steps from request to check-in

1. 1.Lock volume and period roughly. Number of homes, start date, likely duration. Rough is enough — exact names are not needed to reserve.
2. 2.Send the request early. Dates, number of people, preferred sizes. With us you get availability and an exact monthly price within 55 minutes on weekdays.
3. 3.Demand a contract in the company's name. Legal entity name, company registration number, contact person. Never in the traveller's name, or your own as a private individual.
4. 4.Verify what is included. Electricity, WiFi, move-out cleaning, bed linen, VAT — in writing. Ask separately about parking and cleaning during the stay.
5. 5.Secure the right to extend. A guaranteed extension in the same apartment, confirmed no later than 14 days before the end date. The most important line in the whole contract.
6. 6.Set the invoicing flow. One consolidated monthly invoice per contract, 30 days net, a shared reference your finance team recognises.
7. 7.Decide how names are handled. Rotations mean new names in the same apartments — the contract must allow swaps without rebooking.
8. 8.Keep the team together geographically. The same building if possible. At Karlavagnen a whole team fits in one building with a shared rooftop terrace and courtyard.
9. 9.Distribute the check-in. The digital key code goes to the traveller and to you as the booker the day before check-in — double-check that both received it.
10. 10.Book a week-one review. Five minutes with the team after the first week catches every small thing before it becomes a big one.

Count rotations, not people

The most common miscalculation: “eight people = eight homes”. Reality rarely looks like that. Eight technicians on two-week rotations with four on site at a time is four homes running continuously — half the volume, double the utilisation. Conversely, six fixed specialists who each want their own place is six homes for six months.

The right unit is apartment-months: how many homes, for how long, at what occupancy. Count that way and two things happen: the quote gets cheaper (a longer term per apartment lowers the nightly rate under progressive pricing) and the admin shrinks (fewer contracts, fewer keys, fewer invoices). At 5+ apartments in parallel, framework agreement levels also kick in.

Four common mistakes — and what they cost

• —Waiting for the name list. Names can be added to the contract later. Availability in the right week cannot be recreated. Cost: the team scattered across town, or stuck in hotels for weeks.
• —Booking person by person. Ten separate bookings with ten hosts = ten invoicing flows, ten sets of rules, ten things that can go wrong. Cost: the coordinator's working hours, every week.
• —Skipping the extension clause. When commissioning slips two weeks and the apartment is already promised to someone else, your technician moves in the middle of a critical phase. Cost: productivity exactly when it matters most.
• —Forgetting check-out logistics. Who leaves when, who takes over, what happens to the codes? Settle it in the contract. Cost: double-charged nights and lost keys.

The timeline: what needs to be ready when?

• —At assignment signing (often 4–8 weeks before start): request sent, volume reserved, contract signed.
• —2 weeks before start: rotation schedule set, first names added to the contract, parking and extra cleaning ordered if needed.
• —The day before check-in: digital key codes out to travellers and bookers.
• —Day one: the team walks straight into the apartments — no reception, no queue.
• —Week one: review; adjust the small things before they grow.
• —Ongoing: extensions confirmed no later than 14 days before the end date; name swaps reported at each rotation.