Job Scheduling Guide

The CleanOps scheduler is your central hub for organizing and dispatching cleaning jobs to your team.

Table of Contents

• Understanding the Scheduler
  • Switching Between Views
• Creating a New Job
  • From the Scheduler
  • From a Quote
• Assigning Technicians
  • Team Member Availability
• Job Statuses
• Recurring Jobs
• Mobile Access
• Best Practices
  • 1. Plan Ahead
  • 2. Buffer Time
  • 3. Customer Preferences
  • 4. Confirm Appointments

Understanding the Scheduler

The scheduler provides three different views:

• Day View: See all jobs for a single day
• Week View: View jobs across a full week
• Month View: Get a high-level overview of the entire month

Switching Between Views

Click the view buttons at the top of the scheduler to switch between Day, Week, and Month views.

Creating a New Job

From the Scheduler

1. Click on any empty time slot in the calendar
2. Fill in the job details:
   • Customer: Select from existing customers
   • Services: Choose which services to perform
   • Duration: Estimated time needed
   • Technicians: Assign team members
3. Click Save to create the job

From a Quote

You can also create jobs directly from approved quotes:

1. Open the quote
2. Click Convert to Job
3. Select the scheduled date and time
4. Assign technicians
5. Save

Assigning Technicians

When creating or editing a job, you can assign one or more technicians based on their skills, availability, and proximity to the job location for optimal efficiency.

Team Member Availability

The scheduler shows each technician’s availability:

• Green: Available
• Yellow: Partially booked
• Red: Fully booked

Job Statuses

Jobs progress through several statuses:

• Scheduled: Job is planned but not yet started
• In Progress: Technician is currently working on the job
• Completed: Job is finished
• Cancelled: Job was cancelled

Recurring Jobs

For customers with regular service schedules:

1. Create a job as usual
2. Check the Recurring option
3. Set the frequency (daily, weekly, monthly)
4. Choose an end date (or leave open-ended)

CleanOps will automatically create future job instances based on your schedule.

Mobile Access

Technicians can view their assigned jobs from the mobile-friendly technician portal. Features available to technicians:

• View today’s jobs
• See job details and customer notes
• Mark jobs as started/completed
• Add notes and photos

Best Practices

1. Plan Ahead

Schedule jobs at least 24-48 hours in advance to give your team adequate notice.

2. Buffer Time

Add 15-30 minute buffers between jobs for travel time and unexpected delays.

3. Customer Preferences

Note customer preferences (e.g., preferred arrival time, parking instructions) in the job notes.

4. Confirm Appointments

Send automatic reminder emails 24 hours before scheduled jobs.