Scheduling Jobs

This tutorial covers creating, managing, and completing cleaning jobs in CleanDayCRM.

Creating a One-Time Job

1. Go to Calendar or Jobs in the sidebar.
2. Click New Job.
3. Fill in the details:

4. Click Create Job.

The job appears on your calendar and (if assigned) on the cleaner's dashboard.

Creating Recurring Jobs

For clients who want regular cleanings:

1. When creating a job, toggle Recurring on.
2. Select the Frequency:
   • Weekly -- every 7 days
   • Biweekly -- every 14 days
   • Monthly -- same date each month
3. (Optional) Set an End Date. Leave blank for ongoing.
4. Click Create Job.

The system creates the first job and automatically generates future instances based on the frequency. You can manage the recurring series from the Subscriptions page.

Managing Recurring Series

• Pause -- temporarily stop generating new instances (e.g., client on vacation)
• Resume -- restart the series
• Modify -- change the frequency or end date
• Cancel -- stop the series entirely

Assigning Jobs to Cleaners

During Creation

Select a cleaner from the Assign To dropdown when creating the job.

After Creation

1. Open the job.
2. Click the Assign dropdown.
3. Select a team member.
4. Save.

The cleaner sees the job appear on their Cleaner Dashboard immediately.

Tips for Assignment

• Check the cleaner's availability (set in their team profile)
• Consider their service areas (zip codes they cover)
• Match their specialties (e.g., assign deep cleans to cleaners experienced in deep cleaning)
• Check the calendar for scheduling conflicts

The Job Lifecycle

A job moves through these statuses:

SCHEDULED
    |
    v
CLEANER COMPLETED  (cleaner marks done)
    |
    v
COMPLETED  (admin approves)
    |
    v
PAID  (payment collected)

Stage 1: Scheduled

The job is booked and appears on the calendar. Automated reminders are sent based on your reminder settings.

Stage 2: Cleaner Completed

The cleaner taps Complete Job on their portal. This means:

• They finished the cleaning
• Their clock-in/clock-out times are recorded
• The checklist (if any) is done

The job now awaits admin review.

Stage 3: Admin Approval

You review the completed job:

• Check the cleaner's observations/notes
• Verify the checklist completion
• Confirm everything looks good
• Click Approve

The job status changes to Completed and payment can be processed.

Stage 4: Payment

See Payments and Invoices for details on collecting payment.

Sending Notifications

Confirmation

When a job is created, you can send an immediate confirmation SMS:

• Click Send Confirmation on the job detail page.
• The customer receives: "Your cleaning is confirmed for [date] at [time]."

Reminder

Reminders are sent automatically based on your settings (e.g., 24 hours before). You can also send manual reminders:

• Click Send Reminder on the job.

On My Way

When the cleaner taps On My Way, the customer can be notified automatically.

Job Notes

Customer-Facing Notes

These appear on the booking confirmation and are visible to the customer:

• "Deep clean of kitchen and bathrooms. Please clear counters beforehand."

Internal Notes

These are visible only to your team (admins and the assigned cleaner):

• "Client is particular about streaks on mirrors. Use newspaper technique."

Cleaning Observations

After completing the job, the cleaner can add observations:

• "Stain on living room carpet near the couch, could not remove."
• "Front door deadbolt is stiff, had trouble locking up."

Insurance Documentation

For insured clients, add documentation to the booking:

1. Open the job.
2. Fill in the Insurance Documentation field with service details required by the insurance provider.
3. Add Cleaning Observations for the insurance record.
4. Insurance and copay amounts are tracked separately on the booking.

Cancelling a Job

1. Open the job.
2. Click Cancel.
3. The status changes to Cancelled.
4. If a payment was pre-authorized, it is voided.

Handling No-Shows

If the customer or cleaner does not show up:

1. Open the job.
2. Change the status to No Show.
3. Handle any payment or rescheduling as needed.

Calendar Tips

• Use the Day View to see all jobs for a specific date
• Navigate between days using the arrow buttons
• Jobs are color-coded by status for quick visual scanning
• Click any job on the calendar to open its details

Next Steps

• Payments and Invoices -- collect payments for completed jobs
• Team Management -- manage your cleaning staff