Team Management

This tutorial covers inviting team members, managing roles, assigning jobs, and tracking cleaner performance.

Understanding Roles

Inviting Team Members

Step-by-Step

1. Go to Team in the sidebar.
2. Click Invite Team Member.
3. Enter the person's email address.
4. Select their role:
   • Choose Admin for office staff who help manage operations.
   • Choose Cleaner for field cleaning staff.
5. Click Send Invitation.

What Happens Next

• The person receives an email with a unique invitation link.
• The link expires in 7 days.
• When they click the link, they see your company name and their assigned role.
• They enter their name and create a password.
• Their account is created automatically and they are logged in.

Viewing Pending Invitations

On the Team page, you can see all pending invitations:

• Email address
• Role
• Date sent
• Expiration status

If an invitation expires, send a new one.

Setting Up Cleaner Profiles

After a cleaner accepts their invitation, fill in their profile:

1. Go to Team and click on the cleaner.
2. Update their profile:

Employment Info

• Hourly Rate -- their pay rate (e.g., $20/hr)
• Employee ID -- your internal ID
• Hire Date -- when they started

Personal Info

• Emergency Contact -- name and phone number
• Photo -- profile photo (optional)
• Address -- their home address (for route planning)

Work Info

• Specialties -- what they excel at:
  • Deep Clean
  • Move-Out
  • Pet Homes
  • Post-Construction
  • Commercial
• Experience -- years of experience or a brief description
• Speed -- Fast, Medium, or Thorough
• Service Areas -- zip codes or city names they can cover

Availability

Set their weekly schedule so you know when they are available for jobs.

Assigning Jobs to Cleaners

Method 1: During Job Creation

When creating a new job, use the Assign To dropdown to select a cleaner.

Method 2: From the Job Detail

1. Open an existing job.
2. Click the assignment dropdown.
3. Select a cleaner.
4. Save.

Best Practices

• Check the cleaner's availability before assigning.
• Match the job's service type to the cleaner's specialties.
• Consider the job location vs. the cleaner's service areas.
• Look at the calendar to avoid scheduling conflicts.

Monitoring Cleaner Activity

Job Completion Tracking

For each job assigned to a cleaner, you can see:

• On My Way timestamp -- when they started heading to the job
• Clock In time -- when they arrived and started working
• Clock Out time -- when they finished
• Completion timestamp -- when they marked the job done
• Cleaning Observations -- their notes about the job

Two-Stage Approval

When a cleaner marks a job as Cleaner Completed:

1. You receive a notification.
2. Review the job details, checklist, and observations.
3. Click Approve to change status to Completed.
4. Payment can then be processed.

This gives you quality control before the customer is charged.

Tracking Cleaner Performance

Each cleaner has a Performance Dashboard showing:

Metrics

• Total Jobs Completed -- lifetime count
• Hours Worked -- total hours from clock-in to clock-out
• Average Customer Rating -- based on customer feedback (1-5 stars)
• Earnings -- calculated from hours worked x hourly rate

Customer Feedback

After each job, customers can leave:

• Star rating (1-5)
• Written feedback
• Tips

You and the cleaner can view all feedback in their performance section.

Cleaner Pay Management

Recording Pay

1. Go to the team member's profile.
2. Navigate to the Pay section.
3. Add a new pay log:

Paycheck Calculation

For paychecks, the system uses:

• Hours Worked -- from clock-in/clock-out records
• Hourly Rate -- set in the cleaner's profile
• Pay Period -- start and end dates

Tracking Expenses

In Settings > Operations, set:

• Gas Reimbursement Rate -- per mile or per job
• Cleaning Supplies Cost -- monthly budget
• These feed into your financial dashboard

Activating and Deactivating Team Members

Deactivating

If a cleaner leaves or you need to temporarily suspend access:

1. Go to Team and find the member.
2. Toggle Active off.
3. The member can no longer log in.
4. Their historical data (completed jobs, pay logs) is preserved.

Reactivating

Toggle Active back on. The member can log in again immediately.

What Cleaners See

When cleaners log in, they see a separate Cleaner Portal with:

• Today's Jobs -- all assigned jobs for today with full details
• Upcoming Jobs -- next 7 days
• Performance Stats -- their personal metrics
• Profile -- their personal information

Cleaners cannot see:

• Other cleaners' jobs
• Client lists or full client details
• Financial information or invoices
• Company settings
• Marketing campaigns

What Admins See

Admins have the same view as Owners, except:

• They can manage team, clients, jobs, and invoices
• They cannot change company ownership or billing
• They see the full admin dashboard

Next Steps

• Marketing and Campaigns -- reach your clients
• Reports and Analytics -- track performance