How do I configure work schedules for my object?

Modified on Fri, 05 Jan 2024 at 11:32 AM

Important information
Unable to perform the steps below? Perhaps you do not have the right role or user type. Please contact your organisation's Application Manager or click here to read more about roles & user types. 


Configuring a work schedule consists of a number of steps; creating the work schedule, entering a start date, linking units, specifying task definitions with appropriate frequencies within the work schedule. 


First of all, the work schedule must be created and then the content can be defined. There is an option to perform all steps manually, but there is also an option to create the work schedules and link them to units by importing them. Choose below whether you want the explanation for the manual operations or the explanation for the Import option: 


Configure manually


Follow the steps below to create a work schedule: 


1. Go to the main menu and choose Cleaning

2. Choose an Object

3. In the left menu, go to Work Schedule

4. Click Add in the top right 

5. Enter the Title of the work schedule 

6. Enter the Effective date of the work schedule 

7. Click Create



Note 
A work schedule with today's date or earlier falls under the 'active' tab. A work schedule falls under the 'inactive' tab if it has an effective date in the future or if a work schedule has an end date with today's date or earlier.


You have now created a work schedule, it can be found under the inactive heading. Now we will fill it with the correct tasks, associated frequencies and link it to the correct units. To do this, follow the steps below: 


8. Click on the title of the relevant work schedule 

9. Next to Linked units, click Edit  

10. Select the appropriate units to which this work schedule applies

11. Click on Save

12. Click on Edit next to Tasks  

13. Then link the correct task definitions under the correct headings

A. Daily

- Select the correct Task definition

- Select the days of the week; weekdays or weekends 

- Select a Frequency; once a day, 2 - 6 times a day

- Click on Add

B. Weekly

- Select the appropriate Task definition

- Select a Frequency: Weekly or Bi-weekly 

- Click on Add

C. Periodic 

- Choose the correct Task definition

- Select a Frequency; Every two years, Annual (once a year), 2x a year, 3x a year, Quarterly, 5x a year, Bi-monthly, Monthly (once a month), Bi-weekly, Weekly

- Click on Add


Follow the above steps for all work schedules required at the selected object. 



Important information
- Daily tasks are ticked by default in the App, this is for the employee's ease of use. 
- Weekly tasks appear from Monday to Sunday until they are completed or cancelled. Weekly tasks are not ticked by default like daily tasks. Since weekly tasks are open from Monday to Sunday, the cleaner can tick them when they are done. Does this not happen within the week? Then they are automatically cancelled and marked as not done.
- Fortnightly tasks appear for a fortnight. Fortnightly tasks are not ticked by default like daily tasks. As fortnightly tasks are open for a fortnight, the cleaner can tick them when they are done. Not done within two weeks? Then they are automatically cancelled and marked as not done.



Import


Want to take it a step easier? You can! There is also an import function to create the work schedules and link them immediately with the corresponding units. This avoids manual operations to create the work schedules and link them with the units. However, filling in the work schedules, which task definitions and frequencies, remains a manual action.



Follow the steps below to import: 


1. Go to the main menu and choose Cleaning

2. Select an Object

3. In the left menu, go to Work schedule  

4. Choose the Import tab

5. Download the template 

6. Fill the template 

a. Column A with the unit numbers 

b. The title(s) of the work schedule(s) belonging to the units 

7. Save the template and return to the work schedule import tab

8. Upload the file and click Upload



Note
- When importing, the effective date is set to the day of the import.
- A work schedule with today's date or earlier falls under the 'active' tab. A work schedule falls under the 'inactive' tab if it has an effective date in the future or if a work schedule has an end date with today's date or earlier.


You have now created the various work schedule titles and linked them immediately to the relevant units. The work schedule can be found under the heading active. Now we will fill those work schedules with the appropriate tasks and the corresponding frequencies. To do this, follow the steps below: 


9. Click on the title of the relevant work schedule

10. Click on Edit in the top right-hand corner  

11. Then link the appropriate task definitions under the appropriate headings

A. Daily

- Select the correct Task definition

- Select the days of the week; weekdays or weekends 

- Select a Frequency; once a day, 2 - 6 times a day

- Click on Add

B. Weekly

- Select the appropriate Task definition

- Select a Frequency: Weekly or Biweekly 

- Click on Add

C. Periodically 

- Choose the correct Task definition

- Select a Frequency; Every two years, Annual (once a year), 2x a year, 3x a year, Quarterly, 5x a year, Bi-monthly, Monthly (once a month), Bi-weekly, Weekly

- Click on Add



Note
- Daily tasks are ticked by default in the App, this is for the employee's ease of use. 
- Weekly tasks appear from Monday to Sunday until they are completed or cancelled. Weekly tasks are not ticked by default like daily tasks. Since weekly tasks are open from Monday to Sunday, the cleaner can tick them when they are done. Does this not happen within the week? Then they are automatically cancelled and marked as not done.
- Fortnightly tasks appear for a fortnight. Fortnightly tasks are not ticked by default like daily tasks. As fortnightly tasks are open for a fortnight, the cleaner can tick them when they are done. Not done within two weeks? Then they are automatically cancelled and marked as not done.


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