How do I configure work schedules for my object?

Important information 
Are you unable to perform the steps below? Perhaps you do not have the right role or user type. Contact your organisation's Application Administrator 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 and then specifying task definitions with the 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 import. Choose below whether you want the explanation for the manual operations or the explanation for the Import option: 

• Configure manually
• Import

Configure manually

Follow the steps below - A to D - to manually create a work schedule:

A. Creating the work schedule

1. Go to the main menu and select Cleaning

2. Select an Object

3. In the left menu, go to Work schedules

4. Click Add in the top right 

5. Fill in the Title of the work schedule

6. Click Create

You have now created a work schedule. The next step is to clip the appropriate units to this work schedule.

Note 
A work schedule can have the following statuses:
- Active: A work proschedule gramme falls under 'active' if its start date is today or earlier and its end date is zero or in the future.
- Draft: A work schedule falls under 'draft' if it has no start date.
- Inactive: A work schedule falls under 'inactive' if the end date is in the past.

B. Linking units 

7. Click the appropriate tab (Draft or Inactive) and then the title of the relevant work schedule

8. Next to Linked units, click Edit  

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

10. Click on Save

You have now linked the created work schedule to units. The next step is to match the correct task definitions with the frequencies to this work schedule.

C. Linking task definitions with appropriate frequencies

11. Click the appropriate tab (Draft or Inactive) and then the title of the relevant work programme 

12. Next to Tasks, click Edit  

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

A. Daily

- Select the correct Task definition

- Select the days of the week; weekdays, weekends or all days of the week

- 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, Biweekly (odd) or Bi-weekly (even)

- Click on Add

C. Periodic 

- Select the correct Task definition

- Select a Frequency; Every two years, 1x per year, 2x per year, 3x per year, Quarterly, 5x per year, Bi-monthly, Monthly (once per month), Bi-weekly, Weekly

- Click on Add

You have now also linked the correct task definitions with the frequencies to this work schedule, if the setup is correct, all that remains is to enter the start date.

D. Set start date for work programme 

14. Click the appropriate tab (Draft or Inactive) and then the title of the relevant work schedule

15. Click Set start date to Active from

16. Enter the Start date - and possibly already an end date of the relevant work schedule 

17. Click on Save

You have now created the work schedule , linked them to the relevant units, defined their content and given them a start date. Follow the above steps - A to D - for all work schedule required for the selected object.

Note
The task scheduling time is set to 3:00 at night, this means that:
- Daily task definitions appear on the day it is scheduled until a maximum of the following day at 03:00 am, provided it is registered/cancelled earlier. 
- Weekly task definitions appear from Monday to Sunday until registered or cancelled. 
- Bi-weekly task definitions appear for a fortnight until registered or cancelled. 
- Periodic task definitions appear in the App by the first execution time, until the first registration. After that, it disappears from the regular work list until the task is almost due again. Read more about how periodic task definitions work here.

Note
- Once the start date of a work schedule has arrived, it is no longer possible to make changes to the task definitions and linked units in that work schedule. Read how changes can be made to work schedules here.

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 - A to C - to import work schedules:

A. Creating the work schedule including linking the units

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 Links tab and click Import Links in the top right corner 

5. Download the template and fill it with the appropriate data; 

a. Column A with the unit numbers 

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

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

7. Upload the file and click Upload

You have now created the various work schedule titles and linked them to the relevant units. These can be found under the Concept heading. The next step is to fill the work schedule with the relevant task definitions and frequencies.

Note 
A work schedule can have the following statuses:
- Active: A work proschedule gramme falls under 'active' if its start date is today or earlier and its end date is zero or in the future.
- Draft: A work schedule falls under 'draft' if it has no start date.
- Inactive: A work schedule falls under 'inactive' if the end date is in the past.

B. Linking task definitions with appropriate frequencies

8. Click the appropriate tab (Draft or Inactive) and then the title of the relevant work programme 

9. Next to Tasks, click Edit  

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

A. Daily

- Select the correct Task definition

- Select the days of the week; weekdays, weekends or all days of the week

- 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, Biweekly (odd) or Bi-weekly (even)

- Click on Add

C. Periodic 

- Select the correct Task definition

- Select a Frequency; Every two years, 1x per year, 2x per year, 3x per year, Quarterly, 5x per year, Bi-monthly, Monthly (once per month), Bi-weekly, Weekly

- Click on Add

You have now also linked the correct task definitions with the frequencies to this work schedule, if the setup is correct, all that remains is to enter the start date.

C. Set start date for work schedule

11. Click the appropriate tab (Draft or Inactive) and then the title of the relevant work schedule

12. Click Set start date to Active from

13. Enter the Start date - and possibly already an end date of the relevant work schedule 

14. Click on Save

You have now created the work schedule , linked them to the relevant units, defined their content and given them a start date. Follow the steps - B and C - for all work schedule required for the selected object.

Note
The task scheduling time is set to 3:00 at night, this means that:
- Daily task definitions appear on the day it is scheduled until a maximum of the following day at 03:00 am, provided it is registered/cancelled earlier. 
- Weekly task definitions appear from Monday to Sunday until registered or cancelled. 
- Bi-weekly task definitions appear for a fortnight until registered or cancelled. 
- Periodic task definitions appear in the App by the first execution time, until the first registration. After that, it disappears from the regular work list until the task is almost due again. Read more about how periodic task definitions work here.

Note
- Once the start date of a work schedule has arrived, it is no longer possible to make changes to the task definitions and linked units in that work schedule. Read how changes can be made to work schedules here.