The deputy function is the tool for operational managers. Planned or unplanned absences of cleaning staff can be implemented with little organizational effort.
With the substitution feature, substitutions can be created with simple configuration options in the cockpit. Any number of substitute configurations can be stored in the system for each tour.
Substitution is divided into two types
Planned substitution (before operation)
Planned substitutions are recorded in the calendar or in the app before the start of work. There is no impact on the current operation due to a planned substitution. Area redistribution is implemented in the system before the start of work. As soon as the tour is started via the app, the additional areas are visible.
Unplanned substitution (ongoing operation)
We speak of unscheduled substitutions when the employees are already in the building on their tour. If a substitution is activated during operation, the tours concerned are informed by means of a request via the app. These tours will have new surfaces scheduled immediately after the substitution is confirmed. The areas that have already been cleaned remain visible in the app. The substitution is only activated when the replacing tour accepts it.
The unscheduled substitution can be used in two variants:
- Default mode: the substitution can only be scheduled when the cleaners affected by the substitution have finished the tour. This ensures that the manager has to inform the cleaners in advance and they have to actively finish the tour. After successful rescheduling, the tour can be restarted.
- Dynamic mode: The substitute can be scheduled without ending the tour. The cleaner will receive a notification that the tour has been adjusted and will be prompted to land the new tour after each area completion. For this function to become active, the reload type On Demand must be set in the tour management.
Create new substitution configuration
To create a new substitution configuration, click Create a new substitute in the Substitution configuration.
In the window that opens, select the tour to be represented at the top. In addition, you enter a description and select whether the tour should be visible in the app.
Types of substitution
| Type | Description |
| Default | A normal substitution. N tours substitute for the tour that is not present. |
| Default with time change | The tour is not absent, but it is possible to adjust the working time. For example -30 minutes. |
| Only time change | The tour is not absent and no substitutions can be specified. Only the working time is adjusted. Example: A tour has to work overtime on one day because the cleaner has vacation on the following day. |
Template Types
| Type | Description |
| Fix |
The tasks from Tour 1 are distributed to Tour 2 and 3. |
| Template |
When activating the substitution, you can select which tour should take over the substitution. In the example here either tour 2 or tour 3. |
Additional time
Basically, it has to be decided whether the deputy tour entered below will be given more time for a replacement, or whether a deputy tour will be included in the existing working hours.
Planned substitution without additional time
If no additional time is made available for a substitution, the substitution is completed in the stored working time. Areas with higher weights are scheduled into the deputy tour first. This ensures that sanitary facilities, lounges or other sensitive areas are cleaned. The remaining work time is filled with areas from both tours. Again, the priority of the individual space is critical. If no resources are made available for substitutions, the work queue becomes higher.
Planned substitution with additional time
If additional time is given to a tour, the maximum duration increases by the said value. Accordingly, the worklist has also increased less.
Unplanned substitution without additional time
The minutes already spent are deducted from the maximum time. New surfaces are scheduled in the remaining working time.
Unscheduled substitution with additional time
The maximum duration is credited with the additional time. The minutes already worked are deducted. New areas are scheduled in the remaining working time.
With a click on Save the deputy configuration is created.
Substitution is not possible in the following cases:
- The tour to be substituted must not already be a substitute for another tour.
- Template type "Fix": If two tours are assigned as substitutes and one of them is absent, no substitution is possible. Example: Tour 2 and 3 are to substitute tour 1. Tour 2 is also absent. Although tour 3 is present, substitution is not possible. In this case, the template type must be changed to "Template".
- Template type "Template": If you select a tour in the calendar as a substitute that is also absent, a substitution is not possible.
Click here for more articles on substitution:
Activation of the subsititution
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