Workflow Manager

The Workflow Manager can be used  to visualise various activities and their dependencies. This makes it possible to optimise internal processes with directly triggered follow-up orders or to postpone or replace a planned cleaning. 

Follow orders

The feature follow order can be useful, if the work of two cleaners is dependent on each other. The second cleaner can not complete the task before the first.

In our case, the first cleaner does the basic cleaning, the second cleaner does the daily cleaning. Normally the second cleaner needs to be informed by the first cleaner, when he can start with his work. If you set the follow orders, no communication between the cleaners is needed. Like this, both cleaners can focus only on the tasks, which are applied on the tablet.

If you would like to use the follow-up orders function, please contact Customer Support via ticket. They will be happy to configure the setting for you.

To create a follow-up order for a activity type, enter the activity type that will trigge the follow-up order in the dropd-down menu on the left. In the drop-down menu on the right, enter the activity type that should be triggered after the activity type on the left has been executed.

In our example the first activity is basic cleaning, the second activity is arranging chairs and tables. Click on Save to confirm the settings.

Important: This function only works with the activity type of the types On Demand and Cleaning without scheduling.

Once Customer Support has made the setting, the function can be used as follows:

Go to the order management and create an order. Specify the first activity type to be performed in the process as the activity type. Click Save to create the order.

The system creates automatically both orders. The status of the first order will be Submitted. The second order gets the status Waiting, because this order is waiting the finialization of the first order.

The first cleaner (basic cleaning) sees the order on the tablet. The second cleaner will see his order, when the first cleaner finish his work. As soon as this is the case, the status of the first order turns to Done. 
This creates an efficient process without additional communication effort.

Postponing planed tasks

In some case there is no need for a cleaning. For example, when a patient is leaving the hospital, normally the cleaner does a special cleaning instead of the daily cleaning. In this case you can use the feature postponing schedule tasks.
This function also helps making your processes more efficient. Like this cleaner can concentrate on their own work, without increased communication effort. That's how they learn to handle the tablet during the go life or onboarding training.

In our example the daily cleaning tour has got all the areas planed, also those, where a patient exit is planned. Without communication between the cleaners it could be possible that those rooms get cleaned twice - daily cleaning and room exit cleaning. Also if both tasks, daily cleaning and exit cleaning, are planned in the same tour, the room would only be cleaned once, documentation would be incorrect, as the cleaner would have to tick off both tasks. To avoid this, you can use the post phone scheduled task function.

If you like to use this function, please contact the customer support and inform them about the following:

Which category or activity type, which will be set as an order or self-cleaning, to replace the planned cleaning?
Currently, the complete cleaning is being postponed. That means all activity types, which are planned regularly on this day. The tasks are postponed to the next due date. Daily tasks are postponed to the next day, weekly tasks to the next week.

Should the planned cleaning be rescheduled after a cancellation?
This means that if you have created an order by mistake and cancel it, the original cleaning will be scheduled again. The postponed cleaning would then be scheduled again.

If the program is going to plan something new, the cleaners get a pop-up on their tablets asking them to reload the cleaning program.