Tour planning with the calendar

If fixed times of the day are required for the cleaning tours, the calendar is used as a planning tool. This article explains which tools are used for which purposes and which principles of use must be taken into account. Different colors and symbols are used for different events.

Planning based on tour attendance

By default, the current day is always displayed in the calendar. It is possible to switch the calendar view to a weekly or monthly view. The green line indicates the current time. All tours are listed chronologically in the calendar.

Enter calendar entry for a tour

Left-click on the tour column. The following window will then open:

Start and end: Enter the presence or absence via clock-icon. A tour entry must be at least 2 hours long, otherwise it cannot be saved.

Once: The entry is only valid for the selected day.

Every working day / Certain working days: These entries are treated as series entries. Thies means that the entry is set for the following days.

• Every working day: The entry is set for every working day.
• Certain working days: Click to select the days on which the entry applies in the future.

Time period: Here, attendance can be specified for a specific period of time. Once the time period has been selected, the start/end time can no longer be edited. To make corrections, the creation process must be canceled and restarted. These entries are also handeled as recurring entries. 

When are calendar attendance entries required?

Specifiying cleaning times on site: If cleaning staff are only allowed to clean the property or an area at a specific time, the work can be controlled using a calendar entry in the specified time period.

Please note: If the tour is started outside the defined time, no areas are scheduled for cleaning. This means that the cleaning staff cannot clean with soobr. Important: This circumstance must be made clear to the operational staff. The duration of the entry has no effect on working hours. It limits the execution of the tour to the defined times.

Scheduling of areas: The scheduling of areas is ensured by planning jobs. These are usually every 20 minutes. Example: 6:00 p.m., 6:20 p.m., 6:40 p.m., 7:00 p.m.

Perform multiple-cleaning with calendar entries

If the same cleaning task is performed several times a day, for example during a morning and evening tour, we need the cleaning calendar for planning and execution.

This means that both cleaning tours require an attendance entry. The following image shows that Tour 1 works in the morning and Tour 2 in the evening. Both tours work on the same areas. The first task is performed in the morning. In order for the second task to be planned, the evening tour requires an attendance entry. This allows the second task to be completed during the evening tour.

Please note: No multiple-cleaning without calendar entry of the tours. Set the calendar entry at least 1 hour before the start of work. If the tours are less than 3 hours apart, this must be discussed in detail with the Customer Success Manager. He will make the necessary arrangements in the background. More information on the frequency of activity types can be found here: Activity types

Delete calendar entry

Please note: If cleaning tour planning is activated as a default setting, calendar entries should only be made after consulting a Customer Success Manager or a Support-Team member. Without an active calendar entry, no areas will be scheduled for a tour.

Correct use: Click on the entry in the calendar. Then delete the entry using delete.

 

Editing existing series entries

If the attendance times for tours change, these must also be adjusted in the calendar. For tours with recurring appointments, this is currently only possible for entire weeks. An adjustment of the attendance time from, for example, a Wednesday is possible using the following workaround: Adjust the recurring entry to the new attendance time. Then delete the calendar entries for Monday abnd Tuesday. It is important to click the delete current entry only-button. Then create an entry of the type One-Time for Monday and Tuesday of this specific week.