Emailing the week's schedule

There are two ways a cleaner finds out about work in CleanFlo, and they do different jobs. Automatic notifications fire the moment something changes and tell them about one job. Send Schedule is something you choose to do, and gives them the whole fortnight in one place.

The Send Schedule button

It sits in the Schedule header, between Templates and Add Job, with a paper plane on it. Hovering it says what it does: Email each cleaner their upcoming 2-week schedule.

With no active staff on the account the button is disabled and the tooltip changes to No active cleaners to send to — add staff first. While a send is in flight the button reads Sending… and stays disabled until every email is away.

Pressing it does not send anything yet. It opens a sheet, reads the next fortnight, and asks you who should get one.

Choosing who gets one

The sheet is titled Send 2-Week Schedule with Select which cleaners to email underneath. While it loads you get three placeholder rows rather than an empty box, so it never looks as though nobody has any work.

The window it reads is today plus the next thirteen days, so a fortnight counted inclusively from this morning. Only jobs that are Scheduled or In Progress are counted: cancelled work is left out, and so is anything already finished, because a schedule is about what is coming.

Everybody starts ticked. The row across the top toggles between Select all and Deselect all depending on where you are, with the total on the right as 4 cleaners. Under it, one row per cleaner: a checkbox, a circle with their initials in it, their name, their email address underneath, and a count on the right reading 7 jobs.

The footer counts what you have ticked: Send to 4 cleaners, dropping to Send to 1 cleaner for one, and disabled entirely at nought. Untick the people whose fortnight has not changed and you have a targeted send rather than a round robin nobody reads.

Once you press it the sheet closes and the header button goes to Sending…. When the last one is away you get a toast: Schedule sent to 4 cleaners. If any of them failed, a second toast says how many: Failed to send schedule to 1 cleaner. The usual cause is a missing or mistyped address on the staff record.

What lands in their inbox

One email per cleaner, from your company name, covering the fortnight as a date range: Thursday 13 August to 27 August 2026. Inside it, their jobs in date and then time order, grouped under a heading for each day the work falls on.

Each job carries:

• The job title, which is the name of the site.
• The location name and its full address, so nobody has to open the app to find out where Flat 4B is.
• The start time, written the way the app writes it: 9:00am.
• The duration in minutes, as 120 min.
• Any job notes you wrote on that booking.

It is a read-only summary. There is nothing to click, no accept or decline, and no way for a cleaner to reply to it and change anything. The app is the live copy; the email is the version that survives a phone with no battery.

Two other things happen at the same time. Each cleaner who was sent one gets a push notification titled Schedule updated, and a line lands in their message thread with the office reading Your schedule for Thursday 13 August – 27 August 2026 has been emailed to you. The email is the useful artefact; the thread line is the durable record that it was sent, in the place they will look when they cannot find it. Neither replaces the app: the same fortnight is already written into their logbook on the Jobs tab, and that is the copy that keeps itself up to date.

When there is nothing to send

If nobody has any assigned work in the next fortnight, the sheet has nothing to list and says so plainly: Nothing to send yet over No jobs are assigned to a cleaner in the next 2 weeks, so there is no schedule to email.

That message catches a specific and common situation: a diary that looks perfectly healthy on the grid, because the work is all booked, but where nobody has been put against any of it. Go back to the calendar, assign people, and try again. The Dashboard's Urgent Attention card lists exactly what is missing.

What sends without you

Send Schedule is manual. Everything in this table is not: it fires the moment you save, and there is no setting to turn it off. Notifications only ever go to the cleaner named on the job.

Assigning a long recurring series is the one place this is capped. The push and the thread line cover the whole batch in one message, but the email goes out for the first twelve dates only. Nobody needs fifty-two emails about one contract, and the fortnightly send keeps them current after that.

A toast confirms the email half as it happens: Job notification sent to Aisha Nowak, or, when something did not get through, 1 notification failed to send. None of it can fail a save. If the email bounces the job still exists and the cleaner still sees it in the app.

The full picture of what CleanFlo sends, to whom, and through which channel is in Notifications under Messages & alerts.

Making it a habit

The send is most useful on a fixed rhythm rather than in a panic. Most owners settle on one of two:

Whichever you pick, send it after you have cleared the Urgent Attention card and not before. An emailed fortnight with three holes in it generates more phone calls than it prevents.