How to use the schedule and dispatch board
Schedule is the screen you will have open most of the day. It opens on the dispatch board, one lane per cleaner, and the same cleans can be drawn seven other ways.
On this page
Every clean in CleanFlo lives on this one calendar. There is no separate diary for domestic rounds and contract work, and no second list for cleans nobody has been put on yet. The filters are the views: pick the span of time you want to look at and the grid redraws around it.
Open it from Schedule in the sidebar. It opens on Dispatch, today, with a lane for each cleaner. Book a clean with Schedule a clean in the page header, or New in the title bar from anywhere.
The eight views
Pick a view from the Calendar view menu in the toolbar. All eight draw the same cleans.
- Dispatch
- Today, one lane per cleaner, with an Unassigned tray. The view the page opens on.
- Agenda
- A plain list, day by day. The easiest view on a phone.
- Day, Team, Week, Month
- The calendar at four spans. Team puts cleaners down the side and days across.
- Capacity
- Booked (estimated) hours against Available (stated) hours, per cleaner per day.
- Sites
- One site at a time: what is Coming up, what was Recent, its keys and its rounds.
Assign cleans on the dispatch board
- Unassigned. Cleans with nobody on them. Drop a clean back here to take it off a cleaner.
- A lane per cleaner, with their booked hours against their stated hours.
- Someone's off today. Starts the sick-call flow, below.
Find the clean
Cleans with nobody on them wait in Unassigned.
Drag it onto a cleaner
Drop it in their lane. Leave, clashes, their hours and who holds the keys are checked on every drop, and key holders are suggested first.
Move it if you need to
Drag it to another lane to reassign, or back to Unassigned. On a phone, swipe a clean left to reassign it.
When someone rings in sick
Press Someone's off today. One sheet takes you through three steps, and nothing is saved until the last button.
Who has rung in?
Pick the cleaner and the day. Today is filled in.
Choose cover for each clean
Every clean they had that day is listed with a suggested cover, picked from who is free and who Holds the keys. Change any of them, or leave one unassigned.
Review and confirm
The last step says what will happen and who is told. Leave Record it as a sick day in their time off ticked to log the absence, add a reason if you like, then press Confirm cover.
Copy a week or move a day
Rota tools holds Copy a week (last week by default, or any earlier week used as a saved rota) and Move a day. Recurring cleans are rounds: open one with Open round to pause it, skip a visit or move it to a new day.
Moving around the calendar
Under the page title there are four controls in a row: a left caret, the label for whatever you are looking at, a right caret, and a Today button. The carets move by whatever unit the current view uses, so the same arrow steps a day in Day view, a week in Week and Agenda, and a month in Month.
The label between them is written differently for each view.
| View | Label reads | Example |
|---|---|---|
| Day | Weekday, day, full month, year | Thursday 13 August 2026 |
| Week and Agenda | The Monday and the Sunday of that week | 10 – 16 Aug 2026 |
| Month | Full month and year | August 2026 |
A week that runs across a month boundary spells both months out, so the last week of August reads 31 Aug – 6 Sep 2026 rather than hiding the join. Today jumps straight back to the current date in whatever view you are in, which is the quickest way out of having clicked forward eleven weeks looking for something.
The summary strip
The strip under the view tabs counts whatever is currently loaded, which means it recounts every time you move the calendar. The first number is the total, and its label changes with the view: Cleans today in Day view, Cleans this week in Week and Agenda, Cleans this month in Month.
After it come four counts with a coloured dot each: Completed in green, In Progress in amber, Upcoming in sky blue and Cancelled in red. A fifth appears in teal only when there are client portal requests waiting: Requests, and clicking it opens the Client Requests panel rather than filtering anything.
Over on the right of the same strip is the legend: four dots labelled Scheduled, In Progress, Done and Cancelled. It is a key to the colours on the grid, not a filter. Nothing on the summary strip is clickable except Requests.
Reading the week grid
Down the left is a 56px time gutter set in Courier, one label per hour, written as 7am through 12pm and on to 7pm. Across the top, each day carries its short name, its date number, and a count reading 3 cleans. A day with nothing on it shows no count at all rather than a zero.
Today's column is tinted so it stands out from the rest of the week, and a thin red line with a dot on it sits at the current time and moves as the day goes on. Two cleans booked over each other split the column between them rather than one hiding the other.
Each clean is a chip coloured by status, with a dot, the clean's title, and the cleaner's name underneath when the chip is tall enough to hold it. A chip with nobody on it says No cleaner next to a warning triangle instead.
Hours outside the working day
The grid does not draw all twenty-four hours by default. It measures the earliest start and the latest finish in the range you are looking at, adds an hour of headroom either side, and draws that window. A week of nine-to-fives is therefore about ten rows tall rather than twenty-four, and the day fits on screen without scrolling.
When there is more clock above or below the window, a button appears in its place: Show earlier hours above the grid, Show later hours below it. Either one opens the full day. Once you are looking at the full day a third button appears, Back to working hours, which puts the window back. The choice resets whenever you move to another week, so one week that needed a 5am start does not leave every following week showing empty small hours.
Booking straight off the grid
You do not have to press Schedule a clean to book something. Click any empty slot in the week or day grid and the Add clean drawer opens with that date and that hour already filled in. It is the fastest way to book, and it is why the grid is worth keeping in front of you while you are on the phone to a client.
Right-clicking gives you a short menu. What is in it depends on what is under the pointer.
On empty grid the menu offers Add clean at 10:15am, a divider, then Go to Today. The time is worked out from where in the hour row you clicked and snapped to fifteen minutes. In month view there are no hours to read, so the first item becomes Add clean on 14 Aug and the clean defaults to 09:00.
On a clean chip the menu is View Details, Edit Clean, a divider, then Delete Clean in red. View Details opens the read-only Clean details drawer; Edit Clean goes straight into the form. Left-clicking a chip does the same as View Details.
Month and agenda
Month view draws Mon to Sun across the top and a cell per day, greying out the days that belong to the months either side. Each cell carries its date number and, underneath, up to four coloured dots, one per clean, in that clean's status colour. A fifth clean and beyond collapse into a small counter, so a day with seven cleans shows four dots and +3.
Clicking a cell drops you into Day view for that date. Right-clicking one gives you the same context menu as the grid, with Add clean on 14 Aug at the top.
Agenda view drops the grid entirely and lists the week. Each day with work on it gets a heading of the day name, the date number, a count reading 3 cleans and a plus button that books onto that day. Under the heading, one row per clean: the time as a range, the job title, the location underneath, then the cleaner's name and the status pill along the bottom. A clean with nobody on it says Unassigned in that footer.
A day with nothing booked does not get a heading and a blank space. It gets one ruled line reading Nothing booked with a plus on the end, so a quiet week costs a few lines rather than several screens and the shape of the week is still legible.
What an empty calendar says
There are three different empty states and they are worth knowing apart, because they are telling you different things.
A whole grid with nothing on it puts a card over the middle of it. The title follows the view, so it reads Nothing booked today, Nothing booked this week or Nothing booked this month, and underneath: Click any time slot to book a clean, or add one from here. Right-click the grid for more options. with an Add clean button.
Agenda view has its own, because there is no grid to click on: Nothing booked this week over Add a clean, or use the arrows above to look at another week. and a button reading Add a clean. Day view, when the day is empty but the grid is drawn, simply prints No cleans scheduled for this day down the column.
Common questions
Can I filter the calendar to one cleaner or one client?
Why does the grid start at 7am and not midnight?
Can I drag a clean to a different day or time?
What are the coloured dots in month view?
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