Cover an absence and check the booking sync
In Alerts & tracking, hand an absent cleaner's jobs to a replacement, rerun the booking sync when it is late or in error, and hide the issues you already know about.
The video for this guide is coming soon.
At the top of the Alerts & tracking screen, two blocks call for quick action. “Absences to cover” lists the jobs planned with an absent cleaner, and suggests a replacement. “Booking sync to check” lists the properties whose bookings have not been read for too long. Look at them every morning: allow 2 minutes.
For the rest of the screen, see follow the day in Alerts & tracking. To declare a cleaner's absence or answer a leave request, see availability and leave.
Choose what happens when a cleaner is absent
To be set once, by an administrator.
Step by step
- 1
Open the Settings › My company › Organisation menu.
- 2
Open the “Jobs” group, then the “Absence mode” block. The “When a cleaner is absent” card is shown.
- 3
Click one of the two choices (see the table). The message “Setting saved: …” is shown.
| Choice | What happens |
|---|---|
| “Suggest a replacement to me” | You receive an alert and pick the replacement in one click in Alerts & tracking |
| “Assign the replacement automatically” | The first available area replacement takes the job. You and the replacement are notified |
Cover an absence
Step by step
- 1
Open the Alerts & tracking menu.
- 2
Find the “Absences to cover” block. If it is collapsed, click its title to expand it.
- 3
Read each row: the property and its sector, the date, the time, then “Absent:” followed by the cleaner's name. “With:” gives the other cleaners already on the job.
- 4
Click the button of the suggested replacement, for example Assign Julie. The message “Job assigned to Julie” is shown and the job leaves the block.
- Next to it, up to two other available cleaners are suggested: click a name to give them the job.
- 5
When several jobs have a suggested replacement, you can click Assign all to the suggested replacements, next to the block's title. A message gives the number of jobs assigned.
Check the booking sync
Without a recent sync, a change to a booking may not be taken into account in the schedule.
Step by step
- 1
In Alerts & tracking, find the “Booking sync to check” block. It starts collapsed: click its title to expand it.
- 2
Read each group: the issue and the number of properties, then each property with its source and the time of its last sync.
- 3
Click Sync all, next to the block's title. The button says “Syncing…”.
- 4
Read the message: “Sync done: … booking(s) read.” The properties that are up to date again leave the block.
- 5
For a single property, click Sync again at the end of its row, when the button is offered.
| Issue shown | What to do |
|---|---|
| “No sync for more than 2 h” | Click “Sync all” or “Sync again” |
| An error message from the source | Run the sync again. If the error comes back, check the connection in Settings › Workflows & integrations › Integrations |
Hide an issue you already know about
For administrators only. Do this for a property under works or a calendar you know has stopped. Hiding applies to the whole team.
Step by step
- 1
On a group's row, click Stop showing this issue to hide all its properties.
- 2
For a single property, click the crossed-out eye icon, at the end of its row.
- 3
To see what is hidden again, click the “Show hidden issues (…)” link.
- 4
Click Show again on a row, or Show all again.
Frequently asked questions
Why does the “Absences to cover” block not appear?
No job is planned with an absent cleaner. With the choice “Assign the replacement automatically”, the jobs have usually already gone to an area replacement.
Where do the suggested replacements come from?
From the area replacements, set in each sector: they are suggested first, with the “replacement” badge. The other cleaners available that day come next.
After how long is a sync “to check”?
After more than 2 hours without a sync, or as soon as a sync ends in error.
Can the sync be rerun for a single property?
Yes. In the block, click “Sync again” at the end of the property's row. In the calendar, the coloured dot next to the property's name gives the status of its sync.