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Planning shifts and reading the schedule

For
Supervisors
Where
Web app
Time to read
5 minutes
Time to watch
2 minutes

Supervisors and admins plan who works when from a site's Shifts page, and see the whole week on Schedule.

This needs Attendance or Proof of Work turned on by an admin. You can plan shifts before clock-in is on at the site. Nobody can clock in until it is.

Step by step

1Open the site's Shifts page

Click Sites, open a site and click Shifts.

The page has three parts: the Clock-in at this site switch, your Repeating shifts, and the Next 14 days as they'll really happen.

The Shifts page with the clock-in switch, the Repeating shifts list and the Next 14 days list
The Shifts page with the clock-in switch, the Repeating shifts list and the Next 14 days list

2Add a repeating shift

Most cleaning work repeats, so start here. Click Add repeating shift and fill it in:

  • Who: pick a cleaner or anyone on your team. (no app) beside a name means they can be planned but can't clock in yet.
  • Repeats: which days this shift happens. It starts at Monday to Friday.
  • Start time and Length.
  • Starts on, and Ends on if the shift stops on a known date.
  • Route: the route for this shift, or No route (clock-in only).
  • Notes: anything the person should know, like where the key is. They see it on their phone.

Click Add shift. KleanProof fills in the next 14 days and keeps adding as days pass.

The Add repeating shift box with fields for Who, Repeats, Start time, Length, Starts on, Ends on, Route and Notes
The Add repeating shift box with fields for Who, Repeats, Start time, Length, Starts on, Ends on, Route and Notes

3Add a one-off shift

For a single day, like a cover or a deep clean, click Add one-off shift above Next 14 days. It shows a One-off tag and doesn't repeat.

4Change or cancel one day

Sick day or a swap? Under Next 14 days, click the ⋯ on a shift and pick Change this day or Cancel this day. Only that day changes. The repeating shift stays as it is.

Editing a repeating shift later won't touch days you changed by hand.

The menu on a shift in the Next 14 days list with Change this day and Cancel this day
The menu on a shift in the Next 14 days list with Change this day and Cancel this day

5Stop a repeating shift

When a contract ends or a person leaves, click the ⋯ on the repeating shift, then Stop repeating. Upcoming days come off the schedule. Past shifts and their hours stay.

6Read the week on Schedule

Click Schedule in the left-hand menu. It shows Monday to Sunday for everyone across all sites. Use the arrows to move between weeks, and This week to come back.

Filter with Site and Person. Click a shift to change just that day. Click a site's name to go to its Shifts page.

The Schedule page showing a week of shifts grouped by site, with one shift's name in red
The Schedule page showing a week of shifts grouped by site, with one shift's name in red

What the tags mean

  • Double booked: one person has two shifts at the same time. Their name shows in red on Schedule. It's a warning, not a block, so fix it by changing one of the shifts.
  • No app: this person isn't on the app. Their shift shows on the schedule, but it can't be clocked.
  • One-off: a single shift that doesn't repeat.
  • Cancelled: the day was cancelled. It stays in the list so you can see what happened.
  • On shift, Done and Missed: how the shift went.

Time zones and overnight shifts

Times are in the site's time zone. An overnight shift belongs to the day it starts, on the schedule and in the pay period.

Common questions

Why can't I change a shift on Schedule?
Shifts that have already started can't be changed there. Fix the hours on Timesheets once the shift is over.
Why can't someone clock in?
Check that Clock-in at this site is on under the site's Shifts, that they have a shift today, and for a cleaner, that they have the app. The Schedule page shows No app beside anyone who doesn't.
How far ahead can I see?
Repeating shifts fill in two weeks ahead and keep rolling forward. You can add a one-off shift for any date.
Do I see every site's shifts?
Unless your admin turned on Supervisors only see their own sites. Then you see only the sites you're assigned to.

More help

Watching the day on the Today boardSee who is on shift, late, on break or missed, follow routes and know what each alert means.Approving timesheetsReview shifts that need a look, change hours with a reason and export a CSV for payroll.Turning on Attendance and Proof of WorkFlip the switches, follow the setup steps, set alert times and pay periods, and turn it off safely.Clocking in and out of your shiftClock in at the site from Home, take breaks and clock out, even with no signal.