Introduction to cleaning types
Cleaning types, also known as “task types” are used to categorize a company's task planning.
If your company offers a variety of different types of cleaning for your customers, e.g. domestic cleaning or commercial cleaning, these are two of the most basic cleaning types you can create.
When you are creating cleaning types, you can use them to plan tasks for your customers. Afterwards, you are able to run the payroll for employees and invoices for customers depending on the amount of work done for the different types of cleaning in a given period.
Cleaning types can be set up in different ways, depending on how they are intended to be used for your company and depending on which modules have been activated in your CleanManager.
In this article, you will receive an insight into how you can set up and change your cleaning types:
Where do I find the cleaning types?
Administrators can see and set up cleaning types under the category Settings.
In the menu, choose Settings > Cleaning types
Here you can see the company's cleaning types.
They either already exist and are ready to be edited, or you can begin with creating cleaning types specifically for your needs.
Setting up cleaning types
Cleaning types are composed of different sets of data, which are all connected and shown in the different columns.
The data of the columns can vary depending on the activated modules and settings.
Here you will get a quick overview of the different columns, which can be included, depending on the chosen modules and settings.
You can read more about this in the following section:
General settings (can always be chosen)
What information is included in the cleaning types?
On the most basic level, cleaning types are equipped with only a name. However, it is also possible to use functions to edit, hide or delete them.
Depending on which module has been activated, or the settings you have chosen, the administrator can add more functions and information to the cleaning type to optimize the planning, payroll, and invoice export (green marks).
If you can see (cannot see) some of these columns, continue reading to find out how to activate and use them:
Description of the different columns in cleaning types:
Name of the cleaning type.
The name appears and can be selected during the planning of tasks, e.g. for tasks, and service agreements. The name of the employee set to execute the task, who has been assigned to it in the calendar, is visible.
|Can be reported||
By activating this in the general settings “can be reported” you enable your employees to create new tasks with the chosen cleaning type.
You can decide which cleaning type, employees may start / create tasks on their own, for. This could be e.g. small additional ad-hoc tasks with customers or transport.
This enables employees to create tasks in the app or through the CleanManager web browser.
You can activate this setting here:
Settings > General Settings > Employees can report hours at the workplaces they are associated with?
The salary type column can be included into cleaning types as a general setting in CleanManager. This rarely happens and only under special circumstances, hence it is not recommended to use. Therefore, go to salary and supplement rates to indicate wage rates in accordance with your employees´ hourly wages.
If you have activated the module payroll export, it is possible to choose to export the salary types from the cleaning types instead of the salary types, from the hourly wages in salary and supplement rates.
To activate this setting, you need to activate the module payroll export. Thereafter, you need to activate the function “Use the salary type from the cleaning type?” which you find under:
Settings > General settings > Use the salary type from the cleaning type?
If you have activated the module payroll export, you unlock the feature to create and include various periodical or personal supplements across the different cleaning types.
If the conditions of a task include increased stress on the employee or other circumstances, which require higher pay for the employees, apart from their personal supplements, then these extra supplements can be included in the cleaning type.
It is possible to control the extra supplements automatically for the cleaning tasks set to be executed by the employees.
If a cleaning type is set to trigger a special supplement or more, the following sentence will appear on the cleaning type: Special supplement: 1/2/3, etc.
By clicking on the question mark next to the number, you can see which special supplements have been set to be triggered, by the cleaning type.
The same goes for the personal supplements, whereby clicking on the question mark you will receive a list of the personal supplements, which are set to be triggered by the cleaning type.
NOTE! For a personal supplement to be triggered, it needs to be checked off at the cleaning type as well as at the employee. If, for instance, Personal Supplement 1 has been checked off on the employee, but not on the cleaning type, then the employee will not receive the supplement when completing a task, set to the before-mentioned cleaning type.
To set up this setting, go to:
Settings > Salary and supplement rates
It is also possible to keep a cleaning type from being included in the salary calculations, resulting in the employee not being paid for this type of task:
Edit cleaning type and deactivate this salary setting:
You can choose whether a periodical supplement should be included in the salary calculations. (You can access the periodical supplement in Settings > Salary and supplement rates.) To activate this function, go to:
Edit cleaning type and activate this salary setting:
You can decide whether overtime should be included in the individual cleaning types. You find the overtime profiles in Settings > Salary and supplements rates.
To activate this function, go to:
Edit cleaning type and activate this salary setting:
If you have activated the module service agreements, you can then set up your cleaning types to include an item number.
This allows you to export the number of tasks performed for customers to the corresponding product type in your financial system.
This depends on how you decided to set up your service agreements.
Do you experience that the item number can not be validated by the system?
This is because you have not created the item / service in your financial system.
If you are using QuickBooks as your economic system, you can find the information on how to use QuickBooks by clicking on the link below:
The item name is not shown in the table, but it can be set up in the cleaning type settings as well.
You can either fill out an item name, or you can describe the service in the note field for the task you are planning. This note field can therefore also be used (if marked) as an item name. The 1. line can be as long as you want it to be. If you click “enter” you change lines and everything written afterwards will not be included in the name.
Here you can include the basic price for your cleaning types. This can either be set up as per hour or per task.
Per hour is used for tasks, e.g. domestic cleaning, for which you want to be paid according to planned or used time.
Per task is used for tasks that are billed based on agreed prices per task.
By using basic prices (which can also be left blank, resulting in you regulating the service price in your service agreements per customer) you can regulate all the prices at once. Price increases and other changes for your customers can be adjusted by regulating the basic price here in cleaning types without having to change every service agreement manually.
The column Functions covers the settings you can choose for your cleaning types in the system.
You can either edit, hide or delete your cleaning types.
Activate / deactivate cleaning types:
If you have activated the module service agreements, you can use the function “activate/ deactivate cleaning type” .
You can use this function to activate or deactivate your cleaning types for all service agreements, either on billing intervals or specific intervals.
If you deactivate a module or a setting, the system will still save your old information, e.g. basic price and item number, so that they are available in case you reactivate the module or setting.