What are Team Tasks?
Team Tasks let you assign work to a group of cleaners instead of individuals. This makes scheduling more flexible and ensures work gets done, even if someone is absent.
Example: You want every washroom in your building cleaned three times per day. Before, you had to assign these tasks to specific cleaners. If someone was sick or reassigned, tasks could be missed. With Team Tasks, you assign the work to a Team — and any team member can complete it.
1. Creating Teams
Navigate to Settings → Teams.
You'll see an All Cleaners team already created by default.
Note: This team is automatically maintained by the system and includes all cleaners assigned to the building. It cannot be edited or deleted manually, and membership updates automatically when cleaners are added or removed from the building.
To create a new team:
Click Create Team
Give the team a name (e.g., Day Porters)
Assign it to a building
Add members by selecting cleaners from the list
Save your team.
Visual Indicators: Throughout the system, teams are marked with a 👥 icon while individual cleaners show a 👤 icon, making it easy to distinguish between assignment types.
2. Scheduling Team Shifts
You can assign shifts to teams just like you do for individual cleaners.
How to set a Team Shift:
From Settings > Shifts, add a new shift.
Add a shift by entering the start time, occurance and duration.
Example: Day Porters from 9:00 AM – 6:00 PM (8 hours).
Save the shift.
The shift will now appear in Scope of Work and Shift View, so tasks assigned to the team will only be active during this time.
3. Assigning Team Tasks
With Teams and Shifts in place, you can assign recurring tasks using two methods:
Method A: Specific Locations
Go to Scope of Work → Add Task.
Choose specific Locations (e.g., "2nd Floor Men's Restroom").
Set the task details and assign to the Team.
Method B: Location Type Targeting (Recommended for larger facilities)
Go to Scope of Work → Add Task.
Instead of selecting individual locations, choose a Location Type (e.g., "All Restrooms").
The system will automatically apply this task to all locations matching that type.
Benefit: When new restrooms are added to your building, they'll automatically receive these tasks if categorized correctly.
Task Configuration Details:
Frequency: How many times it should be completed (e.g., 3 times).
Time Between Tasks: Minimum interval between repeats (e.g., 60 minutes).
Smart Gap Enforcement: When frequency > 1, the system enforces minimum gaps between completions. For example, if you set a 60-minute gap for 3x daily bathroom cleaning, team members must wait at least 60 minutes after one completion before the next task becomes available. This prevents gaming the system by completing all tasks at once.
Task Type: Select from predefined options (e.g., Bathroom Cleaning).
Duration: Time expected for each occurrence (e.g., 5 minutes).
Multi-Person Tasks: If a task requires multiple people (e.g., "Mop Large Floor" needs 2 cleaners), the system will show it as separate line items in the Shift View. Each line can be completed independently and will show who completed it: (completed by John Smith).
4. Monitoring Team Performance
Team performance is tracked across multiple views with dual accountability:
Shift View:
See which tasks were completed during a team's shift
Tasks requiring multiple people show as separate lines with individual completion status
Visual indicators (👥) distinguish team assignments from individual ones
Calendar:
Team tasks appear alongside individual tasks
Color coding and icons help differentiate task types
Cleaner Logs: When viewing an individual cleaner, you'll see both:
Individual Tasks (assigned directly to them)
Team Tasks (tasks they completed as part of their team)
Core Analytics:
Unified "Cleaner/Team" filter for comprehensive reporting
Team performance metrics calculated separately from individual metrics
View both team-level completion rates and individual contributions within teams
Activity Tracking:
System tracks team-related activities including:
Missed shifts by teams
Overtime for team shifts
Unscheduled visits during team shifts
Compliance rates for team-assigned work
Tasks completed by teams are clearly labeled, so you can always distinguish them from individual assignments.
5. Advanced Features
Task Rules vs One-Time Tasks: The system supports both traditional one-time task assignments (for specific, non-recurring work) and the new recurring task rules (for routine team-based work). This ensures backward compatibility while enabling the flexibility of team assignments.
Dual Tracking System: While teams are collectively responsible for completing all assigned tasks, the system maintains individual accountability by tracking which specific cleaner completed each task. This enables both team performance analysis and individual performance reviews.
Automatic Compliance Verification: The system automatically verifies that team tasks are completed according to the defined rules, including frequency requirements and time gaps, providing managers with confidence that cleaning standards are being met.
Why Use Team Tasks?
Flexibility: Ensure tasks get done regardless of individual absences
Efficiency: Simplify scheduling when multiple cleaners can handle the same work
Scalability: Use Location Type targeting to automatically include new areas
Accountability: Track both team performance and individual contributions
Compliance: Smart gap enforcement ensures proper cleaning intervals
Visibility: Clear visual indicators and comprehensive reporting across all views