Distribute cleaning tasks manually

On a wide screen, the distribution board places properties in rows and dates in columns: bands represent reservations, while each colored card represents a cleaning task. On a phone it shows one day at a time. This guide covers only the verified manual assignment path.

Do not use Auto Distribute or Sweep Range as part of this procedure. Both affect many tasks; automatic distribution does not yet have a safe public workflow, and Sweep Range deletes every cleaning in the period that nobody has started, including past days and cleanings not visible on screen. It keeps started, finished, or photographed cleanings only while you leave the box that includes them unticked.

Requirements#

• Permission to read events and tasks, update tasks, and distribute cleanings.
• Active employees with the Cleaning position or active external providers.
• Shifts, time off, and real availability reviewed beforehand.
• Correctly synchronized reservations and property calendars.

Front desk does not have this path and should report the need to administration or management.

1. Choose the period#

1. Open PMS > Cleaning Task Distribution.
2. Use Week for the weekly view or Range to choose a custom range.
3. Check the dates before acting. A query range cannot exceed 31 days.
4. Wait for loading to finish; properties are added in batches as you scroll.

The board includes only properties with an active short-term rental operation and reservations or tasks in the period. Disabled operations are also excluded from automatic distribution. An empty list may mean there is no activity, the operation is disabled, the date is wrong, or data failed to load.

2. Read a cell#

• Top bands show occupancy and check-in/check-out transitions.
• A task card shows its status and assignees.
• A shared task contains one line per assignee.
• The + button appears only when Holidario detects a valid gap and no task exists for the arriving reservation.

A phone has no grid. Choose the day in the top row: each property with a stay or a cleaning that day appears as a card that reads Check-in, Check-out, Check-out and check-in, Occupied, or Free between stays. When a cleaning can be assigned, the card shows the gap strip with every day between the check-out and the next check-in. Only days that accept a new cleaning can be tapped; the others, including days outside the chosen period, are dimmed. An empty property is reached from the day of its last check-out or its next check-in.

If + is absent or the day is dimmed, do not force the work by creating a duplicate elsewhere. Open the reservations and review the gap, the Requires cleaning flag, and any existing task.

3. Assign manually#

1. Select + for the correct property and date. On a phone, tap that day in the gap strip.
2. Confirm the property name and day in the header.
3. Tick one or more employees, or one or more external providers. Each row shows whether it is an Employee or a Provider.
4. Do not mix types. Ticking a person of another type replaces the previous selection.
5. Select Assign once and wait for the task to appear on the board. With several people ticked, the button shows how many in brackets, for example Assign (2).
6. Open PMS > Cleaning tasks, find the task, and verify its reservation, date, and every assignee.

Tasks created from this board start as Pending, even though they have assignees. When the task is ready for execution, someone with update permission must edit it, change the status to Assigned, and verify the result. Pending tasks do not appear as a group in the Daily Agenda.

This board validates the team, active status, and Cleaning position for employees, and active status for providers. It still does not validate shifts or time off; cross-check Prepare the cleaning team and availability.

4. Check the assignment#

After each block of work:

1. reload the board;
2. confirm there is no second task for the same reservation;
3. review the weekly schedule;
4. make sure no task was accidentally left pending; and
5. ask the first new assignee to test access.

Remove an assignee from the board#

In the grid, each assignee line has an X, which appears when you point at the task with a mouse:

• if several people remain, confirmation removes only that person;
• if this is the final assignee, confirmation deletes the whole task and frees the gap again.

On a phone, each task on the day card has a single X, which deletes the whole task with all its assignees after confirmation. To remove only one person, use the grid on a wide screen or edit the task with the complete list that should remain.

Removing the final person does not cancel the need for cleaning. If the reservation remains marked for cleaning, it reappears as pending work. Follow Reassign, reschedule, or cancel a cleaning.

Common errors#

• No properties: confirm the range, team, activity, and that the short-term rental operation is active, then use Retry loading.
• Nothing to clean on this day (phone): no property has a stay or a cleaning that day. Choose another day in the top row.
• No cleaners: activate and classify employees or review external providers.
• Cannot create on that date: there is no valid gap, a task already exists, or the reservation does not require cleaning.
• Employee or provider not found: the record changed, is inactive, belongs to another team, or was deleted; reload before choosing someone else.
• The card appears as pending: this is the board's initial status; review and change it to Assigned when appropriate.
• Network or invalid-response error: do not click repeatedly. Reload and search for the task in the list before creating it again.
• Access denied: all four listed permissions are required; this is not a front desk function.