Distribute cleaning tasks manually

The distribution board places properties in rows and dates in columns. Bands represent reservations, while each colored card represents a cleaning task. 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 task in the period, including tasks not visible on screen.

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 the weekly view or select 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.

If + is absent, 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.
2. Confirm the property name and day in the header.
3. Choose one or more employees, or one or more external providers.
4. Do not mix types. Selecting a person of another type replaces the previous selection.
5. Select Assign once and wait for the card to appear.
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#

Each assignee line has an X:

• 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.

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.
• 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.