Calling Cheat Sheet

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Scheduling

Notes for cleaners and customers:
CLEANERS -
Jackie:
Availability - 8 hours a day
Flexibility -
James Purnell - 3 hours a day
Monday - Wednesday = Morning
Thursday - Friday = Afternoon
Monday - Friday can be swapped to morning/afternoon (Ask for permission per job basis)
Maria:
Availability - 9am to 1pm
Flexibility - Some (Ask for permission per job basis)
CLIENTS -
Prosper - Can CANCEL/MOVE around if needed
Shariq - Can MOVE around if needed
ZenMaid:
All scheduling
Priority:
Airbnb cleans & outbound customers
Birch Property, Zara Reyes
WhatsApp:
New jobs (Airbnb)
Priority (Check their availability on ZenMaid first and if any jobs can be moved/cancelled)
Jackie
Maria
Jessy
Ask them for their availability to do the job
Include the other jobs they have for that day
Assign them to job
Cleaner cancellation
Immediately contact the other cleaners
Priority (Check their availability on ZenMaid first and if any jobs can be moved/cancelled)
Jackie
Maria
Jessy
Ask them for their availability to do the job
Include the other jobs they have for that day
Assign them to job
IF NO ONE CAN DO IT, LET ME KNOW RIGHT AWAY
Rescheduling other jobs (Prosper & Shariq)
Send them a message to confirm
Messaging has to include JOB DAY/TIME, CLEANER ASSIGNED, ALTERNATIVES (DIFFERENT DAY OR ANOTHER CLEANER)
IF ANOTHER CLEANER
Priority (Check their availability on ZenMaid first and if any jobs can be moved/cancelled)
Jackie
Maria
Jessy
Ask them for their availability to do the job
Include the other jobs they have for that day
Assign them to job
James
NOTIFY JACKIE AND ASK HER IF SHE CAN MOVE JAMES TO MORNING OR AFTERNOON
Messaging outbound customers (Zara)
Read the INTENT of the message
Is it a cancellation? Reschedule? Preference Request? Other?
CONFIRM what is required back to them & CLEAR up possibly vagueness, if needed
ASK CHATGPT TO REWORD THE MESSAGE FOR YOU BEFORE SENDING
PROCESS the request

Turno ():
Check for new projects every hour (refresh page)
Accept new projects if any
If there is a project > Add it onto the ZenMaid calendar
Ask cleaners if they’re available and assign (Check ZenMaid for their availability - flexible to move or cancel Shariq/Prosper)
Check project dates and cross reference between ZenMaid and Turno
Delete calendar event on ZenMaid if project is missing on Turno
Check in, check out and fill in notes
Mark as checked in
Fill in project notes
Inventory
Restocking if needed
Breakdown of costs with total (cleaning, restocking, fees)
Link to cleaning report on Coda
Mark as complete once completed all of the above
Cleaning Report ():
Date of clean
Cleaner name
Check in/out time
Gif Timelapse of before and after clean
Before/after pictures of each room
Update checklist of what was completed
Breakdown of costs
Link to invoice
Increment the invoice number
Change date to date of the clean
Update items
Cleaning Services (Which property?)
(Details) Hours of the clean
Restocking (if any)
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