How to organize manual cleanings beside synced turnovers

When to add a manual cleaning instead of waiting for sync

A manual cleaning entry makes sense when a job won't appear in your synced calendar feed. This happens when a guest books through a channel you don't have connected, when a property owner requests an extra cleaning outside the normal turnover cycle, or when you need to schedule maintenance or deep cleaning that isn't tied to a guest arrival or departure.

Calendar feeds can also experience delays. If a guest just booked and you need to assign a cleaner today, adding the job manually ensures your team sees it immediately rather than waiting for the feed to refresh. You can always delete the manual entry later if the synced version arrives first.

• Open Schedule and tap the plus icon to add a new cleaning job
• Enter the property, date, time window, and any initial notes
• Assign a cleaner or leave it unassigned if you're still deciding
• Add the job and confirm it appears in your upcoming list

How to prevent duplicate cleanings when feeds and manual jobs overlap

Duplicates happen when you add a manual cleaning for a date that's already covered by a synced calendar entry. Your team may see two separate jobs for the same property on the same day, causing confusion about who is responsible.

Before adding a manual cleaning, check your Schedule view. Look at the property's upcoming section and any later jobs to see if a synced entry already exists for that date. If you're unsure whether a feed has refreshed recently, check the house's calendar health indicator—it shows whether your connected feeds are current or stale.

If you discover a duplicate after the fact, delete the manual entry and keep the synced one. The synced version is your source of truth because it stays connected to the booking system. If the feed updates later, the synced job will reflect those changes automatically.

• Go to the Houses tab and select the property
• Review its connected calendar feeds and check the health status
• Look at the Schedule for that property to spot existing entries
• Add your manual cleaning only if no synced job covers that date and time

Organizing your schedule when you mix both methods

A clear naming convention helps your team tell manual jobs apart from synced ones. If you're adding a manual cleaning, consider including a short label in the job title—for example, 'Deep clean (manual)' or 'Maintenance (not synced).' This takes a few extra seconds but prevents confusion when a cleaner sees the job on their phone.

Use the Schedule view's grouping to your advantage. Upcoming jobs appear at the top, followed by later work, missed jobs, and completed cleanings. This layout helps you spot gaps or overlaps at a glance. When you assign a cleaner to a manual job, that cleaner becomes responsible for that specific cleaning. Changing the house's default cleaner later won't affect the manual job you already assigned.

• Add a descriptive label to manual cleaning titles so your team recognizes them
• Review your Schedule view weekly to spot overlaps or gaps
• Assign cleaners to manual jobs as soon as you create them
• Update the house default cleaner if your primary person changes

Handling changes when a synced feed updates

Calendar feeds refresh on a schedule set by the third-party system. Sometimes a guest cancels or reschedules, and the feed updates within minutes. Other times, the update takes hours or even a day. If you've already added a manual cleaning for a date that later gets cancelled in the feed, you'll need to delete the manual entry yourself.

If a guest reschedules to a different date and your feed syncs the change, you may end up with a manual job on the old date and a synced job on the new date. Check your Schedule regularly, especially after you know a booking change is coming. Delete the orphaned manual entry and confirm the new synced job is assigned to the right cleaner.

For urgent changes, don't rely on feed sync alone. If a guest cancels a turnover that's happening tomorrow, call or message your assigned cleaner directly. Calendar-feed delays mean the synced cancellation might not reach them in time. After you've confirmed the cancellation with your team, delete the job from your schedule.

• Check your Schedule after you know a booking has changed
• Delete manual entries that are no longer needed
• Message or call your cleaner directly for same-day changes
• Verify the synced version appears before removing the manual job

Setting up cleaners and backup coverage for manual jobs

When you add a manual cleaning, you can assign it to a specific cleaner right away or leave it unassigned while you decide. If you assign it, that cleaner becomes responsible and will see it in their Schedule. The day before the cleaning, they can confirm their attendance with a Yes or No answer.

If your assigned cleaner can't make it, you can ask configured backup cleaners to cover. The first backup who accepts becomes the assigned cleaner for that one job without changing the house default. If nobody accepts, the cleaning stays unassigned and you'll need to choose what happens next.

For manual jobs that are less predictable, consider adding backup cleaners to the house profile if you haven't already. This gives you options if your primary person is unavailable.

• Assign the manual cleaning to your primary cleaner when you create it
• Configure backup cleaners in the house profile if you haven't already
• The day before the job, check whether your assigned cleaner confirmed attendance
• If they decline, ask a backup cleaner to cover or find someone new

Keeping notes clear when manual and synced jobs coexist

Manual cleanings often come with different instructions than your standard turnovers. A deep clean might need special supplies or extra time. A maintenance cleaning might focus on one area. Keep these details in the cleaning notes so your assigned cleaner knows what to expect.

Separate permanent property instructions from one-time cleaning details. Permanent instructions live in the house profile and apply to every cleaning at that property. One-time details go in the specific cleaning job. This way, a cleaner sees both the standing rules and the special request for this particular job.

If a manual cleaning is similar to your synced turnovers, you can reuse the same task list or instructions. But if it's different, create a new task list or add a note explaining the difference.

• Add a note to the manual cleaning explaining what makes it different
• Review the house's permanent instructions to avoid repeating them
• Create a task list for the manual job if it has unique steps
• Message the assigned cleaner with a quick summary of the job scope