The cleaning workflow is set in motion when a personal space is booked and cleaning can also be scheduled manually for individual personal spaces when necessary.

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Options for managing your cleaning workflow

Depending on your organization’s configuration, the cleaning workflow will work in one of these ways:

Option 1: Cleaning workflow is managed on the Vendor Dashboard

The status of the personal space is managed by the cleaning vendor on the Vendor Dashboard.

Cleaning is scheduled from close of business (8 pm) on the last day of the booking (the workspace status is Awaiting Cleaning) therefore if a personal space is booked by the same employee for three consecutive days, cleaning is scheduled for the end of the third day. However, if a personal space is booked by different employees on consecutive days then cleaning is scheduled for the end of each day, so the workspace is always clean for the next occupant. In the event of a booking being released, deleted, or bumped, the personal space is immediately scheduled for cleaning so it can be made available for another booking.

If the vendor does not mark a personal space as clean by the cut-off time (currently 4 am), the workspace remains in Awaiting Cleaning state. Any bookings for the following day are canceled and the user notified by email and advised to select another personal space or work remotely.

Option 2: Automatic cleaning workflow

Personal spaces are automatically marked as clean before the start of the next day.

When a user checks out from their booking, the status of the personal space changes to ‘Awaiting Cleaning’. The personal space remains in this state until 4 am when the status automatically changes to ‘Clean’.

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When is a cleaning task created and when is it not?

Refer to the table below to understand when a cleaning task is created and when it is not.

Action Cleaning status
A personal space is booked for the same person for two (or more) consecutive days:
The user is checked in and releases the personal space. A cleaning task is immediately created on each day the user released the personal space.
The user checks in but does not release the personal space. A cleaning task is created by the scheduler at 8 pm on the last consecutive day of the booking.
A user booked a personal space for one day:
The user is checked in and releases the personal space. A cleaning task is immediately created.
The user checks in but does not release the personal space. A cleaning task is created by the scheduler at 8pm.
The booking is canceled before the end of the check-in period (and the user did not check in). No cleaning required.
A user does not check in to their booking:
The booking is bumped A cleaning task is immediately created.
A personal space is in the ‘Awaiting Cleaning’ state:
The cleaning task is not marked as done or the personal space is not automatically marked as clean at 4 am by the scheduler. The personal space remains in the Awaiting Cleaning state. The task moves to Overdue status. Any bookings for the day are canceled and users are notified.

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