Backfill Missing Check-Ins

Use this workflow when a cleaner completed work but the normal clock-in record is missing. A careful backfill restores the operational timeline without changing the job itself.

What you will accomplish

By the end of this guide, you will be able to complete a missing check-in record from the correct CleanOver screen, understand the important checks before saving, and verify that the result is visible to the people who use it next.

Before you begin

• Confirm the correct staff member, unit, job type, and service date.
• Use the local property time, not the time shown in a message sent from another time zone.
• Sign in to the Admin workspace and confirm you are in the correct business context.
• Use real operational dates and the property’s local timezone when the workflow includes time.

Step 1: Open Job Check-Ins

From the left navigation, open Team Management and select Job Check-Ins. Start here because this page is the source of truth for recorded arrivals and departures.

Expected result: The check-in table and date controls are visible.

Step 2: Set the service date

Choose the date on which the work actually happened. If the record is old, move directly to that date before searching so similarly named units do not cause confusion.

Expected result: The list is limited to the intended work day.

Step 3: Find the job and staff member

Use the unit, cleaner, and status filters to locate the expected job. Compare the unit name and job type with the Jobs page before adding anything.

Expected result: You have one unambiguous job and employee combination.

Step 4: Confirm that the check-in is truly missing

Open the related job in Jobs and review its assignee, completion status, and timestamps. Do not backfill a second record when a late sync is already present.

Expected result: No valid check-in exists for the same person and job.

Step 5: Enter the known time

Use the backfill action available to your role and enter the actual local start time from the best available source, such as a supervisor note or approved time record.

Expected result: The entered time reflects when work began, not when the correction was made.

Step 6: Add a clear reason

Record a short explanation such as “Mobile check-in failed; confirmed by supervisor.” Keep the note factual so payroll and operations can understand the correction later.

Expected result: The reason identifies why the manual record was needed.

Step 7: Save and recheck the timeline

Save the correction, refresh the list, and verify the staff name, unit, date, and time. If the job also needs a checkout correction, handle it separately and document it.

Expected result: The check-in now appears once with the correct details.

How to confirm the workflow is complete

• Refresh the destination list or calendar and confirm the saved record appears only once.
• Check the unit, date, status, owner or assignee, and any linked record before leaving the page.
• Open the next downstream view mentioned in the guide and confirm it shows the same information.
• Record an internal note when the action corrects historical data or changes another person’s responsibility.

Common issues and what to do

The expected record is missing

Clear old filters, check the date and business context, then search by the most specific identifier available. If the data comes from a connected provider, check connection and mapping status before recreating it manually.

A button is disabled

Look for a required field, incomplete checklist item, missing permission, locked lifecycle status, or unresolved linked task. Complete the highlighted requirement instead of trying to bypass it.

The page shows different information after refresh

Another user or integration may have updated the record. Compare timestamps and the source system, then apply the correction in the system that owns the data.

You are unsure whether to continue

Stop before cancelling, overwriting, revoking, or issuing a financial document. Ask the workflow owner to confirm the intended outcome and add that decision to the internal record.

Best practices

• Use clear names that make sense to a new team member without extra context.
• Prefer the smallest safe scope for bulk actions, filters, permissions, and date ranges.
• Keep guest-facing communication separate from internal diagnostic notes.
• Verify a high-risk change in a second view before considering it finished.
• Update the source configuration when the same correction is needed repeatedly.