Use Auto Fill Without Overwriting Work

Auto Fill can assign many jobs quickly, but it should be used as a planning assistant. Review the proposed schedule carefully so existing manual decisions and staff constraints remain intact.

What you will accomplish

By the end of this guide, you will be able to complete an Auto Fill assignment 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

• Update staff availability and time off first.
• Resolve duplicate jobs and confirm specialized cleaners are authorized before running Auto Fill.
• 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 the target schedule range

Go to Cleaning Schedule and choose the smallest date range that contains the work you want to assign. A focused range makes the proposal easier to review.

Expected result: Only the intended dates are on the board.

Step 2: Confirm existing manual assignments

Scan the board for jobs already assigned by a coordinator. Treat these as deliberate decisions unless the job is clearly marked for reassignment.

Expected result: You know which assignments must remain unchanged.

Step 3: Review availability and capacity

Open Resource Planning and check working hours, time off, company boundaries, and daily capacity. Correct missing availability before using automation.

Expected result: The assignment engine has current staffing information.

Step 4: Filter the eligible workload

Limit the schedule to the region, team, job type, or unassigned status that should be included. Do not run a broad fill when only one group needs help.

Expected result: The visible job set matches the intended scope.

Step 5: Run Auto Fill in preview mode

Start Auto Fill and review the proposed changes before confirming. Pay attention to travel distance, timing, job duration, and specialized work.

Expected result: A proposal is available without unexpected confirmed changes.

Step 6: Correct exceptions manually

Move unsuitable assignments, keep protected manual work in place, and leave jobs unassigned when no safe match exists.

Expected result: Every proposed assignment is operationally reasonable.

Step 7: Confirm and communicate

Apply the reviewed proposal, then reopen Jobs to verify assignees. Notify staff when assignments were added or materially changed.

Expected result: The final schedule and staff communication agree.

Step 8: Audit a sample

Open several high-risk jobs and confirm unit, time window, assigned staff, and checklist type.

Expected result: The bulk action did not cross teams, dates, or job types.

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.