Workforce scheduling for cleaning companies — shifts, routes, replacements.
Anyone planning a building cleaning operation in Excel or WhatsApp loses time, margin and nerves. Taskey gives you a live plan across every site, shift and route – with automatic replacement suggestions, mobile sync and built-in time tracking.
Problem
Excel, WhatsApp and phone calls are not scheduling.
Most cleaning companies plan their workforce in a spreadsheet, push changes through WhatsApp, and only notice someone is missing once the client complains.
The real problem: nobody has a single trusted source. Dispatch maintains Excel, the foreman has a different version, the team has yesterday’s WhatsApp status, and the client gets – at best – a weekly plan by email. By the first sick-call, everything falls apart.
On top of that: Excel doesn’t calculate travel times, minimum breaks, double-bookings or overtime. What ends up on the plan often has little to do with what can actually be invoiced at the end of the month.
Solution
One plan. Live. For everyone.
Taskey is your central dispatch. You plan per site, per shift or per route – the app automatically pushes each relevant assignment to every staff member’s phone.
Drag-and-drop per week or day
Staff, site, time window – assigned by mouse or touch. Conflicts (double-booking, minimum break violated, employee on sick leave) are flagged instantly.
Recurring routes
A cleaning contract 3Ă— per week, every Tuesday and Thursday between 6 and 9 am? Set it up once, schedule it automatically for months. Changes for public holidays or vacation are suggested automatically.
Replacement engine
Sick call at 5:00 am? Taskey automatically suggests available staff based on qualification, home address and current workload. Ping with one click, confirm the replacement – done.
Live status of assignments
At a glance: who has checked in, who is missing, where is something running off track? Traffic-light colours per site and per employee – including automatic push notification for late check-in.
Integration
Connected to time tracking, invoicing and clients.
Scheduling in Taskey is not an island. Every planned assignment automatically becomes a target time, against which the actual time is matched via NFC. You see deviations immediately – including margin per site.
When client access (Taskey Share) is enabled, your client only sees their own sites and assignments – with live status, proof of service and a complaints function. That saves calls and builds trust.
- âś“Target/actual comparison per site and employee
- âś“Margin in real time per job
- âś“Client access with live plan
- âś“Automatic timesheets and DATEV export
- âś“Mobile-first: each employee sees only their own assignments
- ✓Multilingual – DE/TR/RU/PL/EN/FR
What owners get out of it
Fewer calls, higher margin, calmer weekends.
Owners who switch from Excel to Taskey typically report: 60–80 % fewer phone calls per week, because staff see their schedule on their phone and receive automatic push reminders.
Between 5 and 15 % higher margin per site, because hours no longer “disappear”, breaks are recorded correctly and over- or under-staffing is visible immediately.
And – this is what we hear most often – the weekend belongs to the family again, not to timesheets.
Frequently asked
What owners want to know now.
Can I also plan several crews with different pay rates?+
Yes. You store qualification, pay rate and availability per employee. The scheduling automatically takes these factors into account and only suggests suitable people.
How do my staff get the current plan?+
Every employee has the Taskey app on their phone and only sees their own assignments. Changes trigger an automatic push notification. WhatsApp spam is gone.
Does this work for one-person operations or only from a certain size?+
Taskey is worth it from the first permanent employee onwards. Sole traders also use the scheduling as a central overview for routes, clients and appointments.
How quickly can I move a complete plan to Taskey?+
With our Done-for-You setup, we import your sites, staff and shifts within 48 hours. You don’t have to retype a single plan.
Is there a view for clients?+
Yes, optional. With Taskey Share every client gets their own login with live status of assignments for their sites – without seeing other customers.
How does Taskey handle short-notice sick calls?+
The sick call is recorded via chat or app. Taskey automatically suggests available replacements, sorted by qualification and proximity to the site. You ping them with a single click.
Related topics
Keep reading.
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All-in-one industry software: scheduling, NFC proof of service, time tracking, quotes, invoices, live margins.
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Recurring routes planned cleanly – week after week.
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