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User Guide

Complete guide for using AutoClean - for both administrators and employees.

Table of Contents

Getting Started

Logging In

  1. Navigate to your AutoClean URL (e.g., https://yourdomain.com)
  2. Enter your email address and password
  3. Click "Log In"

First-Time Login:

  • Check your email for an invitation link
  • Click the invitation link
  • Set your password
  • Log in with your new credentials

Dashboard Overview

After logging in, you'll see your dashboard:

Admin Dashboard:

  • System overview
  • All stations and tasks
  • User management
  • Settings access

Employee Dashboard:

  • Today's tasks
  • Clock in/out
  • Assigned stations
  • Time reports

Admin Guide

Managing Stations

Stations represent physical locations or work areas (e.g., "Building A", "Floor 3", "Kitchen").

Creating a Station

  1. Go to Admin → Stations
  2. Click "Create Station"
  3. Fill in details:
    • Name: Descriptive name (e.g., "Main Office - 3rd Floor")
    • Description: Optional detailed description
  4. Assign users to the station
  5. Click "Save"

Editing a Station

  1. Go to Admin → Stations
  2. Click "Edit" next to the station
  3. Update details or user assignments
  4. Click "Save"

Deactivating a Station

  1. Go to Admin → Stations
  2. Click "Edit" next to the station
  3. Uncheck "Active"
  4. Click "Save"

Note: Deactivated stations won't appear in dropdowns but retain all historical data.

Managing Tasks

Creating a One-Time Task

  1. Go to Admin → Tasks
  2. Click "Create Task"
  3. Select "One-Time Task"
  4. Fill in:
    • Name: Task description (e.g., "Clean conference room")
    • Station: Where the task occurs
    • Due Date: When it should be completed
    • Description: Optional detailed instructions
  5. Click "Save"

Creating a Recurring Task Schedule

  1. Go to Admin → Task Schedules

  2. Click "Create Schedule"

  3. Fill in basic details:

    • Name: Schedule name (e.g., "Daily Restroom Cleaning")
    • Station: Assigned location
    • Start Date: When schedule begins
    • End Date: When schedule ends (optional)

  4. Select Frequency:

    Daily Tasks:

    • Every day
    • Or weekdays only (Monday-Friday)

    Weekly Tasks:

    • Select specific days (e.g., Monday, Wednesday, Friday)
    • Optional: Even/odd weeks only

    Monthly Tasks:

    • Specific day number (e.g., "1st of every month")
    • Or specific weekday (e.g., "2nd Tuesday", "Last Friday")

    Yearly Tasks:

    • Specific date (e.g., "June 15th every year")

  5. Click "Save"

The system automatically generates individual tasks based on this schedule.

Examples

Daily Cleaning (Weekdays Only):

  • Frequency: Daily
  • Days of Week: Monday, Tuesday, Wednesday, Thursday, Friday

Bi-Weekly Deep Clean (Every Other Monday):

  • Frequency: Weekly
  • Days of Week: Monday
  • Week Type: Even (or Odd)

Monthly Inspection (First Day of Month):

  • Frequency: Monthly
  • Day of Month: 1

Quarterly Review (First Monday of Quarter):

  • Create 4 yearly tasks for: Jan 1st Monday, Apr 1st Monday, Jul 1st Monday, Oct 1st Monday
  • Or use monthly with "1st Monday" every 3 months

Managing Users

Inviting an Employee

  1. Go to Admin → Users
  2. Click "Invite Employee"
  3. Enter email address
  4. Click "Send Invitation"
  5. Employee receives email with invitation link
  6. They set password and can log in

Assigning Users to Stations

Method 1: During Station Creation/Edit:

  1. Edit a station
  2. Select users from the list
  3. Save

Method 2: During User Management:

  1. Go to Admin → Users
  2. Click "Edit" next to user
  3. Select assigned stations
  4. Save

Promoting to Admin

  1. Go to Admin → Users
  2. Find the user
  3. Click "Edit"
  4. Change role to "Admin"
  5. Save

Warning: Admins have full system access.

Managing Inventory

Adding Inventory Items

  1. Go to Admin → Inventory
  2. Click "Create Item"
  3. Fill in:
    • Name: Item name (e.g., "Paper Towels")
    • SKU: Stock keeping unit (optional)
    • Unit: Measurement (e.g., "roll", "bottle", "box")
    • Min Quantity: Minimum stock level for alerts
  4. Click "Save"

Assigning Inventory to Stations

  1. Go to Admin → Stations
  2. Click "Inventory" next to a station
  3. Click "Add Item"
  4. Select item and set initial quantity
  5. Click "Save"

Recording Inventory Transactions

Adding Stock:

  1. Go to station's inventory
  2. Click "Add Stock" next to item
  3. Enter quantity
  4. Add notes (optional)
  5. Save

Using/Removing Stock:

  1. Go to station's inventory
  2. Click "Remove Stock"
  3. Enter quantity used
  4. Add notes (optional)
  5. Save

Adjusting Stock (corrections):

  1. Use "Adjust Stock"
  2. Enter positive or negative adjustment
  3. Add reason in notes
  4. Save

Task Templates

Creating Templates

  1. Go to Admin → Task Templates
  2. Click "Create Template"
  3. Fill in:
    • Name: Template name
    • Description: Task instructions
    • Default Station: Optional
  4. Save

Using Templates

When creating a task:

  1. Click "From Template"
  2. Select template
  3. Form auto-fills
  4. Adjust as needed
  5. Save

System Settings

  1. Go to Admin → Settings
  2. Configure:
    • Admin Requires Clock In: Whether admins must clock in
    • Task Rollover Enabled: Automatically move overdue tasks to today
    • Application Name: Custom app name
    • Timezone: System timezone
  3. Click "Save Settings"

Viewing Time Logs

  1. Go to Admin → Time Logs
  2. Filter by:
    • Date range
    • User
    • Station
  3. View detailed time entries
  4. Edit if corrections needed
  5. Export report (PDF)

Employee Guide

Dashboard Overview

Your dashboard shows:

  • Today's Tasks: Tasks due today at your assigned stations
  • Overdue Tasks: Past-due tasks you need to complete
  • Clock In/Out: Quick time tracking
  • Recent Activity: Your recent task completions

Clocking In and Out

Clock In

  1. Go to Dashboard
  2. Select your station from dropdown
  3. Click "Clock In"
  4. Confirmation message appears

You're now clocked in at that station.

Clock Out

  1. Click "Clock Out" button
  2. Optional: Add notes about your shift
  3. Click "Confirm Clock Out"

Your shift time is automatically calculated.

Important:

  • You can only be clocked in at one station at a time
  • You must clock out before clocking in at another station
  • Admins can adjust time logs if you forget to clock out

Completing Tasks

Mark Task Complete

  1. View your task list on dashboard
  2. When task is physically completed
  3. Click "Mark Complete" next to the task
  4. Task moves to completed list
  5. Completion is recorded with your name and timestamp

Adding Additional Tasks

If you completed work not on the task list:

  1. Click "Add Additional Task"
  2. Enter task name and description
  3. Click "Save"

This logs extra work performed beyond scheduled tasks.

Viewing Time Reports

  1. Go to Time Reports
  2. Select date range
  3. Click "Generate Report"
  4. View summary:
    • Total hours worked
    • Number of shifts
    • Average shift duration
    • Detailed shift list
  5. Click "Export PDF" to download

Use time reports for:

  • Weekly timesheets
  • Monthly hour summaries
  • Payroll verification

Common Tasks

Scenario: Setting Up Daily Cleaning

Goal: Restroom cleaning every weekday

Steps:

  1. Create station: "Restroom - 2nd Floor"
  2. Assign cleaning staff to station
  3. Create task schedule:
    • Name: "Daily Restroom Cleaning"
    • Frequency: Daily
    • Days: Mon-Fri
    • Station: "Restroom - 2nd Floor"
  4. Add task template for consistency:
    • Name: "Restroom Cleaning Checklist"
    • Description: "1. Clean sinks\n2. Clean toilets\n3. Mop floors\n4. Restock supplies"

Result: Tasks automatically appear every weekday for assigned employees.

Scenario: Monthly Deep Clean

Goal: Comprehensive cleaning on first Saturday of each month

Steps:

  1. Create task schedule:
    • Name: "Monthly Deep Clean"
    • Frequency: Monthly
    • Week of Month: 1st
    • Day of Week: Saturday
    • Station: Select station

Result: Task generated for 1st Saturday of every month.

Scenario: Employee Workflow

Daily Routine:

  1. Log in to AutoClean
  2. View today's tasks on dashboard
  3. Clock in at station
  4. Complete physical tasks
  5. Mark each task complete in system
  6. Log any additional tasks performed
  7. Clock out when finished
  8. Add notes if needed

Weekly:

  1. Generate time report
  2. Review hours worked
  3. Export PDF for records

Tips and Best Practices

For Admins

Station Setup:

  • ✅ Use clear, descriptive names
  • ✅ Group by physical location or department
  • ✅ Assign relevant users immediately
  • ✅ Deactivate instead of delete for historical data

Task Scheduling:

  • ✅ Use task templates for consistency
  • ✅ Test recurrence patterns on a single schedule first
  • ✅ Review generated tasks regularly
  • ✅ Set realistic due dates
  • ✅ Use task descriptions for detailed instructions

User Management:

  • ✅ Assign users to appropriate stations only
  • ✅ Grant admin role sparingly
  • ✅ Use employee invitations for secure onboarding
  • ✅ Review user assignments quarterly

Inventory Management:

  • ✅ Set minimum quantities for low-stock alerts
  • ✅ Record all stock movements
  • ✅ Use notes field for transaction details
  • ✅ Regular physical inventory counts

For Employees

Time Tracking:

  • ✅ Clock in immediately when starting work
  • ✅ Don't forget to clock out
  • ✅ Add notes for unusual shifts
  • ✅ Review time logs weekly for accuracy

Task Completion:

  • ✅ Mark tasks complete only when fully done
  • ✅ Log additional tasks performed
  • ✅ Check dashboard at start of shift
  • ✅ Complete overdue tasks first

Communication:

  • ✅ Use task notes for issues
  • ✅ Report low inventory to admin
  • ✅ Notify admin of equipment problems

Troubleshooting

I Can't Log In

Check:

  • Email address is correct
  • Password is correct (case-sensitive)
  • Account has been created/invited

Solution:

  • Use "Forgot Password" link
  • Contact admin to resend invitation
  • Clear browser cache and try again

I Don't See Any Tasks

Possible Reasons:

  • No tasks scheduled for today
  • Not assigned to any stations
  • Tasks not generated by system yet

Solution:

  • Contact admin to verify station assignment
  • Admin should check task schedules are active
  • Admin should run: php artisan tasks:generate

I Can't Clock In

Possible Reasons:

  • Already clocked in somewhere else
  • Not assigned to selected station

Solution:

  • Clock out from previous station first
  • Contact admin to verify station assignment
  • Refresh page and try again

I Forgot to Clock Out

Solution:

  • Contact admin
  • Admin can edit time log with correct clock-out time
  • Go to: Admin → Time Logs → Edit entry

Time Report Shows Wrong Hours

Check:

  • Date range is correct
  • Clock in/out times are accurate
  • No duplicate entries

Solution:

  • Admin can review and edit time logs
  • Generate new report after corrections

Low Stock Alert Not Showing

Check:

  • Minimum quantity is set on inventory item
  • Current quantity is below minimum

Solution:

  • Admin should verify inventory item settings
  • Update stock quantities

Keyboard Shortcuts

Shortcut Action
Ctrl + K Open search (if enabled)
Esc Close modal dialogs
Tab Navigate form fields

Note: Most actions require clicking for security.

Getting Help

In-App Help

  • Hover over ⓘ icons for tooltips
  • Check field descriptions
  • Review error messages

Contact Support

Training Resources

  • Video tutorials (if available)
  • User onboarding guides
  • Admin training materials

Next Steps

For New Admins:

  1. Complete Installation
  2. Review Configuration
  3. Read Features Guide

For Developers:

  1. Check Development Guide
  2. Review API Reference
  3. Read Contributing Guidelines

Navigation: ← Deployment | Back to Documentation