Admin & Manager Guide

Table of Contents

1. Logging In

2. Dashboard Overview

Your dashboard shows a high-level overview of operations:

3. Work Order Management

Creating a Work Order

Assigning a Cleaner

1. Open the work order detail.
2. Click "Edit".
3. Select a cleaner from the "Assigned Cleaner" dropdown.
4. Set the scheduled start and end date/time (required when assigning).
5. Click "Save". The status changes to ASSIGNED.

Filtering & Searching

Use the filter bar at the top of the Work Orders tab to filter by:

• Status (All, Assigned, In Progress, Completed, Approved, etc.)
• Cleaner (filter by assigned cleaner)
• Date range
• Search (by WO number, customer name, address)

4. Work Order Lifecycle

Work orders move through these statuses:

5. Customer Management

Adding a Customer

1. Go to Customers tab.
2. Click "Add Customer".
3. Fill in: company name (or first/last name for individuals), email, phone, billing address, service address.
4. The system auto-fills GPS coordinates from the address. You can also set them manually.
5. Click "Save".

Customer Hierarchy

BBU Cleaning supports a 3-tier customer hierarchy:

6. Cleaner Management

Adding a Cleaner (Admin only)

1. Go to Admin tab → Users.
2. Click "Add User".
3. Enter: first name, last name, email, password.
4. Set role to CLEANER.
5. Click "Create User".
6. Share the login credentials with the cleaner.

What Cleaners Can Do

• View their assigned work orders (Today's Route and All Work Orders)
• Clock In / Clock Out (time tracking)
• Start Job (with geofence verification)
• Complete Job (mark as done)
• Take verification photos
• View their own location trail

What Cleaners Cannot See

• Other cleaners' work orders or data
• Invoices, Customers, Reports, or Admin tabs
• Pricing or financial information
• Other cleaners' location trails

7. Time Tracking & Payroll Reports

The time tracking system records cleaner hours via clock-in/out. You can view, approve, reject, and export time data from the Reports tab.

Payroll Time Report

Located in the Reports tab. It has two views:

Date Range & Navigation

• Defaults to the current week (Monday – Sunday).
• Use the « Prev and Next » buttons to step through weeks.
• Or set custom start/end dates using the date pickers.

Time Entry Actions

Exporting Timesheets

Click the "Export Timesheet" button to download a CSV file:

• Format: Date rows x Cleaner columns (pivot-style)
• Two columns per cleaner: HH:MM:SS duration + decimal hours
• Includes ALL active cleaners, even those with zero hours
• Includes a TOTAL row per cleaner and a PAYROLL TOTAL grand total
• Opens directly in Excel

8. Location Tracking

The system tracks cleaner GPS locations every 2-3 minutes while they're clocked in.

Cleaner Tracking Button

On the dashboard, use the "Cleaner Tracking" button to see which cleaners are active today and their last known location.

Viewing a Cleaner's Trail

1. Click "Cleaner Tracking" on the dashboard.
2. You'll see a list of cleaners who have location data today.
3. Click "Trail" next to a cleaner's name.
4. A modal opens showing their GPS trail for the day — time-stamped locations on a map.

Access Control

9. Invoices & QuickBooks

Invoices Tab

View and manage all invoices. Invoices are generated from approved work orders.

QuickBooks Online Integration

1. Connect: Go to Admin → System Settings → QuickBooks section → Click "Connect to QuickBooks".
2. Authorize: A QuickBooks popup will appear. Authorize the connection.
3. Sync Customers: Import/match customers between BBU and QuickBooks.
4. Create Invoices: Open an APPROVED work order → Click "Sync to QuickBooks" → Invoice is created in QBO.
5. Status updates: Work order changes to SYNCED_TO_QBO.

10. Reports & Exports

The Reports tab provides several tools:

11. Admin Settings (Admin only)

User Management

• Create new users (Admin, Manager, Cleaner)
• Edit user profiles, roles, and passwords
• Activate/deactivate accounts

System Settings

• Company information (name, logo, address)
• QuickBooks Online integration
• System configuration

Cleaners Tab

• View all active cleaners
• See cleaner performance stats
• Manage cleaner assignments

12. Troubleshooting