MaidBossPro Blog — Offices, Rentals & Move-Outs

Scheduling Cleans Across a Property Manager's Whole Portfolio

The first unit a property manager sends you is easy to schedule. You find a day, send a team, and you are done. By the time they are sending you units across three neighborhoods, a couple of small apartment buildings and a handful of houses, scheduling becomes the hard part. A little structure turns a scattered list of requests into a few sensible routes.

Think of the Portfolio as One Account

Each unit follows the five steps in Make-Ready Turnover Cleaning Between Tenants: From the Manager's Request to the Invoice. When there are many units, the trick is seeing them together.

In MaidBossPro, the property manager is one client with every unit as an address underneath. That one account view tells you how many units they have sent this year, which ones turn over often, and what each unit needs. When a unit turns over again, the new job fills in from its last visit, including the lockbox code and extras. You are not starting from scratch on every request.

Group Units by Day and Area

Move-outs and make-readies are one-time jobs on the dispatch board. When several come in at once, especially at the end of the month when leases end, group them by area. Three units in the same apartment complex on the same day is one easy morning. Three units on opposite sides of town is a lot of driving.

The dispatch board shows jobs by day and filters by team. Assign a team to the property manager's units for the day, then use auto-route to order the stops Closest First or Furthest First from your office. Adjust by hand if one unit has a tighter deadline. The team's phone shows the same order.

Dedicate a Team at Busy Times

Many property managers have busy seasons, often around the end of the month and during the summer moving season. If one property manager sends you enough units, it can make sense to dedicate a team to their work on the busiest days. That team gets good at their units: they know the lockbox spots, the appliance models, and the manager's standards.

Each team is set up like a vehicle, “Team 1,” “Team 2,” so you can put “Team 2” on turnovers for the week and keep “Team 1” on recurring homes without mixing them up. Saved views on the dispatch board help you pull up the turnover team's schedule quickly.

Recurring Common Areas

Some property managers also want recurring cleans, like a building lobby, a leasing office or a clubhouse every week or every two weeks. Those work just like recurring offices. Add the common area as its own address under the same account, then Add Recurring Cleaning with its day, time and team, and every visit goes straight onto the schedule in that fixed slot.

That mix, recurring common areas plus one-time turnovers, is where having everything under one account pays off. You can see all of it, and it all goes on one monthly statement.

Keep Track of Who Asked for What

Larger management companies may have several people sending you work: different managers for different buildings, a maintenance coordinator, a leasing agent. Custom fields help you record which manager handles which building, and tags help you sort units by building or neighborhood. That way, when a question comes up about Unit 4B, you know who to text. More on that in Tags and Custom Fields for Commercial Cleaning Accounts.

Two-way texting from the office keeps each conversation in a thread the whole office can see, so whoever answers the next text knows the history.

See the Day From the Office

On a busy turnover day, the office can follow along without calling the team. Team GPS shows on the office map, and every Start, Complete and Skip shows on the board as it happens. When a unit is done, its photos are saved with the job. If a team arrives and the unit is not ready because the painters are still there, they tap Skip with a note, and the office can reschedule and let the manager know.

The Monthly Wrap-Up

At the end of the month, an account set to Monthly gets one statement listing every unit cleaned, each line labeled with its address. That is also a good time to look back: which units turned over, how long they took, and whether your prices still make sense. Reports by account help with that.

To see how portfolio scheduling fits with offices, rentals and your recurring homes, visit the MaidBossPro commercial cleaning software page.