When your cleaning team grows past a few dozen people, trying to assign cleaners to the right jobs gets harder every week. The person who hired half the team is on holiday, there are 36 unassigned shifts on the schedule, and every time you open a job you’re scrolling through a list of 80 names, most of whom have never set foot on that site.
That exact situation was sent to us by a ProCleanerUK customer this week. So we built a fix: “Worked here”, a smarter Staff Assignment list that shows you the cleaners who already know the site first. It works automatically, with no setup.
The problem: a staff list that doesn’t know your sites
Most cleaning scheduling software shows every active staff member when you assign a job, sorted alphabetically. That’s fine with 10 cleaners. With 50, 80 or 100, it becomes a real bottleneck:
- You can’t tell who normally covers a site unless you already know the team personally.
- Cover gets slow when a manager is away, because the knowledge of “who goes where” lives in one person’s head.
- The wrong cleaner gets sent: someone who doesn’t know the access codes, the key safe, the alarm or the client’s preferences.
- Commercial clients notice when a new face turns up every week at their office, school or sheltered housing scheme.
For multi-site contracts such as councils, housing associations, facilities management and office portfolios, the problem multiplies, because one customer can have dozens of addresses, each with its own regular team.
The fix: assign cleaners who already know the site
When you open a job in ProCleanerUK and go to Staff Assignment, the Available Staff list now opens on a new “Worked here” view instead of your whole workforce. It’s split into two sections:
1. Worked at this site
Cleaners who have previously been booked at that exact site, matched by the job’s postcode. The regulars sit at the top, and each name shows how many jobs they’ve done there (for example “12 jobs here”), so you can see at a glance who knows the building best.
2. Worked for this customer (other sites)
Cleaners who have worked for the same customer at their other addresses. If none of the site regulars are free, these are your next-best choice: they already know the client, their standards and their paperwork.
There’s nothing to set up. ProCleanerUK works it out from your existing booking history, including weekly pattern jobs, and ignores cancelled and archived jobs. The moment you start using it, it already knows who goes where.
Built-in availability checks
“Worked here” sits on top of the availability checks ProCleanerUK already runs. Anyone who is on approved holiday or already booked on another job at that time is highlighted in red as Away or Booked, so you’re not just seeing who knows the site. You’re seeing who can actually do the shift.
Filter by experience level
Every staff profile in ProCleanerUK has an Experience Level: Trainee, Standard or Experienced. The Staff Assignment list now has a filter right next to the “Worked here” button, so you can narrow the list to one level in a click. It’s useful when a job needs an experienced cleaner, or when you want to pair a trainee with a regular.
Each name also shows a small experience tag, so even without filtering you can see the mix at a glance. The filter is completely optional, as “Worked here” does the heavy lifting on its own.
You can still reach everyone
“Worked here” never locks you in:
- Click All staff (or Show all staff at the bottom of the list) to see your full team.
- Type a name into Search staff. Search always looks across everyone, so you can find any cleaner instantly.
- For a brand-new site with no history yet, ProCleanerUK simply shows all staff, just as before.
Why this matters for a growing cleaning business
Faster cover. When you need to assign cleaners to an unassigned shift, filling it goes from scrolling and guessing to picking from a short list of people who already know the site.
Less reliance on one person. When your operations manager is on holiday or off sick, anyone with admin access can cover the schedule confidently, because the knowledge of who works where lives in the system, not in someone’s head.
Happier clients. Sending familiar faces back to the same site means fewer mistakes, fewer “how do I get in?” phone calls and more consistent standards, which is exactly what commercial and contract clients expect.
Better use of your experienced staff. Combine “Worked here” with the experience filter to make sure your most demanding sites get the right people.
Part of a complete cleaning business platform
“Worked here” is one small part of ProCleanerUK, the all-in-one ERP platform built for UK cleaning companies. Alongside scheduling and staff assignment, you get quoting, invoicing, holiday and absence management, time and attendance, payroll exports, a staff mobile app and much more, across web, iOS, Android and desktop.
Every plan includes full access to every feature. The only difference between plans is the size of your team.
Ready to stop scrolling through your whole team every time you fill a shift? Start your 28-day free trial of ProCleanerUK and see “Worked here” on your own schedule.
Frequently asked questions
What is the “Worked here” feature in ProCleanerUK?
“Worked here” is a view in the Staff Assignment section of every job. Instead of listing every staff member, it shows the cleaners who have previously worked at that site first, followed by cleaners who have worked for the same customer at other sites, with a count of how many jobs each person has done there.
Do I need to set anything up to use it?
No. ProCleanerUK builds the list automatically from your existing job history, including weekly pattern jobs. Cancelled and archived jobs are ignored. There are no site lists or approved-staff lists to maintain.
How does ProCleanerUK know which site a job is at?
It uses the postcode of the job’s service address. Past jobs for the same customer at the same postcode count as “worked at this site”. Spacing and capital letters in the postcode don’t matter.
What happens with a brand-new site?
If nobody has been booked at a site before, there’s no history to use, so ProCleanerUK shows your full staff list as normal. Once cleaners start working there, they’ll appear under “Worked here” on future jobs.
Can I still assign someone who hasn’t worked at the site before?
Yes. Click “All staff” or “Show all staff” to see your whole team, or type a name into the search box. Search always looks across every staff member.
How does the experience level filter work?
Each staff profile has an Experience Level of Trainee, Standard or Experienced. The filter next to the “Worked here” button lets you show only staff at one of those levels. It’s optional, so leave it on “Any level” to see everyone.
Will it show staff who are on holiday or already booked?
They’ll still appear in the list, but highlighted in red as “Away” or “Booked”, so you can see immediately that they aren’t available for that shift.
Does it work for customers with lots of sites?
Yes, and that’s where it helps most. Councils, housing associations, facilities management firms and office portfolios often have dozens of addresses under one customer. “Worked here” separates staff who know that exact site from those who’ve only worked at the customer’s other sites.
Is “Worked here” included in every ProCleanerUK plan?
Yes. All ProCleanerUK plans include every feature. The only difference between plans is the size of your team.
How do I try it?
Every ProCleanerUK plan comes with a 28-day free trial. Choose a plan on our pricing page to get started.