Schedule Board — Visual Team Timeline

What it does

The Schedule Board gives you a Gantt-style visual timeline of your entire team's day. Each row represents a team member, and each block represents a task — sized and positioned by its scheduled start time and duration. See gaps, overlaps, and bottlenecks at a glance, then drag and drop to fix them.

Getting started

Accessing the board

1. Navigate to Operations from the main sidebar
2. Click the Schedule tab at the top of the operations page
3. The board loads showing today's timeline from 6:00 AM to 8:00 PM

Reading the timeline

• Each row is a team member (cleaner, maintenance tech, or inspector)
• Each block is a task, color-coded by status: gray (pending), blue (in progress), green (completed), red (overdue)
• The red vertical line marks the current time, moving across the board in real time
• Block width corresponds to the estimated task duration

How it works

Drag-and-drop reassignment

To move a task from one team member to another:

1. Click and hold the task block
2. Drag it to the target team member's row
3. Drop it at the desired time slot
4. The system confirms the reassignment and notifies the team member via push notification

The board automatically checks for conflicts — if the drop would create an overlap, you will see a warning before confirming.

AI auto-assign

Click the Auto-assign button in the top toolbar to let Vanio AI distribute all unassigned tasks. The algorithm considers:

• Team member proximity to each property
• Current workload and remaining capacity
• Historical task completion speed per cleaner
• Property-specific skill requirements (e.g., deep cleans, luxury units)

After auto-assign runs, review the result on the board and make manual adjustments if needed.

SMS schedule dispatch

Once the schedule looks right, click Send Schedule to dispatch the day's assignments to your team via SMS. Each team member receives their personalized task list with property addresses, start times, and special instructions.

Key features

• Current time indicator — The red line moves in real time so you can see which tasks should be active right now
• Zoom controls — Zoom in to see 2-hour windows or zoom out for the full day view
• Task details on hover — Hover over any block to see property name, address, task type, checklist item count, and notes
• Filter by role — Show only cleaners, only maintenance, or all team members
• Multi-day view — Switch to a 3-day or 7-day view to plan ahead
• Unassigned task tray — Tasks without an assignee appear in a tray at the bottom, ready to be dragged onto the board

Tips & best practices

Plan the night before. Open the Schedule Board in the evening, run AI auto-assign for tomorrow, review the result, and send schedules before your team starts their morning.

Watch the current time line. If the red line has passed a task block that is still gray (pending), that task is late. Click it to check in with the assigned team member.

Use the unassigned tray. Newly created tasks land here automatically. Check the tray regularly to make sure nothing slips through.

Combine with the Operations Dashboard. Use the Schedule Board for visual planning and the Operations Dashboard for real-time status tracking during the day.