Features Guide

Comprehensive guide to all AutoClean features and capabilities.

User Roles
Admin Features
Employee Features
Recurrence System
Time Tracking
Inventory Management
Reporting
Settings

User Roles

AutoClean has two primary user roles:

Admin

Full system access including:

Station management
User management
Task and schedule creation
Inventory management
System settings
All employee features

Employee

Limited access including:

Dashboard view
Clock in/out
Task completion
View assigned tasks
Time reports
View inventory

Admin Features

Station Management

Purpose: Organize work by location or department

Capabilities:

Create Stations (/admin/stations/create)
- Name and description
- Active/inactive status
- Assign users to stations
Edit Stations (/admin/stations/{id}/edit)
- Update station details
- Modify assigned users
- Deactivate stations
View Stations (/admin/stations)
- List all stations
- View task counts per station
- View assigned employees

Use Cases:

Example 1: Multi-Location Cleaning Company
- Station: "Downtown Office"
- Station: "Airport Terminal"
- Station: "Shopping Mall"
- Assign specific employees to each location

Example 2: Department-Based Organization
- Station: "Restrooms"
- Station: "Kitchen Areas"
- Station: "Common Areas"
- Assign teams to different areas

Task Scheduling

Purpose: Automate recurring tasks and manage one-time tasks

Task Creation (/admin/tasks/create):

Name: Task description
Station: Where task is performed
Due Date: When task should be completed
Description: Detailed instructions (optional)
From Template: Create from pre-defined templates

Task Schedule Creation (/admin/task-schedules/create):

Name: Schedule name
Station: Assigned location
Frequency: daily, weekly, monthly, yearly
Recurrence Pattern: Complex patterns (see Recurrence System)
Start/End Date: Schedule duration
Active Status: Enable/disable schedule

Features:

✅ Automatic task generation based on schedules
✅ Edit/delete existing tasks
✅ View all tasks across all stations
✅ Filter tasks by station, date, completion status
✅ Overdue task rollover (if enabled)

User Management

Purpose: Manage employee and admin accounts

Create Users (/admin/users/create):

Name and email
Role assignment (admin/employee)
Station assignments
Initial password setup

Employee Invitations (/admin/employee-invitations):

Send email invitations
Time-limited invitation tokens
Track pending/accepted invitations
Resend invitations

User Assignment:

Assign users to multiple stations
View user's assigned stations
Remove users from stations

Features:

✅ Role-based access control
✅ Multi-station assignment
✅ Email-based invitations
✅ Secure password management

Task Templates

Purpose: Standardize common tasks for quick creation

Template Management (/admin/task-templates):

Create reusable task templates
Define default station (optional)
Include description and instructions
Quick task creation from templates

Use Cases:

Template: "Daily Cleaning Checklist"
- Vacuum floors
- Empty trash bins
- Sanitize surfaces
- Restock supplies

Template: "Weekly Deep Clean"
- Detail clean restrooms
- Floor mopping
- Window cleaning
- Equipment sanitization

Inventory Management

Purpose: Track supplies and materials

Features:

Inventory Items (/admin/inventory-items)
- Create inventory items
- Set SKU (Stock Keeping Unit)
- Define units (bottles, rolls, boxes, etc.)
- Set minimum quantity thresholds
Station Inventory (/admin/stations/{id}/inventory)
- Assign items to stations
- Track quantities per station
- Low stock alerts
- Transaction history
Inventory Transactions
- Record stock movements (in/out/adjustment)
- Track who made changes
- Add notes to transactions
- Audit trail

Workflow:

1. Admin creates inventory item: "Paper Towels"
2. Assigns to stations with initial quantities
3. Employee uses supplies → records transaction
4. System alerts when quantity < minimum threshold
5. Admin restocks → records incoming transaction

System Settings

Purpose: Configure application behavior

Settings Interface (/admin/settings):

General Settings
- Application name
- Default timezone
- Admin clock-in requirement
Task Settings
- Enable/disable overdue task rollover
- Task generation lookahead period
- Completion requirements
Email Settings
- SMTP configuration
- Email templates
- Notification preferences

Database-Driven Settings: Settings stored in database and cached for performance. Accessed via settings() helper function.

Time Log Management

Purpose: Review and manage employee time tracking

Features (/admin/time-logs):

View all employee time logs
Filter by date range, user, station
Manually adjust clock in/out times
Add/edit notes
Delete invalid entries
Export time data

Employee Features

Dashboard

Purpose: Central hub for daily tasks and activities

Components (/dashboard):

Today's Tasks: Tasks due today at assigned stations
Overdue Tasks: Past-due incomplete tasks
Quick Clock In/Out: One-click time tracking
Recent Activity: Recent task completions
Station Summary: Overview of assigned stations

Features:

✅ Real-time updates via Livewire
✅ Task filtering and sorting
✅ One-click task completion
✅ Visual task status indicators
✅ Mobile-friendly responsive design

Time Tracking (Clock In/Out)

Purpose: Track work hours accurately

Clock In Process:

Employee navigates to dashboard
Selects station from dropdown
Clicks "Clock In"
Time log created with current timestamp

Clock Out Process:

Employee clicks "Clock Out"
Clock out timestamp recorded
Duration calculated automatically
Optional notes field

Features:

✅ One active session per employee
✅ Station-specific time tracking
✅ Automatic duration calculation
✅ Cannot clock in at multiple stations simultaneously
✅ Admin can configure if clock-in is required

Validations:

Must clock out before clocking in again
Cannot have overlapping time logs
Cannot clock in to unassigned stations

Task Completion

Purpose: Mark tasks as completed

Completion Process:

Employee views task list
Completes physical work
Clicks "Complete" on task
System records:
- Completion timestamp
- User who completed task
- Marks task as completed

Additional Tasks: Employees can log additional tasks performed beyond scheduled tasks:

Click "Add Additional Task"
Enter task name and description
Record completion
Tracks extra work performed

Features:

✅ Quick one-click completion
✅ Completion confirmation
✅ Track who completed each task
✅ Log additional unscheduled work
✅ Cannot complete future tasks (configurable)

Time Reports

Purpose: View personal work history

Report Features (/employee/time-reports):

Date Range Selection: Custom date ranges
Summary Statistics:
- Total hours worked
- Number of shifts
- Average shift duration
- Tasks completed
Detailed View:
- Clock in/out times per shift
- Station worked
- Duration per shift
- Notes
PDF Export: Download reports for personal records

Use Cases:

Weekly hour summaries
Monthly timesheets
Payroll verification
Personal record keeping

Recurrence System

Purpose: Automate task scheduling with flexible patterns

Recurrence Calculator Service

The RecurrenceCalculator service handles all recurrence logic.

Frequency Types

1. Daily Tasks

Options:

Every Day: Task occurs every single day
Weekdays Only: Monday through Friday

Examples:

Daily Cleaning
- Start: 2025-01-01
- Frequency: daily
- Result: Task generated for every day

Weekday Cleaning
- Start: 2025-01-01
- Frequency: daily
- Days of Week: [1,2,3,4,5] (Mon-Fri)
- Result: Tasks only on weekdays

Configuration:

frequency: 'daily'
interval: 1 (every day) or 2 (every other day)
days_of_week: null (all days) or [1,2,3,4,5] (weekdays)

2. Weekly Tasks

Options:

Specific Days: Select which days of week
Even/Odd Weeks: Bi-weekly patterns

Examples:

Monday & Thursday Cleaning
- Frequency: weekly
- Days of Week: [1, 4] (Mon, Thu)
- Result: Tasks every Monday and Thursday

Bi-Weekly Cleaning (Even Weeks)
- Frequency: weekly
- Week Type: even
- Days of Week: [1] (Mon)
- Result: Task every other Monday (even-numbered weeks)

Configuration:

frequency: 'weekly'
days_of_week: [0,1,2,3,4,5,6] // 0=Sunday, 6=Saturday
week_type: null | 'even' | 'odd'
interval: 1 (every week) or 2 (every 2 weeks)

3. Monthly Tasks

Options:

Specific Day Number: Day 1-31 of month
Specific Weekday: e.g., "2nd Tuesday", "Last Friday"

Examples:

1st of Month Cleaning
- Frequency: monthly
- Day of Month: 1
- Result: Task on 1st of every month

2nd Tuesday of Month
- Frequency: monthly
- Week of Month: 2
- Day of Week: 2 (Tuesday)
- Result: Task on 2nd Tuesday each month

Last Friday of Month
- Frequency: monthly
- Week of Month: -1 (last)
- Day of Week: 5 (Friday)
- Result: Task on last Friday of month

Configuration:

frequency: 'monthly'
day_of_month: 1-31 // Specific day number
// OR
week_of_month: 1-4 or -1 (last)
day_of_week: 0-6 // Specific weekday

4. Yearly Tasks

Options:

Specific Date: Month and day each year

Examples:

Annual Inspection
- Frequency: yearly
- Month: 6 (June)
- Day of Month: 15
- Result: Task on June 15 every year

New Year Cleaning
- Frequency: yearly
- Month: 1 (January)
- Day of Month: 1
- Result: Task on January 1 every year

Configuration:

frequency: 'yearly'
month_of_year: 1-12
day_of_month: 1-31

Task Generation

Automated Process (via cron):

# Runs daily at midnight
php artisan tasks:generate

Process:

Find all active schedules
Calculate next occurrence dates using RecurrenceCalculator
Generate tasks for next 30 days (configurable)
Avoid duplicate task generation
Update last_generated timestamp

Manual Generation:

# Generate for specific number of days
php artisan tasks:generate --days=60

Overdue Task Rollover

Purpose: Handle incomplete overdue tasks

Automated Process (via cron):

# Runs daily at 1:00 AM
php artisan tasks:rollover-overdue

Process:

Find tasks past due date that are incomplete
Create new task for today
Mark original task with rollover flag
Limit maximum rollover count (default: 5)

Configuration:

Setting: TASK_ROLLOVER_ENABLED (true/false)
Max Rollovers: 5 (prevent infinite loops)

Time Tracking

Clock In/Out System

States:

Not Clocked In: No active time log
Clocked In: Active time log with clock_out = null
Clocked Out: Time log completed with duration calculated

Rules:

Employee can only have one active clock-in per station
Must clock out before clocking in again
Clock in/out timestamps are immutable (admin can edit)
Duration calculated as: (clock_out - clock_in) in minutes

Duration Calculation

// Automatic calculation on clock out
$duration = $clockOut->diffInMinutes($clockIn);
$timeLog->update([
    'clock_out' => $clockOut,
    'duration_minutes' => $duration
]);

Time Log Reports

Data Included:

Date and time of clock in/out
Station worked
Total duration
Tasks completed during shift
Additional tasks logged
Notes

Export Formats:

PDF: Formatted report with company header
CSV: Raw data for spreadsheet import (future)

Inventory Management

Three-Level System

Inventory Items: Global item definitions
Station Inventory: Item quantities per station
Inventory Transactions: History of all movements

Transaction Types

IN: Adding stock

Example: Received 10 bottles of cleaner
- Type: in
- Quantity: +10
- Notes: "Weekly delivery"

OUT: Using/removing stock

Example: Used 2 bottles
- Type: out
- Quantity: -2
- Notes: "Daily cleaning supply usage"

ADJUSTMENT: Inventory corrections

Example: Found discrepancy during count
- Type: adjustment
- Quantity: +3 or -3
- Notes: "Physical count correction"

Low Stock Alerts

// Check if item is low at a station
if ($stationInventory->quantity < $inventoryItem->min_quantity) {
    // Display warning
    // Send notification (future feature)
}

Reporting

Available Reports

1. Time Reports

Personal or all employees
Date range selection
Total hours, shifts, averages
PDF export

2. Task Completion Reports (Future)

Tasks completed per station
Employee productivity
Completion rates
Overdue task trends

3. Inventory Reports (Future)

Usage patterns
Low stock items
Transaction history
Reorder recommendations

Settings

System Settings

Accessible via: /admin/settings

Categories:

General

Application name
Timezone
Date/time formats
Language (future)

Users & Access

Admin requires clock-in
Employee permissions
Invitation expiration (days)

Tasks

Task rollover enabled
Lookahead days for generation
Require clock-in for task completion
Allow future task completion

Notifications (Future)

Email notifications
Low stock alerts
Overdue task reminders
Daily/weekly summaries

Settings Storage

Settings stored in settings table:

// Get setting
$value = settings('key', 'default');

// Set setting (admin only)
$settingsService->set('key', 'value');

Caching: Settings cached for 1 hour to reduce database queries.

Feature Roadmap

Planned Features

Feature Comparison Matrix

Feature	Admin	Employee
View Dashboard	✅	✅
Create/Edit Stations	✅	❌
Create/Edit Tasks	✅	❌
Create Task Schedules	✅	❌
Manage Users	✅	❌
Manage Inventory	✅	❌
Clock In/Out	✅*	✅
Complete Tasks	✅	✅
View Time Reports	✅ (all)	✅ (own)
Log Additional Tasks	✅	✅
System Settings	✅	❌
View All Time Logs	✅	❌
Invite Employees	✅	❌

*Admin clock-in can be configured as optional

Next Steps

Review User Guide for detailed usage instructions
Check API Reference for component documentation
See Development Guide to add new features

Navigation: ← Database Schema | Back to Documentation | API Reference →

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Features Guide

Table of Contents

User Roles

Admin

Employee

Admin Features

Station Management

Task Scheduling

User Management

Task Templates

Inventory Management

System Settings

Time Log Management

Employee Features

Dashboard

Time Tracking (Clock In/Out)

Task Completion

Time Reports

Recurrence System

Recurrence Calculator Service

Frequency Types

1. Daily Tasks

2. Weekly Tasks

3. Monthly Tasks

4. Yearly Tasks

Task Generation

Overdue Task Rollover

Time Tracking

Clock In/Out System

Duration Calculation

Time Log Reports

Inventory Management

Three-Level System

Transaction Types

Low Stock Alerts

Reporting

Available Reports

1. Time Reports

2. Task Completion Reports (Future)

3. Inventory Reports (Future)

Settings

System Settings

General

Users & Access

Tasks

Notifications (Future)

Settings Storage

Feature Roadmap

Planned Features

Feature Comparison Matrix

Next Steps