How Total Commercial Cleaning Solutions Replaced Spreadsheets and Disconnected with One Platform That Actually Works

“It’s so much easier. Having the chat, the time clock, and job scheduling all in one place. It’s more user-friendly than Deputy, and I’d recommend it to any company.”

Fiona Ruotolo, Operations Manager

Key Results

• Scheduling off spreadsheets. Complex multi-site rosters, previously managed in paper and Excel, now built, published, and duplicated digitally in minutes.
• One channel, zero confusion. Text messages to the operations manager’s personal phone replaced by a shared team chat that everyone actually uses.
• Shifts visible weeks ahead. Jobs duplicated up to 100 times and published in advance, so cleaners always know when and where to show up.

The Challenge: Too Many Tools, Not Enough Visibility

Managing a rotating workforce across gyms, schools, and building estates means no two days look alike. Cleaners can visit up to four different sites in a single shift, and schedule changes happen without warning.

• Scheduling was done manually using spreadsheets and paper, then communicated by text message, a slow and error-prone process
• Deputy, the previous platform, created friction for staff clocking in from remote building estates with poor mobile signal
• There was no central communication channel. Messages went to the operations manager’s personal phone, with no audit trail and no way to confirm receipt

“It could take a long time to build the schedule. It’s not like a restaurant where they have set operating hours. Ours is completely based on booked events.”

Fiona Ruotolo, Operations Manager

How the Team Uses Connecteam to Manage a Mobile, Multi-Site Workforce

The team adopted Connecteam in July to bring scheduling, communication, and time tracking under one roof. The goal was to stop juggling tools and give every cleaner a single place to see their jobs, check in, and stay in touch.

• The scheduler replaced manual spreadsheets, with the duplication tool allowing jobs to be published weeks in advance across multiple sites and roles
• Team chat replaced personal text messages, keeping all communication searchable, centralized, and off the operations manager’s personal phone
• Digital forms were built for incident reports and consumables requests, moving routine admin away from email

“I use the chat feature a lot. It’s a much better option than using my personal phone number for work.”

Fiona Ruotolo, Operations Manager

Results That Affect the Bottom Line

Faster Scheduling with Advance Visibility

• Recurring shifts are duplicated up to 100 times and published in advance, eliminating weekly manual re-entry
• Last-minute changes, such as covering for a sick cleaner, are handled in the app with a simple reassignment and a direct message
• Cleaners can view their upcoming shifts, swap requests, and time-off submissions without calling the office

Communication That Works in the Field

• All team messages now flow through Connecteam, replacing scattered texts across multiple channels
• Cleaners who do not speak English as a first language can use the app in their own language, a feature Deputy did not offer
• Team members with varying levels of technical experience adopted the platform within the first few weeks, reflecting how accessible the interface is

“I’d recommend Connecteam to almost any business. It’s been that useful for us.”

Fiona Ruotolo, Operations Manager

Before vs. After Connecteam

Why Connecteam Was the Right Move

Fiona searched for the right tool using ChatGPT, listing the specific features her cleaning business needed. Connecteam rose to the top because it combined scheduling, time tracking, and communication at a price point that worked for a small operation. Deputy handled some basics but fell short on usability, signal reliability in the field, and language accessibility.