Record contracted non-term hours
Track the extra hours expected outside term time for the academic year.
School cleaning software
School cleaning schedules are not standard 52-week rotas
School cleaning contracts have term dates, inset days, holiday deep cleans, non-term working, salary checks and availability questions that do not fit neatly into a standard office cleaning schedule.
Term-time schedulesAI term date importNon-term hoursSalary checks
Built for school cleaning contracts
School cleaning has a rhythm of its own
School cleaning is not the same as cleaning an office every week of the year. A school contract often has a term-time pattern, restricted staff holidays during term, inset days, bank holidays, deep-clean periods, and extra work during school holidays.
Some staff may be paid a salary, some may work contracted term hours plus agreed non-term hours, and the business still needs clear records so holiday entitlement, salary checks and planning decisions are correct.
KleanFlo treats school cleaning as its own scheduling problem. It helps you convert term dates into working schedules, plan non-term cleaning, record staff availability and keep the contract hours visible.
Academic year setup
Term-time scheduling
Inset days and school holidays
Holiday deep cleans
Staff unavailable dates
Salary and holiday calculations
Non-term contracted hours
Schedule wizard creation
AI term date import
Use the school term dates document instead of retyping it
Schools often publish term dates on a website or provide them as a PDF. KleanFlo can use a term dates URL or uploaded PDF, then AI interprets the document and converts the academic year into term records.
That reduces the manual work of reading school calendars, copying dates into spreadsheets, checking inset days and trying to make sure each term is entered correctly.
Once the term dates are created, they can be used by the schedule wizard to quickly create the cleaning schedules for each term in one step.
Add a school term dates URL for AI lookup.
Upload a PDF when the school provides term dates as a document.
Start with contracted weekly hours, academic year dates and non-term hours.
Schedule wizard
Create the right schedule for each term
Once term dates are in place, KleanFlo can use them in the schedule wizard. Instead of building a generic 52-week schedule and then deleting school holidays by hand, the term dates become part of the schedule creation process.
This helps the office team create cleaner schedules faster, reduce errors, and make sure term-time work follows the school calendar.
The wizard also keeps contracted weekly hours visible, including day-by-day hours and time-of-day rules, so the planned schedules reflect the accepted quote and contract setup.
Walkthrough video
See the school term scheduling flow
This short walkthrough shows the school-specific workflow: starting from contracted hours, importing term dates, creating term schedules, planning non-term cleaning and checking salary details.
Term schedules
Build school term schedules in one step
After the term dates are confirmed, KleanFlo can create planned schedules for the school terms. Each schedule has its own start and end date, so the rota follows the academic year rather than a generic calendar year.
This is particularly useful when a cleaner works the same hours during term time, but those hours should stop during the school holidays and resume at the start of the next term.
Term dates create a clean set of planned schedules for the academic year.
Non-term work
Plan holiday work without treating availability as holiday
School cleaning often includes work outside normal term dates. Deep cleans, return-to-school preparation and other non-term tasks need to be planned separately from normal term-time schedules.
Staff can advise dates they are not available during school holidays. These records are advisory for planning; they are not booked as holiday and do not affect holiday ledgers or payroll holiday pay.
KleanFlo keeps the non-term work, the staff availability and the booked extra hours visible so the office can plan accurately.
Capture staff availability
Let school cleaners advise when they cannot work outside term time without booking it as holiday.
Book non-term cleaning
Plan deep cleans and holiday work against available non-term weeks.
Keep entitlement records clear
Maintain records of extra hours so holiday entitlement and salary checks stay accurate.
Non-term weeks can be selected and booked against staff hours.
Holiday deep cleans
Keep school holiday work separate from term-time cleaning
Holiday work is often where school cleaning becomes hard to manage. Staff may need to work extra hours during a deep clean, but they may also have family commitments, bank holidays or unavailable dates that need to be respected when planning.
KleanFlo separates contracted term hours, non-term targets, delivered hours and booked hours so the business can see what has been planned and what remains.
Staff availability
Record when school cleaners cannot work outside term time
In many school contracts, holiday is not usually allowed during term time. But staff may still need to tell the business when they are unavailable during school holidays.
KleanFlo records these dates as non-term availability information. They help the planning process without incorrectly treating the time as holiday absence.
Staff unavailable dates are recorded for non-term planning, not holiday booking.
Salary details show term hours, extra non-term hours, holiday hours and earned value.
Salary and holiday calculations
Keep salary checks and holiday entitlement aligned
Some school cleaners are paid on a salary basis. That means the business needs to understand the full academic year position, not just the weekly rota.
KleanFlo can help compare term hours, allocated non-term hours, annualised hours, paid annual hours, holiday hours, effective rate and salary basis. That gives the office team clearer records when staff work extra non-term hours or when salary and holiday entitlement need to be checked.
Why it matters
School cleaning software built around term-time contracts
Most cleaning scheduling tools can create a weekly rota. School cleaning needs more than that. It needs academic-year planning, term date intelligence, non-term work records and staff calculations that match how school cleaning contracts are delivered.
Reduce setup time
Use a school website or PDF to create term records faster instead of manually entering every start and end date.
Improve accuracy
Let term dates drive the schedule wizard so each term schedule follows the academic calendar.
Plan deep cleans
Track contracted non-term hours and book work into school holiday weeks.
Respect availability
Record when staff cannot work outside term time without treating those dates as holiday.
Support salary checks
Keep term hours, non-term hours, annualised hours and holiday calculations visible.
Scale school contracts
Use repeatable school-specific setup instead of rebuilding each contract in spreadsheets.
FAQs
School cleaning software questions
Why is school cleaning scheduling different from office cleaning?
School cleaning follows academic years, term dates, inset days, holiday closures, non-term cleaning periods and often salary-based staff arrangements. A standard 52-week schedule does not handle those details well.
Can KleanFlo import term dates from a school website?
Yes. Users can provide a term dates URL and KleanFlo can use AI to interpret the page and convert the dates into term records.
Can KleanFlo read term dates from a PDF?
Yes. Users can upload a PDF term dates document for the lookup. The document is used for the lookup and term date extraction.
Can term dates be used to create schedules?
Yes. Once term dates are created, they can be used in the schedule wizard to quickly create schedules for each term in one step.
How does KleanFlo handle school holiday deep cleans?
KleanFlo can track non-term contracted hours, show non-term weeks, record booked work and keep the totals visible for planning.
Are staff unavailable dates treated as holiday?
No. Non-term unavailable dates are advisory for planning school holiday work. They are not booked as holiday and do not affect holiday ledgers or payroll holiday pay.
Can KleanFlo support salary and holiday calculations for school cleaners?
Yes. KleanFlo can show term hours, non-term hours, annualised hours, holiday hours, effective rate and salary basis so school staff calculations are easier to review.
Read the scheduling guide
For a practical walkthrough of the planning steps, read our guide to scheduling school cleaners around term dates.
Explore wider scheduling
School cleaning scheduling sits alongside wider commercial cleaning scheduling, cover management, attendance and payroll-hour review.
Ready to make school cleaning schedules easier?
See how KleanFlo can help you import term dates, build term schedules, plan non-term work and keep school staff calculations clear.