Bookings, absences, travel time and virtual recurring items, all on the same calendar. Drop a job onto a different person or day, duplicate with a click, and know immediately who’s off. It’s the calendar engine behind our cleaning company rota software.
You can’t double-book someone who’s on holiday because their holiday is on the same calendar as their bookings. UK bank holidays auto-import from gov.uk. Travel time shows between jobs. Virtual recurring items appear on future dates, ready to book in.
Drag a booking onto a different team member. Drag it onto a different day. Xota updates the status automatically, so an unassigned “Open” booking becomes “Active” the moment you drop it on someone. Recent changes pulse for 3 seconds so the whole team sees what moved.
Pick days of the week (Mon/Wed/Fri), or every N days. Xota drops virtual items onto the calendar for future dates, not auto-created, just waiting. Click one to book it in, or use “Book All Scheduled” to batch-book a range. End dates and pauses are built in.
Named, saveable filters by team, team member, client or project. Set one as default so it loads every time. Toggle “Show items from other filters” to see the context around a focused view without losing the lens.
Every booking moves through Draft → Open → Active → Complete → Signed Off. Operatives attach photos on completion and capture a signature. The audit trail is automatic. Every signed-off booking flows into invoicing and reports.
Clone any booking, date, time, team, description and checklist, and change only what moves. No re-typing.
Tap any blank cell and pick: new booking, travel time, or holiday request. Pre-filled with the date and team member.
Same data, different question. Calendar answers “what’s Tuesday look like?” and timeline answers “is anyone free between 2 and 4?”
Move a booking with your cursor. Status and assignment update automatically.
Holidays and sickness render inline. You physically can’t book someone who’s off.
Virtual items appear on the calendar waiting for you. Nothing is auto-created that you didn’t ask for.
Straight answers to the questions cleaning operations managers ask about the Xota rota.
A booking template sets a pattern, such as specific days of the week or every N days, and Xota drops virtual bookings onto the calendar for future dates. Virtual bookings are not auto-created. You click one to book it in, or use Book All Scheduled to batch-book a whole range in one go.
Approved holiday and sickness render inline on the same calendar as bookings, so an absent team member's slots are visible straight away. Drag an open booking onto a free colleague and Xota updates the status automatically, moving it from Open to Active the moment it lands on someone.
Yes. UK bank holidays auto-import from gov.uk and appear directly on the calendar, so you can see at a glance which days are affected before you build the rota.
Calendar view answers what does Tuesday look like, showing bookings, absences and travel time by day and team member. Timeline (Gantt) view answers a different question, is anyone free between 2 and 4, by laying the same data out across a continuous strip of time.
Yes. Every booking on the schedule is visible to the assigned cleaner in the Xota operative app for iOS and Android, showing today's and next shifts, the checklist, and the location, without a separate rota being sent round.
Yes. Named, saveable filters work by team, team member, client or project, and you can star one as the default so it loads automatically. Toggle Show items from other filters when you need the wider context around a focused view.
Every booking, every client, every certificate, joined up and live for admins, clients and operatives. Start your 90-day free trial of everything. No credit card, cancel any time.