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User manual

Cleaning & Facility Services

The schedule of recurring visits is built once, so every team knows where to go and what to clean, the client sees a quality report with photos, and the manager sees the late team before the client complains.

An automatic visit schedule built from the contract, attendance with photos, a quality report for the client, and clear profit on every contract. Try it free on one contract.

15 tasks

What the system does

  • One bundle, one price
  • A contract for every site
  • Scope of work
  • Visits create themselves
  • Each site's crew
  • Team screen on the phone
  • The office on the team's behalf
  • A client report by link

This solution is built on these systems

Their guides are part of your daily use, so turn to them for the details.

Tasks

How do I create a new facility operations contract for a client?

  1. Navigate to Facility service contracts.
  2. Click the Create new contract button to open the contract modal.
  3. Select the client, site/facility, service scopes (comprehensive cleaning, security guarding, pest control, facility maintenance), contract value, and start/end dates.
  4. Specify billing frequency (monthly or quarterly) and required staffing roster, then click Save contract.
Screen
Cleaning & facility management › Site Contracts
Permission needed
Cleaning — site contracts / Add

How do I edit terms or items of a facility service contract?

  1. In the Facility service contracts table, locate the contract.
  2. Click the actions button and choose Edit to update contract value or allocated worker count, then click Save.
Screen
Cleaning & facility management › Site Contracts
Permission needed
Cleaning — site contracts / Edit

How do I prepare staff shift rosters across client sites?

  1. Access the Labor shifts & roster list.
  2. Click the Add new shift button to open the shift modal.
  3. Select facility site, shift type (morning, evening), assigned workers and supervisors, and weekly working days.
  4. Click Save & publish schedule.
Screen
Cleaning & facility management › Site Crews
Permission needed
Cleaning — site crews / Add

How do I record field attendance for facility and cleaning staff?

  1. Navigate to the Field labor attendance log list.
  2. Click the Check in shift button to open the log modal.
  3. Select site and shift, record worker presence, absences, and overtime hours if applicable.
  4. Click Save attendance.
Screen
Cleaning & facility management › On-site Attendance
Permission needed
Cleaning — site attendance / Edit

How does a supervisor monitor their field team and site presence?

  1. Open the Field team & supervisors board page.
  2. Review staff distribution across locations, coverage and absence indicators, direct task allocation, and completed checkpoint audits in real time.
Screen
Cleaning & facility management › Team screen
Permission needed
Cleaning — team screen / Work from the team screen (my visits only)

How do I log a field inspection visit to a client facility?

  1. Navigate to Field visits & tours.
  2. Click the Log new field visit button to open the visit modal.
  3. Select site, visiting supervisor, date and time, and evaluate cleanliness status, uniform compliance, and team performance.
  4. Click Save visit.
Screen
Cleaning & facility management › Visits
Permission needed
Cleaning — visits / Add

How do I complete a quality inspection report based on audit criteria?

  1. Go to the Quality inspection reports list.
  2. Click the Add new quality inspection button to open the audit modal.
  3. Select facility and contract, score quality criteria (corridor cleanliness, restroom sanitation, waste disposal, safety equipment readiness), assign scores, and attach photographic notes.
  4. Click Save report.
Screen
Cleaning & facility management › Quality Inspections
Permission needed
Cleaning — quality inspections / Add

How do I define inspection standards for cleaning and operational quality?

  1. Navigate to Service inspection criteria.
  2. Click the Add new criterion button to open the criterion modal.
  3. Enter criterion name, department (cleaning, security, maintenance), scoring weight, and passing criteria.
  4. Click Save.
Screen
Cleaning & facility management › Inspection Form Items
Permission needed
Cleaning — settings / Edit

How do I log a client complaint or feedback regarding facility services?

  1. Go to Customer complaints & notes.
  2. Click the Log new complaint button to open the issue modal.
  3. Select client and location, issue type (substandard cleaning, security guard absence, delayed supplies), and priority level.
  4. Click Save & notify field supervisor.
Screen
Cleaning & facility management › Client Complaints
Permission needed
Cleaning — complaints / Add

How do I resolve a client complaint and document corrective actions?

  1. In the Customer complaints & notes table, locate the open complaint.
  2. Click the actions button and choose Resolve complaint.
  3. Document immediate corrective action taken (dispatching rapid response unit, deep-cleaning area), attach post-completion photos, then click Close complaint.
Screen
Cleaning & facility management › Client Complaints
Permission needed
Cleaning — complaints / Edit

How do I issue cleaning chemicals and consumables to a client facility?

  1. Navigate to Consumables & cleaning supplies issuance.
  2. Click the New consumables issue requisition button to open the issue modal.
  3. Select contract and site, list issued items and quantities (disinfectants, trash bags, soap, paper towels), and handover date to supervisor.
  4. Click Confirm issuance.
Screen
Cleaning & facility management › Materials Issued
Permission needed
Cleaning — materials issued / Add

How do I define cleaning products and operational tools in inventory?

  1. Go to the Operating materials & items directory list.
  2. Click the Add new item button to open the definition modal.
  3. Enter material name, unit of measure (box, liter, piece), reorder point, and unit cost.
  4. Click Save.
Screen
Cleaning & facility management › Cleaning Materials & Equipment
Permission needed
Cleaning — materials issued / Add

How do I issue periodic invoices for a facility services contract?

  1. Navigate to Facility service invoices.
  2. Click the Create new invoice button to open the invoice modal.
  3. Select contract and target billing month; the system aggregates fixed monthly service fees with billable consumables and approved overtime.
  4. Click Issue invoice to post for tax compliance and dispatch to client.
Screen
Cleaning & facility management › Monthly Invoices
Permission needed
Cleaning — monthly invoices / Issue the monthly invoice

How do I generate facility services and operational performance reports?

  1. Open the Facility services & operations reports page.
  2. Select desired report (Site Labor Attendance report, Field Inspection Quality KPIs report, Cleaning Supplies Consumption by Site report, Complaints Resolution Rate report).
  3. Click View report or Export to Excel/PDF.
Screen
Cleaning & facility management › Cleaning reports
Permission needed
Cleaning — reports / View

How do I configure facility policies, penalty terms, and alert thresholds?

  1. Under Facility service contracts or settings screens.
  2. Administrators can configure general policies: approved evaluation templates, field absence penalty deductions, and operational contract templates.
Screen
Cleaning & facility management › Site Contracts
Permission needed
Cleaning — settings / Edit

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