A cleaning company works at many sites for many clients, often outside office hours. When a client says an area was not cleaned, the company needs to show who was there, when, and what the area looked like.
Put a QR code at every site you clean
Create a place of interest for each site or area you clean, such as an office floor, a staircase, a car park or a public square. Put a QR code or NFC tag with its custom ID on site. The crew scans it, so each report proves they were at that place, with a trusted time and GPS position. See Setting up places of interest (POIs).
Take before and after photos with tags
Create a category with the tags (previously called types) Before and After, and add tags for the work done, such as Floor cleaned, Windows cleaned or Power washing. Make the category require at least one tag, so no report is saved without it. See Grouping tags into categories.
Example: a crew photographs a dirty car park tagged Before, power-washes it and photographs it again tagged After.
Make each client contract a project
Create a project for each contract, with your contract number as the custom ID. Set it to Permanent for regular cleaning, or give it From and To dates for a one-off job. All reports for that client are then in one place. See Grouping reports by project.
Give the client a live link instead of a PDF
Filter the client’s project to the last 7 days and share it as a public link. The client needs no account, and you can deactivate the link when the contract ends. See Sharing a live view of reports.
Answer complaints with the report from that day
When a client complains, filter by the site and date and send them the matching report by email. If something was missed, write a comment on the report so the office knows what was agreed. See Sharing one report via email.
Which features to use
| Feature | Use it? | How |
|---|---|---|
| Places of interest | Yes | One per site or area, with a QR code |
| Projects | Yes | One per client contract, contract number as custom ID |
| Public links | Yes | One link per client, filtered to the last 7 days |
| Tasks | Sometimes | One-off jobs or a return visit after a complaint |
| Email alerts | Sometimes | Damage found on site to the client’s contact |
| Groups | When you have several teams | One group per team or region |
| Assets | Rarely | Only for machines you track, such as sweepers |
To send a crew back after a complaint, see Creating and assigning tasks.