Site set up
A customer site is recorded with its schedule, areas and requirements.
Commercial cleaning
Configurable job management for UK commercial cleaning businesses
A commercial cleaning contract runs on rotas, people and paperwork spread across many sites. Our job management software is a configurable foundation for site schedules and allocation. COSHH documentation, inspection evidence and contract reporting are built to your requirements. The HR side is early-stage, so we are open about what exists today and what would be built.
01Who it is for
For the people who run the work.
- Commercial cleaning businesses with teams across several customer sites
- Operations managers who set rotas and arrange cover
- Supervisors who carry out inspections and quality checks
- Owners who answer to customers about standards and records
02Where it gets stuck
Workflow problems we start from.
- Site schedules change by phone
- A customer asks for an extra visit or a different time, and the rota is changed in one place but not another.
- Staff records scattered across sites
- Who is trained, who is cleared to work where, and which documents are current is hard to answer quickly.
- Chemical safety sheets on paper
- Product and safety documents are kept in folders at each site, and updates do not reach every copy.
- Inspections that stay on paper
- Quality checks are completed on a form, then filed, so trends across sites never become visible.
- Cover arranged at the last minute
- Absence is covered by phone calls, with no clear view of who is free or already trained for the site.
- Customer questions without evidence
- A complaint or query lands, and showing what was done, when, and by whom means searching several places.
03How the work flows
A typical sequence, in this sector's terms.
An illustrative scenario, not a customer case study
Rota and cover
Cleaners are allocated to the site, and cover is arranged when someone is away.
Records check
Staff training and site documents are checked as current before a visit.
Visit and inspection
The visit takes place and a supervisor completes a quality check.
Evidence
Notes and photographs are filed against the visit for the customer.
Contract reporting
Visits and inspection results are gathered for the customer's review.
04Where systems help
What is in the foundation, and what is built for you.
Set site schedules and allocate teams
Allocation and scheduling are part of the job management foundation, with the rota rules set up around your sites.
Keep staff training and documents current
The early-stage people management software tracks training, competence and documents, so we are plain about what exists today.
Record inspections and quality checks
Built to your requirements, so each check form reflects what your customers expect you to inspect.
Hold chemical safety documentation per site
Built to your requirements, so the documents and their review cycle follow your own procedures.
Show customers what was done and report on contracts
Photo evidence and contract reports are built to your requirements, so you decide what is captured and how it is shared.
05In practice
What this looks like in practice
Illustrative scenario
A cleaning contractor with teams across many sites
Schedules, people records and inspection evidence. Not a customer project.
TodaySite schedules are kept on a rota that is retyped whenever it changes.
With one connected systemThe rota for each site is kept in one place and updated once.
TodayEach cleaner's training and induction records sit in separate folders.
With one connected systemEach person's records are in one place, with reminders for gaps.
TodayConfirmation that cleaners have read the COSHH sheets is on paper.
With one connected systemThe confirmation is recorded against each person.Built to your requirements.
TodaySupervisor inspections are written up after the visit.
With one connected systemInspections are recorded as they are done.Built to your requirements.
TodayEvidence for a customer query is searched for across phones and files.
With one connected systemThe inspection and training evidence for a site can be found in one place.Built to your requirements.
Does this look like your business?
06The review
What to bring to a first conversation.
- Your site list and how each site's schedule is set
- How staff records and training are held at the moment
- How product and safety documents are stored and updated
- An example inspection or quality check form
- The reports and evidence your customers ask you for
07Questions
Common questions.
Is the people management software ready to use?
It is early-stage. The foundation covers employee records, absence logging, roles and teams, and training and document tracking. We show what exists today rather than promise features that do not.
Can documents for each site be managed?
COSHH documentation is built to your requirements. We would agree how documents are filed, who reviews them and how a site team reaches the current version.
How are rotas handled?
Allocation and scheduling are part of the job management foundation. Rules specific to your rotas, such as rotating staff, would be agreed and scoped per project.
Can customers be shown evidence of a visit?
Photo capture is built to your requirements. A customer-facing report or view would also be scoped separately, based on what your contracts require.
Next step
Look at one site end to end.
Bring one site's schedule, its staff records and its latest inspection. We will map where the information is held and where it gets out of step.