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Reading your deficiency report

For
Cleaners
Where
Phone, no app
Time to read
3 minutes

When an inspector checks a building you clean and something is not up to standard, the company you work for can send you a deficiency report. It lists each thing that needs fixing, with the inspector's photo and notes, so you know exactly where to go and what to do.

You do not need an app, an account or a password. The report opens in the web browser on your phone, like any other link.

Step by step

1Open the text or email

A report arrives as a text that reads Deficiency report for and the building's name, followed by a link. By email, the subject starts with Deficiency Report and the email has a green button, View Deficiency List & Report Fixes. Tap the link or the button.

If a manager logs a single problem for you outside an inspection, the message says New task instead. It works the same way.

2Read the top of the report

The top of the page shows the building, the date of the inspection and its overall score. The bar at the very top shows the company that sent it, or the KleanProof logo. If the inspector left you a message, it appears under the score as Note from the inspector.

Below that is the list of items to fix, with a count of how many are still open.

Cleaning report for Harbour Point Tower on a phone with the date, an 80% overall score and three deficiencies to fix, each marked Still needs fixing
Cleaning report for Harbour Point Tower on a phone with the date, an 80% overall score and three deficiencies to fix, each marked Still needs fixing

3Check what each item needs

Each item shows the area first, such as Elevators or Washrooms, then what was wrong and the inspector's photo. The tag at the bottom tells you where it stands:

  • Still needs fixing means nobody has sent in a fix yet, or the supervisor sent it back to be done again.
  • Done with a name means that person already sent in a fix. It is waiting for the supervisor to check.

Tap any item to see the full details and all the photos. From there you can send in your fix, which is covered in Fixing a ticket from a link.

The same report later on, with two items marked Done by Marisol Reyes and one item still needing fixing
The same report later on, with two items marked Done by Marisol Reyes and one item still needing fixing

Keep the message

Your link stays the same for the whole report, so you can come back to it as many times as you need. Keep the text or email until every item is done. If your company sends the report to you again, you get the same link.

Common questions

The page says this link has expired.
Links stop working 30 days after they are made, and as soon as every item on the report is signed off. Ask your supervisor or the facility manager to send you a new one.
A page on a phone that reads This link has expired, with a note to reach out to the facility manager for an up-to-date link
A page on a phone that reads This link has expired, with a note to reach out to the facility manager for an up-to-date link
The report says All clear.
The inspector did not find anything for you to fix. There is nothing you need to do.
An item I did not fix says Done with someone else's name.
A co-worker already sent in a fix for it from their own link. You can skip it.
Can I forward the link to a co-worker?
It will open for them, but any fix they send in shows up under your name. Ask your supervisor to send them their own report so the credit goes to the right person.

More help

Fixing a ticket from a linkSend in a fix from your phone: say what you did, add a photo of the clean spot and mark it done.Help centerEvery guide, sorted by role.SupportChat with us or send an email.