KleanProof
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Adding a customer and a site

For
Facility managers
Where
Web app
Time to read
5 minutes
Time to watch
2 minutes

In KleanProof, a customer is a company you clean for, such as a strata, a property manager or a franchise owner. A site is one building or location you clean for them. Inspections, tickets and reports all hang off the site, and roll up to the customer.

Most customers have one site, so KleanProof sets up the first site at the same time as the customer.

Step by step

1Open your customers

Click Customers in the left-hand menu. The list shows every customer with their status and main contact. Search by name, contact or email, or filter by Active, Onboarding, Paused and Archived.

Click New customer at the top right.

Customers list with a search box, status filters and four customers with their status and contact
Customers list with a search box, status filters and four customers with their status and contact

2Fill in the customer

Type the Customer name the way you want it to appear on reports, for example the strata plan number or the company name.

Leave This customer has multiple sites off if they have one building. You then fill in the building's address here, and KleanProof creates the site for you. Turn it on for a customer with several locations, and you add each site on its own afterwards.

Under Primary contact, add the name, email and phone number of the person you deal with. The phone number is required. You can add more contacts later.

Click Create customer. With one site, KleanProof opens the new site straight away. With multiple sites, it opens the new site form with the customer already picked.

New customer form with the name Strata Plan LMS 2210, the multiple sites switch off, an address search and a primary contact with name, email and phone
New customer form with the name Strata Plan LMS 2210, the multiple sites switch off, an address search and a primary contact with name, email and phone

3Add a site

To add another site later, click Sites in the left-hand menu and then New site, or click Add site on the customer's page. The form asks for the basics:

  • Site name and Customer. Click New customer to add one without leaving the form.
  • Address. Start typing and pick a suggestion to fill in the details.
  • Inspection frequency. How often a supervisor inspects. Setting the inspection schedule covers the options.
  • Supervisor. The main point of contact. New tickets raised at the site are assigned to them. It starts on you.

Most sites are buildings you already clean, so a new site counts as already running and inspection reminders start today. If cleaning starts later, click Starts later? and pick the start date. The site then goes through the launchpad until it launches.

4More options

Everything else sits under More options, closed until you need it:

  • Part of a property, if the building has more than one contract. See One building, two services below.
  • Ticket category, if your workspace uses more than one. Most sites stay on Cleaning compliance.
  • Backup supervisor, who takes over when the supervisor is on holiday or unavailable.
  • Inspector, who sees the site at the top of their phone app under Your Sites. It starts on you. Anyone in the workspace can still inspect it.
  • A cover photo for the sites grid, when service originally started, how many days a week it is cleaned, and Auto-approve resolved tickets to close fixes without a supervisor review.

5Finish setting up

Click Create site. KleanProof opens the new site's page with a Finish setting up card:

  • Inspection layout. The areas and items inspectors check. Building a site's checklist walks through it.
  • Cleaning staff. The cleaners who work the site. They do not need an account. Adding cleaning staff who don't log in explains more.
  • Site contact. Who you send reports to at the building.
  • Access notes. Door codes, keys, alarm steps and parking.

Each step ticks itself once it is done, and the card goes away when all four are. Click the X to hide it sooner.

6Change a site later

Open the site and click Edit. The form is split into sections that open and close: Site details, Address, Schedule, Team, Access & notes and Notifications & rules. Each one shows a short summary while it is closed, so you can see what is set without opening it.

Team section with Supervisor, Backup supervisor and Inspector menus, each with Assign to you, and a Cleaning staff form to add a new person
Team section with Supervisor, Backup supervisor and Inspector menus, each with Assign to you, and a Cleaning staff form to add a new person

The customer page

Click a customer to see all their sites in one place. The top shows how many sites they have and where each one stands. Customer health shows their latest score, the score trend over recent inspections, when they were last inspected and whether any tickets are open. Sites by health lists each site with its score.

From here you can edit the customer, add a site, manage the customer's cleaning staff and create a Value delivered report to share with them.

Tim Hortons customer page with total sites, Customer health at 87 percent with a score trend, and Sites by health listing two sites
Tim Hortons customer page with total sites, Customer health at 87 percent with a score trend, and Sites by health listing two sites

The site page

A site's page is its home. It shows the site's health score and trend, open tickets, the team, the customer, the contact and how often it is inspected, with the inspection calendar below.

The buttons at the top open the Inspection layout (the checklist), let you edit the site, add another service at the same building, move it to another customer or archive it.

Aqua Shores site page with a cover photo, Inspection layout, Edit, Move site and Archive site buttons, Site health at 87 percent and the site's team and schedule
Aqua Shores site page with a cover photo, Inspection layout, Edit, Move site and Archive site buttons, Site health at 87 percent and the site's team and schedule

One building, two services

Some buildings have more than one contract, such as a day porter and a night clean. Set each one up as its own site so it gets its own checklist, schedule, cleaners and score.

Open the first site and click Add a service here. KleanProof groups the site under a property named after the building, making one if needed, and opens a new site form with the customer, property and address already filled in. Give the new site its own name, such as "Harbour View Night".

Once you have a property, Properties appears in the left-hand menu between Customers and Sites. A property's page shows every service at the building, and contacts you add there show on each of its sites.

To keep each service's numbers apart in reports, an admin can add a ticket category for it in Settings under Ticket categories and turn on Use for inspections. Then pick that category on the site.

Common questions

What does archiving a customer or site do?
An archived site stops sending alerts and takes no new inspections or tickets. Its history stays readable. Archiving a customer does the same for all of their sites. You can restore either one later.
Can I move a site to a different customer?
Yes. Open the site and click Move site. Its inspections and tickets go with it.
What is a property?
A property groups several sites at the same address or strata. For example, one building might have janitorial, concierge and building management set up as separate sites. Contacts added to the property are shared by all of its sites.
The customer's contact has no phone number.
The primary contact needs one. Use the building office or front desk number if the person does not have a direct line.

More help

Building a site's checklistBuild the checklist inspectors walk at a site: areas, tasks, must-check stars and how often each task comes up.Setting the inspection scheduleSet how often each site is inspected, read the calendar, skip holidays and see what happens when one is missed.Getting a site ready with the launchpadTake a new site from signed contract to first shift with the launchpad checklist, then launch it.Setting up your workspaceGet into your workspace after a demo or a website sign-up, see how the free trial runs, add your logo and pick the features your team uses.