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Importing a cleaning schedule with AI

For
Facility managers
Where
Web app
Time to read
4 minutes

Most cleaning contracts come with a schedule or scope of work that lists each area of the building and what gets cleaned there, often with how often. KleanProof's AI can read that document and draft the whole inspection checklist for you, areas, tasks and repeat schedules included.

Nothing is saved until you have looked over the draft and clicked Save layout, so you stay in control of what your inspectors see.

Step by step

1Open the importer

Open the site, click Inspection layout, then Build from a document at the top of the page.

2Upload the schedule

Drag the file into the box, or click it to browse. A PDF works best, and photos of a printed schedule work too. You can add several files if the schedule runs across more than one page or document.

Click Read schedule. Reading usually takes about 40 seconds.

Build layout from a schedule window with one file selected, an explanation of what a cleaning schedule is and a Read schedule button
Build layout from a schedule window with one file selected, an explanation of what a cleaning schedule is and a Read schedule button

3Look over the draft

The draft appears on the left, area by area, with each task's description and a star on the ones the AI thinks matter most. The bottom line counts the areas, tasks and extra general checks it found.

On the right, the AI says hello and walks you through anything it was unsure about, one question at a time. For example, it may explain that tasks listed as weekly are set to come up on every inspection, and ask if that suits you.

AI draft of a layout with Main Lobby, Elevators and Corridors areas and their tasks on the left, the assistant's welcome message on the right, and a count of 7 areas, 21 tasks and 2 extra checks beside Save layout
AI draft of a layout with Main Lobby, Elevators and Corridors areas and their tasks on the left, the assistant's welcome message on the right, and a count of 7 areas, 21 tasks and 2 extra checks beside Save layout

4Ask for changes

Type into the box under the chat, in plain words, and press Enter. For example:

  • Split Corridors into one area per floor.
  • Make all the carpet shampooing quarterly.
  • Remove the parking garage, we don't clean it.
  • Star the washroom supply checks.

The draft on the left updates as it goes. You can send your next request while it is still working, and it gets to them in order.

5Save the layout

When the draft looks right, click Save layout. The areas and tasks are added to the site's layout, where you can fine-tune them like any other. Building a site's checklist covers the editing tools.

If the site already had areas, the new ones are added after them. Nothing already there is removed.

Getting the best result

  • Upload the version your cleaners actually work from, with areas and frequencies, rather than a sales proposal.
  • Photos should be flat, well lit and straight on, with the whole page in the frame.
  • If the schedule mixes several buildings, upload it on each site and tell the AI which building this one is.

Common questions

I closed the window before saving. Is my draft gone?
No. The draft and the conversation are kept in your browser, so opening the importer again on the same site and computer picks up where you left off. Start over throws the draft away and lets you upload again.
Does the AI change my layout without asking?
No. The site's layout changes only when you click Save layout. Until then, everything is a draft.
The AI could not read my file.
Check that it is a PDF or an image. Scans of poor copies are hard to read, so try a clearer photo or the original file from your email.
My schedule says daily. Why is that task set to every inspection?
Inspections happen less often than cleaning, so anything cleaned at least weekly should be checked on every visit. Monthly, quarterly and yearly work is set to come up in its own month.

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.Building templates and the area librarySave a site's setup as a template, apply it to other sites, and keep reusable areas in the library.Adding a customer and a siteAdd a company you clean for and their buildings, with contacts, address, schedule and the team for each site.Setting up your workspaceCreate your account, name your workspace, add your logo, start the free trial and pick the features your team uses.