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Sending a ticket to the cleaner by link

For
Facility managers
Where
Web app
Time to read
4 minutes

After an inspection, the cleaner who works the site needs to know what failed. From the ticket, KleanProof sends them a cleaner report: a link to the list of deficiencies with the inspector's photos. They open it on their phone, fix each item and send back a photo. No account or app is needed.

Their fixes land back on the ticket for you to approve. Taking a ticket from found to fixed covers the review side.

Step by step

1Open the cleaner report card

Open the ticket. The Cleaner report card sits on the right. Under Send this report to it lists the cleaning staff attached to the site.

Anyone set to Auto gets every report the moment an inspection is submitted, so they come pre-ticked. For everyone else, tick Text, Email or both beside their name.

The list comes from the site. Click Edit cleaning staff to add someone or change their details. Adding cleaning staff who don't log in explains how.

Cleaner report card with Send this report to listing Marisol Reyes, Night lead, with Auto on and Email ticked, and Victor Alvarez, Day porter, with Auto off and nothing ticked
Cleaner report card with Send this report to listing Marisol Reyes, Night lead, with Auto on and Email ticked, and Victor Alvarez, Day porter, with Auto off and nothing ticked

2Add anyone else for this report

To send to someone who is not on the site's staff, such as a relief cleaner, use Also send to. Pick Email or Text, type the address or number and click +. They get this report only and are not added to the site.

People you have sent to before show under Recently sent to, so you can add them again with one click.

3Send it, or copy the link

Click Send. The button counts who will get it, such as Send to 1. Each person gets their own link, so fixes come back with their name on them.

To share it yourself by WhatsApp, a group text or your own email, click Copy link and paste it wherever your team talks.

Also send to with Email and Text options and an Add an email box, then a Copy link button and a Send to 1 button, with a note explaining that Send gives each person their own link
Also send to with Email and Text options and an Add an email box, then a Copy link button and a Send to 1 button, with a note explaining that Send gives each person their own link

Adding a note for the cleaner

Type in Closing note to put a message at the top of the report, such as which door to use after hours. Click Save note. The note shows on the report whether it is sent or copied.

Once the report goes out, the card shows who it was last sent to and when.

Last sent to a blurred name at Sep 18, 9:58 AM, and a Closing note box reading Optional note for the cleaner. It shows at the top of the report
Last sent to a blurred name at Sep 18, 9:58 AM, and a Closing note box reading Optional note for the cleaner. It shows at the top of the report

What the cleaner sees

The link opens a list of what failed, area by area, with the inspector's comment and photo for each. The cleaner fixes an item, takes a photo and sends it. Reading your deficiency report and Fixing a ticket from a link walk through it from their side.

Common questions

Why does it say nobody is ticked?
Send needs at least one person. Tick Text or Email beside a cleaner, or add someone under Also send to. If the site has no cleaning staff yet, add them on the site page or send a one-off.
How long does a report link work?
A report link works for 30 days, or until every item on the ticket is closed. Send the report again if a cleaner needs it after 30 days.
Should I use Copy link or Send?
Either one works. Use Send when you want each fix to come back with the cleaner's name on it. Use Copy link when your team already talks in a group chat.

More help

Adding cleaning staff who don't log inAdd your cleaners without accounts, attach them to their sites and choose who gets deficiency reports by email or text.Taking a ticket from found to fixedFollow a ticket from the failed inspection to the closed fix: acknowledge, review the cleaner's photos, waive, escalate and reassign.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.Setting up your workspaceCreate your account, name your workspace, add your logo, start the free trial and pick the features your team uses.