Setting up your workspace

For: Facility managers
Where: Web app
Time to read: 5 minutes
Time to watch: 4 minutes

Your workspace is your company's home in KleanProof. Your customers, sites, team, inspections and tickets all live inside it, and everyone you invite joins it.

Setting it up takes about five minutes. There are two ways in, and the first step depends on which one is yours. If we set up your workspace for you after a demo, you need no credit card to start. If you sign up on the website yourself, the free trial starts with a card and costs nothing for the first 30 days.

Step by step

1If we set up your workspace after a demo

We create the workspace for you and start your free trial. You do not add a card. Two emails arrive: one saying your workspace is ready, and an invitation.

Open the invitation and click Accept invitation. On the Set your password screen, type a new password in both boxes and click Set password. You are now signed in as the admin of your workspace.

The invitation link works for 24 hours. If yours has run out, email support@kleanproof.com and we will send a new one.

2If you signed up on the website

Go to kleanproof.com/signup. Type your company's name under Company / workspace name, then your work email and a password of at least 8 characters. Click Create account.

KleanProof sends a confirmation link to that email. Open it on the same computer to carry on. If it does not arrive within a few minutes, check your spam folder.

The link signs you in and opens Create your workspace. Check the company name and click Create workspace. You can rename it later.

Create your account form on kleanproof.com with the company name Harbourview Cleaning Co., a work email and a password field

3Finish your profile and notifications

Both ways in lead to the same two screens:

Complete your profile. Add a photo if you like, your full name and a phone number. The phone number is required so your team can reach you from a ticket. Pick your language here too, and KleanProof can translate team discussions into it.
Notification preferences. KleanProof picks sensible settings for your role. Change them now or click Continue to dashboard and adjust them later.

4See how your free trial runs

If we set up your workspace, the trial is already running and the whole app is open. Admins see a countdown at the bottom of the left-hand menu, such as 21 days left in trial, with Add billing details under it. Click it whenever you are ready, pick a plan and add a card through Stripe's secure checkout. If the end of your trial is more than two days away, you are not charged until that date.

If the trial ends before you add billing, KleanProof keeps working for 3 more days. The countdown turns red and reads Free trial ended, with the days left before the workspace locks. After those 3 days the workspace locks until an admin clicks Add billing details. Your sites, inspections and reports stay where they are.

If you signed up on the website, KleanProof asks you to activate the workspace before you can use it. Click Start free trial, pick a plan and add a card through Stripe's secure checkout. You are not charged until the 30 days are up, and you can cancel any time before then without paying anything.

Plans and billing covers the plans and how to change them.

5Add your logo and check the name

Click Settings at the bottom of the left-hand menu. The Workspace card holds your logo and your workspace name. Click Change logo to upload a JPG, PNG, WebP or HEIC image. It shows beside your workspace name for the whole team.

To rename the workspace, edit the name and click Save workspace name. Everyone in the workspace, including inspectors on their phones, sees the new name.

Only admins can change these settings. Other roles see a note that administrator access is required.

Settings page with an On this page menu and the Workspace card showing the 4 Star logo, a Change logo button, the workspace name and Save workspace name

6Choose the features you use

Scroll down to Features to switch whole parts of KleanProof on or off for your team:

Launchpad is the checklist for getting a new site ready. Turn it off if your team does not run a formal launch for new buildings.
Cleaner fix-it loop lets you send deficiency reports to cleaners by link so they can send back photos of their fixes. Turn it off to hide cleaner sharing entirely.

Below the switches are three lists you can open and edit: the standard launchpad steps, Your own steps and the Standard kit of equipment and supplies every new site starts with.

Ticket categories has its own card below Features. Categories sort tickets by the kind of work, so building management or security issues stay out of your cleaning scores. Use for inspections lets a site file its inspection tickets under a category other than Cleaning compliance, which keeps two services at one building apart in reports.

Features card with switches for Launchpad and Cleaner fix-it loop, and collapsed lists for Launchpad steps, Your own steps and Standard kit

What to do next

With the workspace ready, add your first customer and site, then invite your team:

Common questions

The confirmation email never came.

Check your spam or promotions folder first. Some company email filters hold messages from new senders for a while. If it still is not there, try signing up again with the same address, or email support@kleanproof.com.

Can I belong to more than one workspace?

Yes. If another company invites you, a workspace switcher appears in the left-hand menu. Click the workspace name to move between them. Each one keeps its own customers, sites and team.

Do I need a credit card to start?

Not if we set up your workspace for you after a demo. Your trial runs with no card, and you add billing details when you are ready. If you sign up on the website yourself, the trial starts with a card. You are not charged during the 30 days, and cancelling before the end means you pay nothing.

What happens when my free trial ends?

If a card is on file, your plan starts and the card is charged. If we set up your workspace and no card is on file yet, KleanProof keeps working for 3 more days while admins see a red countdown. After that the workspace locks until an admin adds billing details. Nothing is deleted.

Does turning a feature off delete anything?

No. Switching off the launchpad or the cleaner fix-it loop hides it from your team. Switch it back on and everything is where you left it.

More help

Adding a customer and a siteAdd a company you clean for and their buildings, with contacts, address, schedule and the team for each site.Inviting your team and setting rolesInvite admins, supervisors and inspectors, pick the right role for each, and manage who has access.Plans and billingThe free trial, Crew and Operation plans, your card, invoices and failed payments.Building a site's checklistBuild the checklist inspectors walk at a site: areas, tasks, must-check stars and how often each task comes up.