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Documentation Index

Fetch the complete documentation index at: https://docs.cleanscan.io/llms.txt

Use this file to discover all available pages before exploring further.

Every zone in CleanScan is anchored by a physical tag — a QR sticker or NFC chip placed in the space. When someone scans the tag, their phone opens the zone’s reporting interface instantly: no app download, no login. Tags are what make CleanScan a physical system, not just another dashboard.

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QR stickers vs. NFC chips

QR codes are printed on weatherproof stickers and readable by any smartphone camera from a short distance. They’re the right default for most spaces because nearly everyone knows how to scan a QR code and no special hardware is required on the scanner’s phone.Best for: walls, doors, mirrors, signs, and any smooth flat surface where you want broad visibility.QR stickers can also be printed at home on any label printer — useful for testing zones or covering lower-traffic areas without waiting for hardware to ship.
Many facilities use both: QR codes at room entrances for general issue reporting, and NFC chips on individual pieces of equipment for fixture-level tracking.

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What’s included with your plan

Tag allotment scales with your zone and location count on paid plans. Free accounts receive a fixed set of printable QR codes.
PlanTags included
Free5 DIY printable QR codes (PDF, dashboard-generated)
SoloHardware tags shipped — quantity matches your zones × locations
CrewHardware tags shipped — quantity matches your zones × locations
OperatorHardware tags shipped — quantity matches your zones × locations
EnterpriseCustom allotment
Hardware tags are physical infrastructure tied to your facility — they belong to the building, not to CleanScan or your contractor. If you change contractors or switch plans, the tags stay on the wall.

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DIY printable QR codes

Any plan can generate QR codes as a PDF from the dashboard. Go to Tags, select the tags you want, and click Generate PDF. You can customize the template with your facility’s branding before printing. Print on weatherproof label stock for durability. Printable QR codes are suitable for testing zones or lower-traffic areas. For high-traffic or wet environments, order hardware tags instead.

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Ordering additional tags

Tags are included in your plan pricing. If you need more tags beyond your allotment — for new zones, replacements, or expansion — you can order them from the dashboard. Go to Tags → Order Tags. Additional tags are available at cost (approximately 2–2–3 per tag) and ship within 2–3 business days. This is not a separate recurring charge; it’s a one-time cost per order.
Tag allotment on paid plans is calculated as zones × locations. If you add new zones or locations to your plan, your next renewal will include tags for the expanded count.

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Placing tags in your facility

Good tag placement means every occupant can find and scan the tag without hunting for it. A tag that’s hard to reach or poorly lit defeats the purpose. General guidance:
  • Mount at eye level where it’s easy to find
  • Place near the entrance to a zone, not tucked in a corner
  • Make sure the surface is clean and flat before applying a sticker
QR stickers work best on smooth, flat surfaces: walls, doors, mirrors, and signs. Avoid placing them on curved surfaces or textured materials where the sticker won’t lie flat. NFC chips work best on the surfaces users naturally touch: equipment panels, fixture housings, and countertops. Keep them away from metal surfaces that can interfere with the NFC signal — or use NFC tags rated for on-metal mounting. Outdoor and wet areas: Use weatherproof labels for any space with moisture, direct sunlight, or temperature swings. Standard paper labels will degrade quickly in restrooms and outdoor zones.

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Replacing a damaged tag

If a tag is damaged, lost, or no longer readable, replace it from the dashboard without losing any historical data.
1

Find the tag

Go to Tags in your dashboard and locate the damaged tag by zone name or tag ID.
2

Initiate replacement

Click the tag and select Replace. CleanScan generates a new tag with the same zone assignment.
3

Deactivate the old tag

The old tag is deactivated automatically. Any scans of the old QR code will stop resolving.
4

Place the new tag

Print or receive the replacement tag and mount it in the same location as the original.
The zone’s full history — all issues, scans, and cleaning logs — remains intact after a tag replacement.

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Tags and branding

Tags are branded to the facility, not to CleanScan. When your design or logo is applied to a QR template, occupants see the building’s own system — not a third-party product. This applies to both printed QR codes and hardware tags. Customize the print template before generating PDFs in Tags → Generate PDF → Edit template.

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What happens to tags if you cancel

If your CleanScan account is deactivated, QR codes stop resolving — scanning a deactivated tag will not open the zone interface. NFC hardware remains yours physically; the chip itself is not affected.
If you think you might return to CleanScan, deactivate your account rather than deleting it. Deactivated accounts preserve your zone configuration and tag assignments. Deleted accounts cannot be recovered.

Zones and tags (concepts)

How zones and tags work together as the building blocks of CleanScan.

Plans and pricing

Understand how tag allotment fits into your plan’s zone-based pricing.

Zones setup (facilities)

Step-by-step guide to mapping your facility and managing your tag inventory.

FAQ

Common questions about tags, QR codes, and hardware orders.