Skip to main content

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 piece of operational data in CleanScan — an issue report, a cleaning log, a rating, a resolution photo — is anchored to a physical space. Zones define those spaces, and tags are the physical objects that connect the real world to the platform. Before you configure routing rules or issue categories, understanding how zones and tags work together gives you the mental model for everything else.

​
Zones

A zone is one logical space in your facility: a locker room, a stairwell, a guest floor, an office wing, a loading dock. Zones are the fundamental unit of tracking in CleanScan. Every issue, every clean log, and every rating is attached to a zone — not to a person, not to a time slot, but to the place where something happened. When you map your facility, you decide how granularly to define your zones. A gym with a single locker room might have one “Locker Room” zone. A large campus might have thirty.

​
Zone hierarchy

Zones can be nested. You might have a “Ground Floor” zone that contains “Men’s Locker Room”, “Women’s Locker Room”, and “Reception”. Nesting lets you view zone health at any level of detail — drill into a specific room, or zoom out to see the floor.
Assigning a team to a parent zone automatically grants that team access to all child zones within it. You don’t need to assign zones individually.

​
Tags

A tag is a physical QR sticker or NFC chip that you assign to a zone and place in that space. When someone scans the tag — with their phone camera or by tapping it — the platform opens the zone’s reporting interface. No app download is required. No login is required from the reporter. Tags are how CleanScan closes the loop between the physical building and the software. Without a tag, a zone is just a record in a dashboard. With a tag on the wall, every person in that space has a one-scan path to report a problem, rate the space, or — for your team — log a clean or resolve an issue.

​
QR vs NFC

QR codes are printed stickers readable by any smartphone camera from a short distance. They’re inexpensive, easy to replace, and work without any special hardware. Most facilities start with QR codes on walls, doors, and equipment.QR codes are the right default for most spaces. They’re visible, understood by nearly everyone, and require no configuration on the scanning device.
Many facilities use both: QR codes on walls and room entrances for general issue reporting, and NFC tags on individual pieces of equipment for fixture-level tracking.

​
Tag ownership

The facility always owns the tags. Tags are physical infrastructure tied to the building — not to the contractor who services it, and not to CleanScan. If you change contractors, the tags stay on the wall and continue to work. If a contractor helped you set up your zones, you still own the data and the hardware. Tags are branded to your facility, not to CleanScan. To a gym member scanning a tag in a locker room, it looks like the gym’s own reporting system.

​
Fixture-level tags

Tags don’t have to go on walls. You can place a tag on any individual piece of equipment — treadmill 7, soap dispenser 2, a hand dryer, an HVAC unit — to enable issue reporting at the fixture level. Fixture-level tags give reporters more specific context (“Soap dispenser 2 is empty” vs. “Restroom has an issue”) and give your team a richer maintenance history per asset over time.
Fixtures are created within a zone. A fixture inherits the zone’s routing rules and categories unless you configure overrides.

​
Adding zones and assigning tags

1

Create a zone

In your facility dashboard, go to Zones and click Add zone. Give the zone a name and, optionally, nest it under a parent zone.
2

Order tags

Go to Tags and request tags for the zone. CleanScan ships QR/NFC tags with your plan, or you can print your own QR codes immediately from the dashboard.
3

Assign the tag to a zone

Once the tag has an ID — either from the printed QR or a shipped NFC chip — assign it to the zone in the Tags inventory. A tag can only be assigned to one zone at a time.
4

Place the tag

Stick the QR code or NFC chip in the space. For general reporting, place it at eye level near the entrance. For equipment, place it on the equipment itself.

Issues and submissions

See how scans turn into aggregated issues and how those issues move from open to resolved.

Teams and routing

Learn how teams are assigned to zones and how issues reach the right people.

Proof of work

Understand how CleanScan captures timestamped photo evidence at resolution.

Zones setup (facilities)

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