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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.

Cleaning documentation is proactive proof that work was done — separate from the reactive issue pipeline. Where issues track problems that need resolution, cleaning documentation tracks work that has already been completed. A porter scans a zone tag, takes a photo of the cleaned space, and submits. CleanScan logs the zone, timestamp, activity type, and the team member who performed the work. This replaces the “I’ll just text you the photo” workflow with a structured, searchable record that is automatically tied to the specific zone and shift — without requiring anyone to fill out a form.

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The core flow

The target for a routine clean is under five seconds from scan to submission.
1

Scan the zone tag

The porter scans the QR or NFC tag at the zone. This opens the zone in the CleanScan app on their phone.
2

Tap Log Clean

The primary action on a zone is Log Clean. Tapping it opens the camera immediately.
3

Take a photo

The porter photographs the cleaned space — a clear shot of the zone in its finished state.
4

Submit

Tap submit. CleanScan creates a cleaning_documentation record with the zone, timestamp, and team member, and uploads the photo to the zone’s record.
The porter is then ready to scan the next zone. No forms to fill, no notes required for a routine clean.

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Before/after photos

For deep cleans or significant messes, workers can toggle to before/after mode. The flow becomes:
  1. Scan the zone tag
  2. Tap Log Clean → toggle to Before/After
  3. Take a photo of the problem (before)
  4. Clean the space
  5. Take a photo of the finished state (after)
  6. Submit — both photos are attached to the record
Before/after records are especially useful for client reporting. When a facility manager asks “what did that locker room look like before your team got there?” you have the answer with a timestamp.

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Activity types

When logging a clean, the worker can select the activity type. The default is routine clean, which covers the majority of daily work.
Activity typeWhen to use
Routine cleanStandard scheduled cleaning — default for most logs
Deep cleanThorough cleaning beyond the routine scope
InspectionVisual check of a zone without active cleaning
AuditStructured quality assessment (supervisor role only)
Most porters will use routine clean and deep clean. Inspection is useful when a porter walks a zone but finds it already in good condition. Audit is reserved for supervisors performing formal quality checks.

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Supervisor audits

Supervisors can perform a zone audit — a structured pass/fail assessment of whether a zone meets the expected standard.
1

Scan the zone tag

The supervisor scans the tag at the zone they are assessing.
2

Select Audit Zone

Supervisors see an Audit Zone option that is not visible to porters.
3

Select Pass, Fail, or Needs Attention

The supervisor assesses the zone and selects the result.
4

Add photo and notes (optional)

Attach a photo and any written notes — particularly useful when the result is Fail or Needs Attention.
5

Submit

CleanScan creates an audit record with the result, timestamp, and any attached evidence.
Audit records appear in your contractor dashboard alongside routine clean documentation. They create a structured quality-control trail that is separate from the issue pipeline.

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Viewing cleaning records

In your contractor dashboard, open any facility and navigate to its zone view. Each zone shows its cleaning documentation history: who logged what, when, with photos attached. You can filter by activity type, date range, and team member. Facility managers see the same records in their own dashboard. If a facility manager asks whether a zone was cleaned on a specific date, both of you are looking at the same timestamped record — no reconciling separate logs or digging through a group chat.

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Photo compression

Photos are automatically compressed on-device before upload. CleanScan targets under 300 KB per image, resizing to a maximum of 1920 pixels on the long edge at JPEG quality 0.7. This keeps upload times fast even on cellular networks and prevents your storage from ballooning with uncompressed originals. Workers do not need to do anything to enable compression — it happens automatically in the app.
Encourage your team to take clear, well-lit photos of the finished zone rather than dark or blurry shots. A photo that clearly shows the clean state is what makes the proof useful when a client questions the work. Good lighting and a steady hand are the only technique required.

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Why this matters

The cleaning documentation workflow exists because “proof of work” for most janitorial contractors currently means texting photos over WhatsApp, which creates an unstructured archive that nobody can search by zone, date, or worker. When a client questions whether a space was cleaned — and they will — you need to produce the evidence quickly and credibly. CleanScan gives you a searchable, zone-tagged record of every clean your team has documented, with timestamps and photos that cannot be edited after submission. It does not replace your cleaning workflow. It adds a layer of evidence to the work your team is already doing.

Team management

Set worker roles so supervisors can access the Audit Zone feature.

Proof of work concepts

How CleanScan structures resolution proof and cleaning documentation.

Mobile app: logging cleans

Step-by-step guide for porters using the CleanScan mobile app.

Dashboard overview

Where cleaning records appear in your contractor dashboard.