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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.

When you onboard a facility through CleanScan, they receive access to the Client Portal — a free, read-oriented dashboard that shows them your work without requiring them to manage operations themselves. There are no zones to configure, no routing rules to set up, no issue categories to define. They see the output of what you do: contractor reports, resolution proof photos, and email activity digests. The Client Portal turns your operational record into a continuous, low-friction client relationship. Instead of preparing a monthly summary slide deck or answering calls about whether something was done, your clients see your activity as it happens.

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What facility clients see in the portal

Once a facility manager accepts your invitation, their portal shows:
  • Contractor activity summary — a rolling view of your team’s recent resolutions, cleaning logs, and zone activity across the facility
  • Recent reports — any reports you have published, including PDF digests and performance summaries
  • Resolution photos — your full proof gallery for their facility, always visible and ungated; this is the record you built, shared back to them automatically
  • Email digest configuration — controls for how often they receive activity summaries (daily, weekly, or off)
Resolution photos are always visible to the facility in their portal. This is intentional — the proof you generate belongs to the shared operational record, not just your internal dashboard. Clients who can see your work have fewer reasons to question it.

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What facility clients do not manage

The Client Portal is deliberately scoped. Your facility clients in portal mode cannot and do not need to:
  • Configure zones, tags, or scan templates
  • Define issue categories or routing rules
  • Manage other contractors or service relationships
  • Edit resolution policies or SLA targets
All of that is handled by you during onboarding and maintained by you as the relationship evolves. The facility owns the data, but you operate the system on their behalf. If they ever want to take ownership of their own operations — managing zones themselves, connecting additional contractors — they can upgrade to Active Building at any time.

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Email digests

Facility clients can configure daily or weekly email summaries of your activity. Digests include a summary of issues resolved, cleaning documentation submitted, and any open items that have been pending for an extended time. You can also configure digest cadence from your side of the relationship. If a client prefers not to set up their own preferences, you can set the default cadence when configuring the relationship in your dashboard.
A weekly digest is a low-effort touchpoint that keeps your name in front of the client on a regular schedule. It shows activity without requiring either party to do anything — the data comes from the work your team is already logging.

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Branded reports

On the Operator tier and above, reports sent to facility clients carry your brand — your company name and logo — rather than CleanScan’s. From the client’s perspective, the reports look like they come from you. CleanScan is infrastructure; you are the service provider. Branding applies to PDF reports, email digests, and the portal header when clients view your contractor profile. Configure your branding under Settings → Organization Profile in your contractor dashboard.

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Upgrade path for clients

Any facility on the Client Portal can upgrade to Active Building — the paid facility tier — at any time. Active Building gives them full ownership of their own operations: they can manage zones and tags themselves, configure issue categories, connect additional contractors, and access facility-level analytics. When a facility upgrades:
  • All their existing data is preserved — zones, tags, issue history, and proof photos that were created during the Client Portal phase are all still there
  • Your service relationship continues unchanged — you retain operational access to your assigned zones, and your team keeps working within its existing scope
  • The facility gains management authority over the zones and tags you initially created on their behalf
An upgrade does not disrupt your contract. It expands what the facility can do, not what you lose.

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How to invite a facility

1

Open the Facilities tab

From your contractor dashboard, navigate to Facilities and click Add Facility.
2

Enter the contact's email

Type the email address of the facility manager or owner you want to connect with.
3

Send the invitation

CleanScan sends a branded email invitation that includes your contractor profile. The contact sees who is inviting them and why before they click anything.
4

Contact clicks the link

Clicking the link creates their facility organization in Client Portal mode and establishes the service relationship automatically. No setup required on their end.
5

Configure scope

After the relationship is created, set the zone scope, category scope, and resolution policies from your Facilities tab. You can also create zones on their behalf if the facility does not yet have a zone model set up.
The facility can access their portal immediately after clicking the invitation link — they do not need to wait for you to finish configuration to start seeing your activity.

Adding and managing client facilities

Full walkthrough of onboarding, scope configuration, and relationship management.

Dashboard overview

Tour the contractor dashboard including the Proof Gallery.

Cleaning documentation

How proof photos are generated and tied to the record your clients see.

Plans and pricing

Compare contractor tiers including branded reporting on Operator and above.