Every client facility you service in CleanScan is a separate entity with its own zones, tags, and data. You manage all of them from one contractor dashboard, but each relationship has its own scope, resolution policies, and SLA targets. This page walks through how to bring a new client onto CleanScan and how to configure each relationship once it exists.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.
Onboarding a new client
When you want to add a facility you already service, you initiate the relationship directly from your dashboard. The facility does not need to sign up first — you bring them in.Open the Facilities tab
From your contractor dashboard, navigate to Facilities and click Add Facility.
Enter the facility contact's email
Type the email address of the facility manager or owner you want to connect with. CleanScan sends them a branded invitation on your behalf.
Facility accepts the invitation
When the contact clicks the link in the invitation email, CleanScan creates their facility organization in Client Portal mode and automatically creates the service relationship connecting them to you.
The facility contact does not need to do any setup after clicking the invitation link. Their portal is ready immediately — they can see your contractor profile and any reports you submit right away.
Delegated setup
When you onboard a new client, you have the ability to create zones and assign tags on their behalf. This is the expected workflow: you map the building, place tags, and configure the operational layer as part of your service offering. The facility owns all the data you create. Zones, tags, and issue records belong to the facility organization from the moment they are created. If your relationship with that client ever ends, they retain everything — zones, tags, photos, and historical records. What you lose is operational access. This boundary also means there are things you cannot change even on a facility you set up from scratch: their organization name, billing, issue category definitions, routing rules, or service relationships with other contractors. The facility controls its own configuration; you operate within the physical model it defines.Configuring scope
Once a service relationship exists, you configure two dimensions of scope: Zone scope determines which physical zones your team has access to. The options are:- All zones — your team can see and resolve issues anywhere in the facility
- Specific zones — you select individual zones (or parent zones that include all child areas) that your team is responsible for
- All categories — your team receives issues regardless of type
- Specific categories — you select only the categories relevant to your service, such as “Cleaning Needed” and “Supply Needed”, while categories like “HVAC Issue” route to a different contractor
Setting resolution policies
Resolution policies define what your team must provide when closing an issue. You set the policy per relationship, and it applies to everything your team resolves at that facility. Options are:| Policy | What it requires |
|---|---|
| Tap to resolve | No additional proof — mark done and move on |
| Photo required | At least one photo of the resolved state |
| Description required | A written note explaining the resolution |
| Photo and description | Both photo and note required |
SLA targets
Optionally, you can set response time and resolution time targets for a relationship. For example: respond to new issues within 30 minutes, resolve within 2 hours. These targets feed your Performance dashboard and generate SLA warning notifications before a deadline is breached. SLA targets are internal — they are visible to you and your team, and inform your performance metrics. They are not automatically surfaced to the facility in the Client Portal, though your performance data is visible in reports.Managing multiple facilities
Each facility is a distinct entity with its own scope and policies. You can have dozens of facilities in your dashboard, each with different zone scopes, category scopes, and resolution requirements. The Facilities tab gives you a status indicator for each one so you can see at a glance which sites are healthy and which have open issues.There is no limit on the number of facilities you can manage. Your contractor tier determines the feature set available to you, not the number of client relationships.
Pausing or terminating a relationship
If a client relationship changes status — contract not renewed, service suspended, or account under review — you can update the relationship status from the Facilities tab.- Paused — your team loses operational access temporarily, but the relationship and all historical data are preserved
- Terminated — your team loses access permanently; the facility retains all their data, zones, tags, and issue history
Dashboard overview
Tour every section of your contractor dashboard.
Team management
Add workers, set roles, and assign them to client facilities.
Client Portal
What your facility clients see after accepting your invitation.
Service relationships
How the contractor–facility connection is modeled in CleanScan.