Documenting Work

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. 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. 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. 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.

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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.