Skip to main content
CleanScan gives facility managers real-time visibility into every zone — what was reported, what was cleaned, and what evidence exists — without chasing anyone down. This guide covers signing up, defining your building’s zones, placing QR and NFC tags, connecting your staff or cleaning contractor, and reading the live dashboard. If your cleaning contractor already manages CleanScan on your behalf, skip to the section on viewing your Client Portal.
Free (Client Portal) vs. Active BuildingIf your cleaning contractor invited you to CleanScan, you start on the free Client Portal tier. You see contractor reports, proof-of-work photos, and a weekly email digest — no setup required. You do not manage zones or tags directly; your contractor handles operations.If you sign up independently or want to manage your own zones, issue routing, and teams, you need an Active Building plan. Active Building gives you full zone management, internal staff teams, custom issue categories, and analytics. You can upgrade from the Client Portal at any time — all existing data is preserved.
1

Create your account

Go to cleanscan.io/signup and select Facility when prompted to choose your account type. Enter your organization name (for example, “Westside Athletic Club”), your email, and a password.You’ll be asked to choose your industry — gym, office, healthcare, school, and so on. CleanScan uses this to pre-populate sensible issue categories (for example, a gym gets “Mess/Spill”, “Equipment Issue”, “Supply Needed”, “Safety Hazard” out of the box). You can add, rename, or reorder categories at any time.A free trial starts immediately with full Active Building access. No credit card required to start.
2

Create your facility and define zones

The onboarding flow walks you through creating your facility. Enter the facility name, address, and size. CleanScan recommends a zone count based on your square footage and industry — you can adjust this freely.Then go to Zones and click Add Zone for each distinct area you want to track. Think of zones as the spaces you’d describe to a new cleaning crew:Add a short description if the name alone doesn’t make the scope clear. Zones can be reorganized later; nothing breaks if you rename or restructure them.
3

Assign tags to zones and place them

Each zone gets at least one physical tag. Go to Tags and either:
  • Print your own QR codes — generate a PDF from the Tags page and print on standard label stock. Weatherproof labels are recommended for wet areas like locker rooms or kitchens.
  • Order hardware tags — pre-printed QR stickers and NFC tags are available directly from your dashboard under Tags > Order Tags, shipped within 2–3 business days.
To assign a tag to a zone, click the tag in your Tags list, select the zone from the dropdown, and save. Then place the tag in the physical space:
  • QR sticker on the wall — near the zone entrance, at eye level, away from direct water spray. Anyone with a smartphone camera can scan it; no app required.
  • NFC tag on equipment — fixed to soap dispensers, paper towel units, or gym equipment. Visitors tap the tag with their phone to report issues on that specific fixture.
Tags are your facility’s infrastructure. They are branded to your facility (your logo and colors), not to CleanScan or your contractor. If you change service providers, the tags stay on the wall.
4

Add internal staff or invite a contractor

You can use CleanScan with an internal cleaning team, an outside contractor, or both.Adding internal staff: Go to People in your dashboard and click Add Team Member. Enter each person’s name and mobile phone number. They receive an SMS the first time they log in and authenticate with a one-time code — no app to install, no separate password to manage.Inviting a contractor: Go to Contractors and click Invite Contractor. Enter the contractor organization’s email or share your facility code. Once they accept:
  • You configure which zones and issue categories are in their scope
  • You set the resolution policy for their work (for example, photo proof required on every close)
  • Issues in their scope route to their team automatically
A facility can have multiple contractor relationships — for example, a janitorial company for cleaning and a separate maintenance vendor for equipment issues. Each relationship has its own scope and resolution policy.
If your contractor invited you to CleanScan first, they already have an active service relationship with your facility. You do not need to invite them again. Go to Contractors to review and adjust the scope they configured.
5

How occupants report issues

Occupants — gym members, office employees, building visitors — do not need an account or app to report an issue. They:
  1. Scan the QR code in a zone (phone camera, no app) or tap an NFC tag
  2. See a simple form with your facility’s issue categories
  3. Select a category (for example, “Mess/Spill”), optionally add a description, and optionally flag it as urgent
  4. Submit — the report is instantly visible in your dashboard and routes to the right team
The scan page is branded to your facility, not CleanScan. To a gym member, it looks like the gym’s own system. Occupants can also give a one-tap rating (1–5) to indicate how the space felt — this low-friction signal accumulates into zone-level sentiment data over time.No personal data is captured from anonymous reporters.
6

Read the live dashboard

Your Overview page shows the live state of your facility:
  • Zone status — which zones have open issues, which are clean, and which haven’t had recent activity
  • Open issues — all active reports, filterable by zone, category, priority, and status
  • Recent activity — cleaning documentation and resolutions logged by your team or contractor
  • Resolution proof — photos submitted when issues were closed, viewable in the issue timeline and proof gallery
Click any zone to see its full history: every issue reported, every clean logged, every resolution photo. Click any issue to see its timeline — when it was reported, who it was routed to, how long it took to resolve, and what evidence was attached.The Issues page lets you filter across all zones by status (open, in progress, resolved), category, priority, and date range. You can adjust the priority of any open issue directly from the list.
Set up email digest notifications under Settings > Notifications to receive a daily or weekly summary of zone activity without checking the dashboard manually.

​
Free (Client Portal) vs. Active Building

If your contractor manages CleanScan on your behalf, the Client Portal gives you everything you need to verify their work without any setup. When you’re ready to manage operations directly — or if you change contractors — upgrade to Active Building and your full history carries over.

​
Next steps

Facility dashboard overview

Understand zone health, the issue timeline, and how to read the proof gallery.

Issue categories and routing

Configure which issue types route to which team, and set resolution policies per zone or category.

Connecting a contractor

Invite a contractor, define their scope, and configure proof requirements for their work.

Plans and pricing

Pricing scales by monitored zones. Start free — upgrade when you need Active Building features.