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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.

Before occupants can report issues or your team can log cleans, you need to map your facility in CleanScan. That means creating zones — the logical spaces you want to track — and assigning physical QR or NFC tags to them. This page walks through the full setup process.

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Creating a zone

Zones are the core unit of tracking in CleanScan. Every issue, clean log, rating, and resolution photo is attached to a zone. Start by identifying the distinct spaces in your facility that you want to monitor separately.
1

Open the Zones section

From your facility dashboard, click Zones in the left navigation.
2

Add a zone

Click Add Zone. Give the zone a clear name — for example, “Men’s Locker Room”, “Pool Deck”, or “Level 2 Restrooms”.
3

Add optional details

Optionally add a description (shown to reporters on the scan page), a floor number, and a parent zone if this space sits within a larger area.
4

Save

Click Save. The zone appears in your hierarchy immediately and is ready to receive a tag.

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Zone hierarchy

Zones can be nested. A parent zone like “Ground Floor” can contain child zones like “Men’s Locker Room”, “Women’s Locker Room”, and “Reception”. Nesting lets you view zone health at any level — drill into individual rooms or zoom out to see a floor at a glance.

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Zone examples by industry

Typical zones for a gym or fitness facility:
  • Locker Rooms (Men’s, Women’s)
  • Pool Deck
  • Equipment Area / Gym Floor
  • Cardio Floor
  • Reception / Lobby
  • Group Fitness Studio
  • Sauna / Steam Room

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Assigning a tag to a zone

Once your zones exist, you link physical tags to them.
1

Open the Tags section

Click Tags in your dashboard navigation.
2

Locate or add a tag

If you’ve received physical tags, find them in the inventory by their tag code. If you’re printing your own QR codes, CleanScan generates the tag code automatically when you add a new tag.
3

Assign the zone

Click on the tag entry and select the zone you want it assigned to. A tag can only be assigned to one zone at a time.

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Generating QR codes

You can generate a printable PDF of QR codes for any set of tags directly from the dashboard.
1

Select tags

In the Tags section, check the boxes next to the tags you want to print.
2

Generate PDF

Click Generate PDF. You can customize the output with your facility name, logo, and colors before downloading.
3

Print on weatherproof labels

Print the PDF on weatherproof label stock for durability. Standard paper labels deteriorate quickly in locker rooms, kitchens, and outdoor spaces.
CleanScan QR codes do not expire as long as your account is active. If you deactivate a tag in the system, its QR code stops working — but as long as the tag is active, it will continue to route to the correct zone indefinitely. We recommend keeping tags active even if temporarily unused rather than deleting them.

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Ordering hardware tags

Paid plans include physical NFC/QR tags shipped to your facility. To order:
  1. Go to Tags in your dashboard
  2. Click Order Tags
  3. Select the quantity and tag type (QR stickers, NFC chips, or both)
  4. Confirm your shipping address
Tags typically ship within 2–3 business days.
Use NFC tags on individual pieces of equipment — treadmills, soap dispensers, hand dryers — for fixture-level tracking. NFC tags let reporters and staff scan with a tap rather than pointing a camera, which is faster in high-traffic service workflows. Equipment-level tags also give you a richer maintenance history per asset over time.

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Placing tags

Where you mount a tag determines how easy it is to scan. Follow these guidelines:
  • Mount at eye level — between 4 and 5 feet from the floor for wall-mounted tags
  • Near the entrance or in a prominent spot — where someone entering the space will naturally see it
  • On the equipment itself — for fixture-level NFC tags, stick them directly on the asset
  • Away from metal surfaces — NFC tags placed directly on metal can have reduced read range; use a spacer if needed

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Replacing a damaged tag

If a tag is scratched, peeled, or otherwise unreadable:
1

Find the tag

Go to Tags and locate the damaged tag in your inventory.
2

Click Replace

Select the tag and click Replace. CleanScan generates a new tag code with the same zone assignment.
3

Print or order the replacement

Download a new QR PDF or order a replacement physical tag.
4

Place the new tag

Mount the new tag in the same location. The old tag is automatically deactivated — any scans of the old code stop working immediately.

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Moving a tag to a different zone

If you reorganize your facility or realize a tag is in the wrong zone:
  1. Go to Tags and click the tag you want to move
  2. Click Edit
  3. Select the new zone from the dropdown
  4. Save — the change takes effect immediately
Remember to physically relocate the tag to match its new zone assignment.

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Tag ownership

Your tags belong to your facility — not to CleanScan and not to any contractor who helped set them up. If you change contractors, your tags stay on the wall and continue to work. All zone assignments, issue history, and data remain with your facility account.

Dashboard overview

Tour the full facility dashboard and understand each section.

Issue categories and alerting

Configure which issue types occupants can report and how alerts fire.

Connecting contractors

Invite a contractor and configure their zone and category scope.

Zones and tags (concepts)

Understand the zone and tag model at a conceptual level.