CleanScan gives cleaning contractors a structured operational record that replaces WhatsApp threads and paper logs with timestamped proof of work. This guide walks you from account creation through your first documented clean — including tagging zones, adding your crew, and inviting the facility to their Client Portal so they see your work in real time.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.
Create your account
Go to cleanscan.io/signup and select Contractor when prompted to choose your account type. Enter your organization name (for example, “Apex Facility Services”), your email, and a password. No credit card is required to start — the Free tier gives you one facility and five printable QR tags.
Create your first client facility
After signing up, the onboarding flow prompts you to create your first facility. Enter the facility name (for example, “Westside Athletic Club”), its address, and select the industry type — CleanScan pre-populates sensible issue categories for gyms, offices, schools, and more so you don’t have to configure anything from scratch.Each facility you create appears in your multi-facility dashboard under Facilities. Facilities your team operates within are listed alongside their live zone status.
Define zones
Zones are the logical spaces you’re accountable for — one zone per distinct area. Inside the facility you just created, go to Zones and click Add Zone.Good zone names match how your crew and the client already talk about the space:
Add a short description if it helps your team or the facility understand the scope (for example, “Includes showers and sauna entrance”). You can always add, rename, or reorganize zones later.
| Example zone | Facility type |
|---|---|
| Men’s Locker Room | Gym |
| Pool Deck | Gym |
| Lobby | Office / mixed-use |
| 3rd Floor Restrooms | Office |
| Break Room | Office |
Pricing is based on monitored zones, not seats or scans. A typical gym runs 6–10 zones; a mid-size office runs 10–15. CleanScan pre-fills a recommended zone count when you set facility size during onboarding.
Assign and place QR/NFC tags
Each zone gets at least one physical tag. Go to Tags in the facility view and either:
- Print your own (Free tier) — generate a PDF from the Tags page and print on standard label stock. Weatherproof labels are recommended for wet areas.
- Use shipped hardware tags — hardware QR stickers and NFC tags are included with Solo ($63/mo), Crew, and Operator plans. They arrive pre-assigned and ready to place.
- QR sticker — on the wall near the entrance to the zone, at eye level, away from direct water spray
- NFC tag — on a fixed piece of equipment (soap dispenser housing, paper towel unit, treadmill console)
Add your team members
Go to Team in your contractor dashboard and click Add Team Member. Enter each person’s name and mobile phone number. That’s all you need.When your team member first opens the CleanScan PWA and enters their phone number, they receive a one-time SMS code to log in. Sessions last 30 days — no app store install, no separate password.You can assign team members roles:
- Member (porter) — resolves issues and logs cleans in their assigned zones
- Lead / Supervisor — walks sites, documents conditions proactively, and closes routed issues
Document a clean
Once a tag is placed and your team is added, documenting a clean takes under five seconds:
- Porter arrives at a zone and scans the QR code (phone camera) or taps the NFC tag
- The CleanScan PWA opens — no app download required
- Porter taps Document Cleaning
- Camera opens — take one or more photos of the cleaned space
- Optionally add a short note
- Tap Submit
The same scan also surfaces any open issues at that zone. If a porter sees a problem they didn’t cause — a broken soap dispenser, a spill — they can tap Flag Issue from the same screen instead of or in addition to logging the clean.
Invite the facility to their Client Portal
From your contractor dashboard, go to the facility’s settings and click Invite Facility Contact. Enter the facility manager’s email address. They receive a branded invitation with your contractor profile.Clicking the link creates a free Client Portal account for the facility. They immediately see:
- Your contractor profile and team summary
- All cleaning documentation and resolution photos your team has submitted
- A weekly email digest of activity
Pricing overview
| Plan | Price | Facilities | Hardware tags |
|---|---|---|---|
| Free | $0 | 1 | 5 DIY printable |
| Solo | $63/mo (billed annually) | 1 | 10 shipped |
| Crew | $280/mo | Unlimited | 80 shipped |
| Operator | $424/mo (billed annually) | Unlimited | 80 shipped |
Next steps
Contractor dashboard overview
Understand the multi-facility view, proof gallery, and performance metrics available to your team.
Proof of work and resolution policies
Configure what “done” looks like — photo required, description required, or tap-to-resolve.
Managing teams and assignments
Add workers, assign them to facilities, and control which zones each team covers.
Plans and pricing
Pricing scales by monitored zones. No seat licenses, no per-user fees.