cleaning company software

Oct

2022

The Actions app: When you need a reliable record that important tasks have been done

A growing number of organisations, from care providers to cleaning and maintenance contractors, have told us that they would like a simple, reliable record of tasks performed by their remote workers – for their own peace of mind, or their clients’, or both.

So we have developed the Actions module – an app for smartphones and tablets (or laptop if you prefer) designed to enable workers to record on the spot that a specific job has been completed, quickly and easily. As well as sending evidence of completed tasks automatically back to the easyLog software, the Actions app supports a number of feedback options. These include commenting on the work carried out, uploading photos of the finished job and alerting managers if further work is required.

A convenient and flexible option for remote workers

The Actions app can be used anywhere with an internet connection, so is suitable for all kinds of worker, business and location. The app software is user definable and supports multiple action lists for each location, so information can be collected about different activities within one site or many. Tasks are presented clearly and simply and can be defined with standard review periods, such as daily, weekly, monthly or six-monthly.

The app can also display images with a prompt to show users the required activity or expected end result – ideal for inexperienced or unsupervised workers.

Suitable for all kinds of employee – including carers

The Actions app can be easily customised for care providers to provide a simple but effective method of recording work as it is being done – for inspecting authorities, for example. As well as updatable care records, it can be used to provide staff with all kinds of useful information, from service users’ next of kin and GP contact details to cleaning and room changing regimes.

Find out more

And, like all our software, the Actions module can be easily tailored to suit the particular business needs of individual organisations.

For more information about tailoring the easyLog Actions app to your organisations particular business requirements, talk to one of our team on 01892 834406 or request a callback using the form on the right. You can also watch a short video on the easyLog Actions module.

Mar

2021

Get on top of track and trace with QR code attendance recording for cleaners

In the post Covid-19 world, the demands on record keeping by cleaning contractors have increased massively, with track and trace capability an essential element in preventing the onward transmission of infection. A cleaning service provider will not only need to prove employee attendance at the site but also potentially the areas, buildings and even individual rooms or offices that their cleaners entered.

Thankfully, easyLog has a simple, easy-to-implement, low-cost solution based around smartphone QR code scanning technology.

Cleaners record arrival and leaving times simply by scanning a QR code

QR codes are available from numerous free-to-use websites. Multiple QR codes can be created, each representing a specific location. Cleaners then use easyLog's easily installable Location Clock app on their Apple or Android smartphone to record their arrival and leaving time, simply by scanning the QR code placed at each location.

The attendance records are then transferred into easyLog’s eLog timesheet and attendance software module. The software is web browser-based, meaning that it can be accessed on any smartphone, tablet or laptop that has an internet connection – just like a website. So records can be viewed on the move by busy owners or managers without the need to return to an office.

Web browser-based software from just £20 per month

And with business costs increasing from the measures now needed to protect workforces and ensure best practice, you’ll be pleased to hear that this complete easyLog solution starts from as little as £20 plus VAT per month for up to 15 employees, including support, training and branding the app with your company logo and colours.

If you want to know more, visit our cleaning management website or contact us to talk to one of our team.

Mar

2021

Site Supervisor: the app that lets you manage cleaning and property maintenance jobs on site

As a supplier of attendance monitoring and scheduling software to cleaning and property maintenance contractors, we are only too aware that these customers tend to do as much, or more, of their work outside the office as sitting behind a desk.

With this in mind, easyLog has developed Site Supervisor, a low-cost app for tablets and smartphones that enables managers to be more effective and productive on site – by inspecting and recording progress on existing contracts and creating estimates for prospective jobs, as well as sharing details with colleagues and clients via email. The app can also be used by staff to log completed tasks and add optional notes and photos so you can track exactly what is being done and when.

Manage inspections and estimates anywhere, online or offline

The Site Supervisor app can be used online and offline, so is suitable for all kinds of site and location, including premises with no internet connection.

With Site Supervisor, you can:

Submit a repair request for a property and view previous requests
Authorise new maintenance tasks
Produce maintenance job sheets
Sign-off and archive maintenance work requests
Record a site inspection check list using dropdown menus, flagging up alarms if necessary
Email details of inspections quickly and easily to colleagues and clients
View work reports over a selected period and share them by email
Estimate site cleaning and maintenance job times using a scoring system
View the latest updated estimates
Record actions as they are being done and add notes and pictures

Site Supervisor works on Android, Apple and Windows tablets and smartphones and can be easily customised to suit your company’s specific business practices. The app is ideal for commercial cleaning contractors, property maintenance companies and other organisations that need a straightforward and reliable way of keeping building maintenance records.

Talk to one of our team

For more information about the easyLog Site Supervisor app, or any of our staff attendance and scheduling products for cleaning and property maintenance companies, talk to one of our team on 01892 834406 or visit our cleaning management website.

Oct

2019

Reconciling the risk and reward of cleaners’ flexible hours

If you offer your cleaners the option of choosing when they work at client sites you will know that this involves both risk and reward. Employees who have greater freedom to fit their work commitments around their personal lives are likely to reward you by being more reliable, loyal and motivated. On the other hand, you run a bigger risk of work not being delivered within the hours specified in your client contract – which means spending more of your time monitoring when and where work has been delivered. There is a way to reconcile these two apparently conflicting aspects of flexible working, however: easyLog’s +Sb staff scheduling software.

At easyLog we have a growing group of cleaning company customers using our staff scheduling systems. Listening to them, we have added functionality that delivers ease of use with the detailed monitoring and reporting efficiencies they require – and at a sensible price that they have been unable to find elsewhere. Starting from £60 plus VAT per month for up to 25 cleaners, our +Sb scheduling solution provides a phone-based attendance recording app for each cleaner, scheduling functionality, pay analysis and reporting software on a managed cloud platform with daily backup, on-line training and telephone support – a complete solution, all developed and provided within the UK.

So, how does this all work?

Cleaners download an app from the Play or Apple stores and enter a code that automatically sets up their phones to link with the scheduling and reporting software that you use. They then go to a site, open the app and scan a QR code that you have printed and placed at each location to uniquely identify it. QR codes are generated for free on the internet. The employee does the same again when they leave the client’s site. These attendance records are automatically transferred into the software and compared in real time against the schedule of work on the staff rota. You can define if you require on-screen alerts or emails generated if a cleaner has not arrived. Similarly, the cleaner has a panic button on the app to create an alert if they have a problem.

Greater efficiency and control

If the cleaner has worked for the agreed period within the defined time bands then there is no further action to take – those hours will be passed into the Pay Report and analysed to the correct pay rate. An Authorisation routine highlights per cleaner any hours where the required cleaning period has not been met. Settings in the software allow the user to define any permitted leeway if attendance is shorter than the period defined, for example no tolerance or up to five minutes. The parameters can also draw attention to where extra time has been spent at the site thereby flagging the possibility of additional client charges and payment for the employee.

Analysed pay reports can then be produced across any period with hours broken down by the different pay bands that may apply for working during weekdays, weekends, bank holidays and so on. There is then the option to export the finished report into a third party payroll product, such as Sage, creating yet more efficiency in the process of producing employee payslips.

Explore further

If you would like to know more about what the easyLog+Sb solution could do for your cleaning business, please call us on 01892 834406, send us an email or visit the cleaning management software section of our website. You can also watch a video about managing flexishifts with our software.

Phone us now on 01892 834406 or request a callback