User Guide

Getting Started

After creating your account and completing onboarding, you'll land on your dashboard. Managers see an operations overview with today's visits, facility status, and team activity. Cleaners and inspectors see their assigned schedule for the day. Clients see their facilities with quality scores and recent activity. Use the sidebar to navigate between sections.

Service Visits

Service visits are the core of FacilityCare IQ. Each visit represents a scheduled cleaning at a facility, with GPS-verified check-in and check-out, digital checklists, and photo documentation.

Checking In

Open the mobile app and navigate to your schedule. Tap the facility to view visit details, then tap "Check In." The app verifies your GPS location against the building's geofence. Once checked in, your time on-site is tracked automatically. If you're outside the geofence radius, you'll see a confirmation prompt — your distance will be recorded for your manager to review.

Completing Checklists

Each visit may include one or more checklists organized by zones (e.g., Lobby, Restrooms, Break Room). Work through each zone, marking items as complete and adding photos where required. You can add notes to individual items for additional context. Your progress is saved automatically.

Checking Out

When you've completed all tasks, tap "Check Out" to end your visit. The app records your departure time and GPS location. Your visit is then submitted for verification and scoring.

Evidence Photos

Photo evidence is critical for quality assurance and client transparency. You can capture photos during checklist completion or as standalone evidence. All photos are timestamped and GPS-tagged automatically. Use before/after photos to document your work — these appear in inspection reports and client portals. Tap the camera icon on any checklist item to attach a photo, or use the photo button in the visit toolbar to add general evidence.

Reporting Issues

If your crew discovers a problem during a visit — equipment damage, safety hazards, supply shortages, or quality concerns — they can report it immediately through the app. Tap the issue button, select a severity level (Low, Medium, High, or Critical), add a description and photos, and submit. Issues are automatically routed to the manager for assignment and tracking. You'll receive notifications when the issue is updated or resolved.

Managing Tasks

Tasks are work items assigned to team members, often created from issues or inspection findings. View assigned tasks from the Tasks section in the mobile app or dashboard. Each task includes a description, due date, priority level, and any associated photos or notes. Update task status as you work (In Progress, Completed) and add resolution photos when done. Managers can create, assign, and reassign tasks from the dashboard.

Visit Verification & Quality Assurance

After a cleaner checks out, the visit enters a verification queue. Managers review the visit data — GPS check-in/out locations, time on-site, checklist completion percentage, and photo evidence. Each visit receives an automatic trust score based on these factors. Reviewers can accept the visit, flag it for follow-up, or reject it with notes. Verified visits contribute to facility quality scores and can be used to auto-generate invoices.

Notifications

FacilityCare IQ sends notifications for key events: upcoming visits, check-in reminders, new issue reports, task assignments, verification results, and more. Configure your notification preferences in Settings — choose which events trigger alerts and how you receive them. Push notifications are available on the mobile app for real-time updates in the field.

Need More Help?

If you can't find what you're looking for, our support team is here to help. Contact us at support@facilitycareiq.com.