User Guide

Getting Started

After you sign up, a short setup asks for your company and your first building, then you land on the dashboard. Owners and managers see the day at a glance: tonight's visits, who has checked in, and anything that needs attention. Cleaners and contractors see their own jobs for tonight and the days ahead. Clients see the visits at their sites, the issues they have reported and their invoices. The sidebar takes you to the schedule, your sites, the team, time and invoices.

Visits and the Job Card

A visit is one scheduled clean at one site. Set a site's recurring schedule once and its visits create themselves. Each visit appears on the assigned cleaner's phone as a job card: the address with directions, the door code, your note for the site and the checklist, in the cleaner's own language.

Checking In

Open the app, tap tonight's job, then tap "Check In". The app records the time and compares the phone's location with the building. If you are too far away, the app asks you to confirm and notes the distance for your manager. Your time on site starts at check-in. Running late? Tap "Running late" on the job card and pick 15, 30 or 60 minutes; your manager gets a notification.

Working the Checklist

The checklist is grouped by area, for example Lobby, Restrooms and Break room. Tick items off as you go and add a note where it helps. If something can't be done, such as a locked room, mark it "Couldn't complete" and say why instead of leaving it blank. Photos are optional unless the site has "Ask for after photos" switched on. Your progress is saved as you go, even offline.

Checking Out

When you're done, tap "Check Out". The app records the time and location, the hours go onto your timesheet, and the visit shows as complete for your manager.

Photos on the Job Card (Optional)

Photos are never required by default. When a client wants to see the work, turn on "Ask for after photos" for that site, and the job card asks for one after photo per area. Cleaners can also add a photo on their own, for example to show damage they found. Photos stay with the visit, so when a client asks about a particular night you can share that visit with them as a link.

Reporting Issues

If your crew finds a problem during a visit (something broken, a safety hazard, a room they can't get into, anything the client should know), they can report it from the app. Tap the issue button, choose how urgent it is, add a description and a photo if it helps, and send. The issue goes to the manager to follow up, and you are notified when it is updated or resolved.

Managing Tasks

Tasks are follow-up jobs assigned to one person, usually created from a reported issue. Cleaners and contractors see theirs under Tasks in the app. Each task has a description, a due date, a priority and any photos or notes. Update the status as you work (In progress, Completed) and add a photo when it's done if it helps. Managers create, assign and reassign tasks from the dashboard.

Flagged Visits and What "Couldn't Complete" Means

Most visits need nothing from you: the cleaner checks in, works the checklist and checks out. A visit needs your attention when a cleaner flagged something on it, when it was never started before its time window closed, or when someone said they were running late. All three appear under "Needs attention" on your dashboard. Open the visit to see what happened, then call the client, reschedule or send someone back. "Couldn't complete" is not a mark against the cleaner: it is them telling you, with a reason, what was left and why, so you hear it before the client does.

Notifications

FacilityCare IQ tells you about the things that need you: a cleaner running late, a new or updated issue, a completed visit, a changed note for the crew on a site, an invoice drafted at month end, and a short morning summary of last night's visits. Choose what you receive in Settings. Cleaners get push notifications on their phone, in their own language, including your messages to tonight's crew.

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.