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How do cleaners check in when they are not assigned to a shift?

Cleaners can check in without a scheduled shift by opening an accessible location from MY JOBS > List and using its check-in control.

Cleaners can check in without a scheduled shift by opening MY JOBS > List, selecting an accessible location, and using its check-in control.

Use this workflow for floaters, supervisors, emergency coverage, or other cases where someone needs to work at a location without first being scheduled for a shift. If Clean Smarts cannot match the check-in to an assignment, the time is recorded at the location without a shift or job.

Before You Start

For a cleaner to use this workflow:

  • Their role must include Timetracking (Check in) and Locations (Mobile Only). In the mobile app, Locations (Mobile Only) is described as Timetracking (Check in without assignment).
  • They must have access to the location. Access can be granted directly, through a parent location, or through a location group.
  • They must meet the location's normal check-in requirements, such as sharing their location, being inside the geofence, or scanning a barcode or NFC tag.

The standard Cleaner role already includes both modules. A custom role or a user with custom modules may need them added.

Important: This permission does not expose every company location. The cleaner can only open locations included in their Location Access.

If the cleaner is already clocked in somewhere else, starting this check-in closes the earlier time entry. Confirm the location before checking in.

Check In Without a Scheduled Shift

  1. Open the Clean Smarts mobile app.
  2. Tap MY JOBS at the bottom of the screen.
  3. Tap List.
  4. Find the location by name. Use the search field if needed.
  5. Tap the location to open its details.
  6. Use the check-in control at the bottom: - Slide to check in when no scan is required. - Check in with barcode when the location requires a barcode scan. - Check in with NFC when the location requires an NFC tag.
  7. Follow the on-screen prompt. Depending on the location's settings, the cleaner may need to scan the site's code or tag, allow location access, or review Location Detected and tap Confirm.

The running timer and red check-out control show that the cleaner is clocked in. Return to the location or use the active check-in shown in the app when it is time to check out.

Find the Location on the Map

The cleaner can also use MY JOBS > Map:

  1. Select the location marker.
  2. Tap the location card in the window that opens.
  3. Use the same check-in control on the location page.

Use List when the map does not show the expected site or the cleaner wants to search by name.

How This Differs From Scheduled Check-In

  • MY JOBS > List is the direct location path. The cleaner does not need an Other jobs tab.
  • Other jobs, which may appear after tapping HOME > Select a different location, is controlled by a separate Work Orders permission.
  • The location's GPS, geofence, barcode, and NFC rules still apply.
  • Clean Smarts may connect the time entry to a matching assignment near the check-in time. If there is no match, reports show the time at the location without a shift or job.

Assign the cleaner to a shift when schedule-based alerts or shift-level reporting must apply.

Give a Cleaner Access

An administrator who can edit users can update one cleaner:

  1. In the web portal, open Manage Users and select the cleaner.
  2. Open Permissions.
  3. Choose Cleaner, or choose Custom Modules and turn on: - Timetracking (Check in) - Locations (Mobile Only)
  4. Click Save Changes.
  5. Open Location Access.
  6. Select each location the cleaner can work at. Selecting a parent also provides access to its child locations.
  7. Click Save.

To reuse the same setup for several cleaners, open Company Settings > User Roles, create or edit a role with both modules, and then assign that role under each cleaner's Permissions.

After changing a role or module, ask the cleaner to log out and back in. After changing location access, ask them to open MORE > Sync. If the location still does not appear, have them log out and back in.

Troubleshooting

The Location Is Missing From List or Map

  • Confirm the site is selected under Manage Users > [cleaner] > Location Access.
  • Check whether the cleaner should receive access through a parent location or location group.
  • Ask the cleaner to open MORE > Sync, then return to MY JOBS > List.
  • Confirm the location is active and has not been archived.

The Location Opens, but There Is No Check-In Control

  • For custom roles or modules, confirm both Timetracking (Check in) and Locations (Mobile Only) are enabled.
  • Ask the cleaner to log out and back in after permission changes.

The App Asks for Location Access or Says the Cleaner Is Off Site

  • Turn on the phone's location services.
  • Allow location access for Clean Smarts and enable Precise Location.
  • Move closer to the site and wait for the GPS reading to update.
  • If the site uses automatic geofence check-out, set location access to Always or Allow all the time.
  • Ask an administrator to check the site's address and geofence radius if the cleaner is on site but remains outside the boundary.

A Barcode or NFC Scan Is Rejected

Scan the code or tag assigned to the selected location. The app rejects a code or tag that belongs to a different location.

The App Says There Are Unsynced Items

Open HOME, tap Unsynced items, and sync the stored time before trying again.

The Check-In Appears Stuck or Does Not Save

  1. Check for a red active check-in control before trying again. Do not repeat the check-in if the timer is already running.
  2. Confirm the phone has an internet connection.
  3. Open MORE > Sync.
  4. Update Clean Smarts from the App Store or Google Play.
  5. Ask a supervisor to confirm the time entry in the web portal.

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