How Do I Add a Location?

A location in Clean Smarts is a building or site your team services. This guide walks you through creating one from Manage Locations, turning it into a service location with an address and geofence, and then using the location's tabs to add access notes, break the building into rooms and floors, assign checklists, and set up supplies.

Applies to: Account administrators and managers with the Locations (Edit) module (or account-manager access). Address, geofence, and the service-only tabs appear only after you turn a location into a Service Location and save it.

Before You Start

• Service location vs. organizing location. A service location is an active site where cleaners clock in and do work—it gets an address, a geofence, and the full set of setup tabs. You can also create a plain location with the toggle off to group other locations under it (for example, a region or company). Organizing locations don't get an address or geofence.
• Save first, then finish setup. Tabs like Service Details, Shifts & Inspections, Scope of Work, and Supplies only unlock after you save the location as a service location. Until then they're greyed out with a "Save the location first" note.
• You can change almost everything later. Nothing here is permanent, so it's fine to save the basics and come back to finish the details.

Add a Location

1. Click your profile name in the bottom-left corner, then choose Manage Locations. This opens the list of every location you've created, shown in its hierarchy.
2. Click Add Location in the top-right corner.
3. Enter a Location Name.
4. (Optional) Set a Parent Location if this site belongs under a region or company you've already created. Leave it on No Parent for a standalone location.
5. Turn on the Service Location toggle if this is an active site where cleaners work and clock in. This reveals the address, geofence, and timezone fields.
6. Enter the address. As you type, Clean Smarts suggests matching addresses—pick the correct one from the list. A map appears with a pin on the site and a shaded geofence circle around it.
7. Set your geofence and other options (see below), then click Save Changes.

After you save, Clean Smarts opens the location so you can finish the rest of its setup using the tabs on the left.

Set the Geofence

The geofence is the circle around the location's map pin. Clean Smarts uses it to confirm cleaners are on site when they clock in or out from the mobile app.

Use the Geofence options dropdown to choose how strict it is:

• Use the default company setting — follow the company-wide geolocation rule (this is the default).
• Do not enforce the geofence at this location — turn the geofence off for this site.
• Users must be on-site to clock in and out — block clock in and clock out when the cleaner is outside the circle.
• Enforce the geofence at this location and clock users out when they leave — the "clock them out as they leave" option; the app also clocks a cleaner out automatically if they leave the area while on the clock.

Set the Geofence radius to size the circle (the unit follows your company's distance setting). We recommend keeping it at least 0.125 miles (about 200 meters) so normal GPS drift doesn't block cleaners who are actually on site. For a deeper look at radius, enforcement levels, and what cleaners see on their phones, see Geofencing for mobile timekeeping.

You can also set the location's Timezone here so shift times and reports match the site's local clock.

Finish Setup with the Location Tabs

Once the location is saved, the left-hand menu gives you a tab for each part of its setup. You're on the General tab now—that's where the name, address, and geofence live.

Service Details

Add the information cleaners need to get into and work the building. Most customers use Cleaner Notes for things like alarm codes, door codes, and access instructions—these show up for cleaners in the mobile app. Use Admin Notes for internal notes, and add Site Supervisors so the right people get alerts for the location.

Shifts & Inspections

Create the shifts cleaners work at this location. Setting up a shift has a few steps of its own, so watch the shifts video for the full walkthrough.

Scope of Work

Break the building into the rooms, floors, and areas you clean:

1. Click Add Sublocation to add an area under the location (for example, "Floor 1").
2. Nest sublocations under a parent to build out the structure—open the ⋯ menu on a row and choose Add Sublocation, or drag a row onto another to nest it (for example, "Office 101" under "Floor 1").
3. Assign checklists to a specific area from the same row's ⋯ menu. For the full process, see How do I add a checklist to a location?

This is also where you print barcodes or QR codes and require scans for each area—see How do I set up scan points?

Supplies

Build a supply catalog just for this location:

1. Click Manage Supplies.
2. Move the items you stock here from Available Supplies on the left to Location Assignments on the right, then save.

Only the supplies you assign show up as options for this location.

Tips and Troubleshooting

The Service Details, Scope of Work, or Supplies tab is greyed out. Those tabs are only available for service locations, and only after the location is saved. Turn on the Service Location toggle on the General tab, click Save Changes, then reopen the tab.

I don't see an address or map. The address and geofence fields only appear when Service Location is on. A location with the toggle off is meant for organizing other locations, so it doesn't get an address.

My cleaners are getting blocked when they clock in. The geofence radius may be too tight. Open the location's General tab and widen the Geofence radius, or switch the enforcement option. Geofencing for mobile timekeeping covers how to diagnose check-in problems.

I can't find the location I just made. From Manage Locations, check the Active / Inactive toggle in the toolbar and use the search box. New locations are active by default.

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