How Do I Add Notes and Files to a Location?

Use location notes to keep site-specific information where your team already looks for it. You can add internal notes for supervisors, cleaner-facing instructions for the mobile app, and links or file fields for documents such as floor plans, safety sheets, or access procedures.

Applies to: Account administrators and managers with the Locations (Edit) module. Location notes and location custom field values are edited in the web portal. Cleaners and other mobile users see the information only when their role and location access allow it.

Before You Start

Open the right location. If you're still creating the site, save the location first so the Service Details tab is available.
Decide who should see the information. Use Cleaner notes for information field workers need. Use Admin Notes for internal details that cleaners should not use in the field.
Store large files in the right place. Use note links for documents already stored in Google Drive, SharePoint, Dropbox, or another cloud tool. Use a File custom field when you want the file attached directly to the location record.

Add Notes to a Location

Click your profile name in the bottom-left corner, then choose Manage Locations.
Select the location you want to update.
Open the Service Details tab.
Enter internal information in Admin Notes.
Enter field instructions in Cleaner notes.
Click Save.

After saving, Clean Smarts stores the notes on the location. Cleaner-facing notes appear in the mobile app under Location details for users who can access that location.

You can also jump to a location with search: press Ctrl/Cmd + K, type the location name, and open it from the results.

Choose the Right Notes Field

Field	Who should use it	Good examples
Admin Notes	Administrators, supervisors, and managers	Customer preferences, internal account details, escalation notes, billing context.
Cleaner notes	Cleaners and other field users	Alarm codes, door lock codes, access instructions, parking notes, site procedures.

Don't put sensitive internal information in Cleaner notes unless the cleaning team needs it to do the job.

Add a Link to a Document

Use a note link when the file already lives in another system, such as Google Docs, a shared drive, or cloud storage.

Open the location's Service Details tab.
In Cleaner notes or Admin Notes, type descriptive text such as "MSDS sheets" or "Floor plan."
Select the text.
Click the link icon in the editor toolbar.
Paste the document URL.
Click Save.

Use clear link text instead of pasting a long URL by itself. For example, "Floor plan" is easier for a cleaner to recognize on a phone than a full cloud-storage link.

Attach Files with a Location Custom Field

If you need to attach files directly to the location record, create a Location Custom Fields field with the File data type. This is useful when you're consolidating information that used to live in spreadsheets, notebooks, or separate folders.

Click your profile name in the bottom-left corner and open Company Settings.
Open Location Custom Fields.
Click Add Custom Field.
Enter a clear Description, such as "Safety documents" or "Floor plans."
Set Data Type to File.
Choose the Visibility based on who should see the files.
Click Create Field.
Go back to Manage Locations, select the location, and open Service Details.
In Custom Fields, upload or drag files into the new file field.
Click Save.

File custom fields support common document and image formats, including PDFs, Word documents, spreadsheets, text files, and images.

What Mobile Users See

Cleaners and managers can see location information in the mobile app under Location details when they have access to that location.

Cleaner notes show as Notes:.
Admin Notes show as Admin notes: for users whose permissions allow them to view admin notes or location details.
Location custom fields show in the location details area when the field's Visibility and the user's permissions allow it.
Links in notes open from the mobile app, so make sure cloud documents are shared with the right people before you save the link.

Tips and Troubleshooting

The Service Details tab is greyed out. The location may not be saved as a service location yet. Open the General tab, turn on Service Location if this is a site where cleaners work, click Save Changes, then return to Service Details.

A cleaner can't open a linked document. Check the sharing settings in the cloud storage tool. Clean Smarts can show the link, but the document provider controls whether the user can open the file.

A mobile user can't see a custom field. Check the field's Visibility, the user's role, and whether the user has access to that location.

I need to hide sensitive information. Move it from Cleaner notes to Admin Notes, or use a custom field with restricted Visibility.