How Do I Set Up Cleaning Records?

Cleaning Records lets you publish the date and time of the two most recent cleanings for a room or area. Anyone can scan a posted QR code with their phone camera—no Clean Smarts login—and choose View recent cleanings or Submit feedback.

Use this when a customer, building manager, or workplace needs a public record of recent service at specific areas (for example restrooms, break rooms, or other high-traffic rooms). You designate those areas in the web portal. Cleaners still do the work on their normal location checklist in the mobile app.

Applies to: Company-wide display settings need the Manage Account module. Designating areas and printing posters is done on a location's Scope of Work tab (you need location setup access, typically Locations (Edit)). Cleaning Records is configured in the web portal. Completing the work happens in the mobile app.

Before You Start

Any Expert company can use Cleaning Records. It is not limited by region. If you do not see a Cleaning Records page in Company Settings, your company is on Foundation or another plan without this feature. See How does billing work?.
Build the rooms or areas first as sublocations. You can turn cleaning records on only for a sublocation row—not the main building (facility) row. See How do I set up sub-locations?.
Create the checklist those areas use, then assign it to each tracked sublocation (the same row you designate). If the checklist sits only on the building, submissions will not count for that room's public record. See How do I add a checklist to a location?.
Print one QR poster per designated area. That same code is for recent cleanings and public feedback. You do not post a second feedback QR next to it.
These posters are not cleaner scan points. Visitors scan them with the phone camera. Cleaners still scan barcodes or scan-point codes from the Clean Smarts app. See How do I set up scan points?.

Choose Public Page Language and Cleaner Identity

These settings apply to every designated area. There is no per-location override.

Sign in to the Clean Smarts web portal.
Click your profile in the bottom-left corner of the sidebar.
Choose Company Settings.
Open Cleaning Records.
Set Public page language. This is the language on the scanned page and on poster direction text. It does not follow the language you use in the admin portal.
Set Cleaner identity on public page:
- Initials — show the cleaner's initials next to each recent cleaning (default).
- None — show date and time only.
Click Save Changes.

The public page never shows a cleaner's full name, employee ID, or job title.

Under Designated areas, you can click a row to jump to that location's Scope of Work tab. Turning records on or off still happens on Scope of Work, not in this table.

Turn Cleaning Records On for an Area

Open the service location. Use search at the top (or Ctrl/Cmd + K) and type the location name, or open it from Manage Locations.
In the location's left-hand menu, select Scope of Work.
Find the sublocation row for the room or area (not the top building row).
Open that row's ⋯ menu.
Choose Show cleaning records.

A checkmark appears in the Public records column. That column is an indicator only—use the ⋯ menu to turn records on or off.

To stop publishing cleanings for that area, open ⋯ and choose Hide cleaning records. Feedback from a valid poster can still work; View recent cleanings no longer appears for that area.

Assign the Checklist to the Same Area

The public record counts a cleaning when a cleaner submits the checklist that is assigned to that sublocation, and at least one task on that submit is completed.

On the same Scope of Work row, open ⋯ and choose Manage Checklists.
Click Add Checklist if the area's checklist is not already listed.
Confirm the checklist is on this sublocation—not only on the parent building.

You can still assign many locations from Quality > Checklists. What matters for the QR is that this tracked room is in the assigned set.

Print One QR Poster

For one area:

Confirm the row shows a Public records checkmark.
Open ⋯ and choose Print QR Poster.
Set Offset (skip labels) and Copies per location if you need them.
Click Print.

For several areas at once:

Check the sublocation rows you want.
Click Batch Options.
Choose Print QR Posters.
Review print options, then click Print.

If your browser blocks the print window, allow pop-ups from Clean Smarts and try again.

Post each label in the area named on it. Default English poster text is Scan to leave feedback or to view recent cleanings. Poster wording follows Public page language, not your admin language.

Existing public-feedback QR codes you already posted still open the same public page. You do not have to reprint them for feedback to keep working. Reprint when you want the newer poster wording, or to comply with Ontario O. Reg. 480/24 (Washroom Facilities).

What People See When They Scan

Scanning the poster with a phone camera opens a public page (no login).

When cleaning records are on for that area, they can:

Choose View recent cleanings — up to the two most recent cleanings, with local date and time (from the location's timezone). Initials appear only if you chose Initials. If nothing has been submitted yet, the page shows No cleaning records yet.
Choose Submit feedback — Comments and How would you rate the cleanliness of the room? (optional stars), then submit.

If cleaning records are not live for that area, View recent cleanings is hidden. Submit feedback still appears for a valid poster.

Submitted feedback still creates an issue you can work from Quality > Issues, the same way public feedback has worked. See How do I set up public feedback using QR codes?.

There is no in-app “preview last two cleanings” screen for admins. To confirm what the public sees, scan the poster yourself.

How Cleanings Get Onto the Record

Cleanings come from checklist work in the field—not from typing a time in the web portal, and not from a paper log inside Clean Smarts.

The cleaner clocks in and completes tasks on the checklist assigned to the tracked sublocation.
During the shift, they can submit that checklist from the mobile app. Each submit is one cleaning, so the same room can appear twice in one shift (for example late morning and after lunch).
If they never submit during the shift, clocking out still records one cleaning for completed work on that checklist that was not already submitted.

Checkout by itself does not create multiple cleanings for the same checklist in one shift. Same-shift re-cleans need the mid-shift submit.

A submit counts only if at least one task on that pass is completed, and only if the checklist's location is the designated sublocation.

Ontario Washroom Compliance

Cleaning Records is not limited to Ontario or to washrooms. Use the same setup for any designated area.

If you service Ontario workplaces, the same feature can also support O. Reg. 480/24 washroom cleaning-record rules (record content and accessibility in force as of January 1, 2026). In plain terms, those rules ask employers and constructors to keep the date and time of the two most recent washroom cleanings and make that record available—posted near the washroom, or available electronically with directions on how to access it.

To use Cleaning Records for that:

Designate each washroom as a sublocation and turn on Show cleaning records.
Assign that washroom's checklist to the same sublocation.
Print one QR poster and post it where people can scan it.
Have cleaners submit the checklist after each cleaning so the public page shows the last two times.

On Company Settings > Cleaning Records, you can optionally turn on Use for Ontario law compliance. Leave it off unless your team is posting records for those Ontario workplace washroom rules. The switch does not change the product name or hide Cleaning Records in other regions. When it is on, Designated areas can mark a poster Needs reprint until you print a new Print QR Poster for that area.

The Ontario washroom compliance guide link on that page opens Ontario’s Maintaining clean washroom facilities for workers page. That is government guidance, not Clean Smarts legal advice. Your company is responsible for whether a given site’s posting and process meet the regulation.

For a longer work history than the last two cleanings (including construction-project history), use Tasks & Scans reporting in the web portal. Cleaning Records always shows only the last two on the public page.

Tips and Troubleshooting

I don't see Cleaning Records in Company Settings. Confirm the company is on Expert and your role includes Manage Account. Foundation companies see an Expert upgrade message instead of this page.

I don't see a Public records column or Show cleaning records. Same Expert gate. Also confirm you are on a sublocation row. The main location row cannot be designated.

The QR shows feedback but not View recent cleanings. Turn on Show cleaning records for that sublocation and confirm you are still on Expert. Deep links to cleanings when the area is not live show Unavailable and do not list history.

The page says No cleaning records yet. Check that the checklist is assigned to that sublocation, that a cleaner completed at least one task and submitted (or clocked out), and that you are scanning the poster for that same area—not a label posted in the wrong room.

Times look wrong. Display times use the location's timezone. Public language does not change the clock.

I need a longer history than two cleanings. The public page always shows the last two. Use existing Tasks & Scans reporting in the web portal for a longer work history.

A designated area shows Needs reprint. That reminder appears only when Use for Ontario law compliance is on. Print a new Print QR Poster for that area and post it.