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How does Sync work in the Clean Smarts mobile app?

Learn the difference between refreshing server data and uploading work saved offline, including when each sync runs automatically.

Clean Smarts syncs in two directions: it downloads current information from the server and uploads work saved on your phone. These use different screens.

Applies to: Cleaners and managers using the current Clean Smarts mobile app. Changes to schedules, locations, permissions, and company settings are managed in the web portal.

The Two Types of Sync

Refresh server data

Use MORE > Sync when information on the phone looks out of date. This downloads a fresh copy of server data, including schedules and assignments, locations, checklists and tasks, users, issues, messages, supplies, settings, and the current check-in.

This screen refreshes information from Clean Smarts. It does not directly open or run the phone's list of offline work waiting to upload.

Upload work saved on the phone

When the app has tracked offline work waiting to upload, HOME shows a blue banner that says You have number items to sync. The number can include:

  • Checkins
  • Inspections
  • Issues
  • Scan points
  • Task images
  • Jobs

Tap that banner to open the pending-item Sync screen. This is separate from MORE > Sync.

When Sync Happens Automatically

  • When there is no saved app data on the phone, the app needs a connection after login to download the information required for the main screens.
  • While you are online, the app receives many server changes automatically. Some screens may need to be reopened or refreshed before the change appears.
  • When the app opens its main screen while online, it attempts to upload pending offline items.
  • When a lost connection returns, the app automatically retries pending offline actions and queued media uploads.

Automatic sync does not make new server changes available while the phone is offline. The phone can only show information that was downloaded earlier.

Refresh Information from the Server

  1. Open MORE.
  2. Tap Sync.
  3. Tap the Sync button on the page.
  4. Keep the app open while the button shows progress.
  5. Wait for Nice job. Thank you! The app shows Error syncing offline data if it cannot complete the refresh.
  6. Return to the screen you were checking and reopen it. On MY JOBS, tap the circular refresh button if it appears.

Use this refresh after an administrator changes a shift, assignment, location, permission, checklist, or setting and the phone still shows the old information.

Upload Pending Offline Items

  1. Connect to reliable Wi-Fi or cellular data.
  2. Open HOME.
  3. Tap You have number items to sync.
  4. Review the counts beside each item type.
  5. Tap Sync all items.
  6. Wait for the remaining count to update. When every tracked item uploads, the pending-item screen closes.

An item can show:

  • Not synced when no upload attempt has been recorded
  • The date and time of the last attempt
  • An error from the failed attempt

To retry one item, open its three-dot menu and tap Update item. If the phone is offline, the app shows No internet connection.

Do not tap Remove item unless you intend to discard the local item. Removing it can permanently delete work that has not reached the server.

Important Limits and Edge Cases

  • The app may require pending time or other offline items to sync before allowing another check-in.
  • Work still listed on HOME has not finished uploading. For example, an offline punch may not appear in web Time Detail until the pending item clears.
  • Inspection and issue photos can upload separately from the main item. A cleared Home banner does not guarantee that every attachment finished. Check for Uploading media, a failed upload count, or Retry on the item.
  • Some companies or locations do not allow offline check-in or check-out. Sync cannot override that policy.
  • Do not uninstall the app or clear its storage while items are waiting. Pending actions and attachments are stored on that phone and may be lost.

If Information Still Looks Wrong

  1. Check the small status dot on the HOME profile photo. Green means the app detects a connection; red means it does not.
  2. Try a different connection, such as cellular data instead of site Wi-Fi.
  3. Run MORE > Sync again, then reopen the affected screen.
  4. If HOME still shows pending items, open the banner and retry those items separately.
  5. Ask an administrator to confirm the shift, assignment, location access, or setting in the web portal. A successful refresh cannot download an assignment or permission that was never added.

Do not repeat a check-in, inspection, or issue only because it is still pending. Retry the saved item first to avoid submitting the same work twice.