How Should I Set Up My Locations?

Use this guide when you're deciding how to organize the facilities you service in Clean Smarts. A good location structure makes reporting more useful and lets you give managers access to a whole group of locations without updating their profile every time a site changes.

Applies to: Account administrators and managers who can edit locations in the web portal.

Before You Start

Think of your location list as a hierarchy. Your company sits at the top, regions or account groups sit underneath it, and the actual buildings you clean sit under the right group.
Leave Service Location off for organizing locations such as your company, a region, or an account group. Turn Service Location on only for real sites where cleaners work, clock in, and need service details.
If you only manage a few sites, you can keep the hierarchy simple. The goal is clarity, not extra layers.

Step 1: Create Your Top-Level Location

The top-level location represents your company or organization. All other locations can sit underneath it.

Click your profile name in the bottom-left corner, then choose Manage Locations.
You can also use the search bar at the top left, or press Ctrl/Cmd + K, and search for Manage Locations.
Click Add Location.
Enter a Location Name that matches your company name, such as "Cleaning Company LLC".
Leave Parent Location set to No Parent.
Leave Service Location turned off.
Save the location.

After you save, this becomes the top of your location structure. Use it when you want reports, issues, hours, or other operational data rolled up for the whole company.

Step 2: Create Region or Account Groups

Region and account groups help you divide your work into useful sections. Common examples include "Houston Region", "West Region", "North Region", or the name of a large customer account.

Open Manage Locations again.
Click Add Location.
Enter the region or account name in Location Name.
Set Parent Location to the top-level location you created in Step 1.
Leave Service Location turned off.
Save the location.

You can repeat this step for each region, account, branch, or customer group you want to track separately.

Step 3: Add Service Locations Under the Right Group

Once your groups are in place, add the buildings or sites your team actually services. These are the locations where cleaners clock in, complete checklists, request supplies, and report issues.

When you create a service location:

Set Parent Location to the region or account group it belongs under.
Turn Service Location on.
Add the address, geofence, timezone, shifts, checklists, supplies, and service notes that apply to that site.

For the full service-site setup, see How Do I Add a Location?.

Use Groups to Manage Manager Access

Groups are especially helpful when managers oversee a region, branch, or account. Give the manager access to the group location, and they can see the child locations underneath it.

If you add or remove service locations under that group later, you don't have to update the manager's access one location at a time. Their access follows the location hierarchy.

Tips and Troubleshooting

I'm not sure whether a location should be a service location. If cleaners work there, clock in there, or need site-specific service details, make it a Service Location. If it only organizes other locations, leave Service Location off.

My reports feel too broad or too narrow. Check the parent location assigned to each service site. Reports become more useful when each site sits under the correct region or account group.

A manager can't see a location they should manage. Confirm the service location is under the group the manager has access to. If it's outside that group, either move the location under the correct parent or add access for the manager.

I only have one region. That's fine. You can use one top-level company location and place service locations directly under it, or create a single account group if that makes reporting clearer.