Maintenance Logs

Demo guide · Housekeeping

Dashboard

Demo Home · Housekeeping

Housekeeping demo guide

What the housekeeping team does in the app: record the daily, weekly and monthly cleaning logs, log mop changes and dryer filter cleans, and report repairs. Follow the guide top to bottom, or jump straight to a topic.

3

frequencies: daily, weekly, monthly

4

mop colours, one for each kind of area

3

dryer filters to log

▶ Watch the narrated demo (about 6 min)
Overview
Cleaning logs
Mop changes
Dryer filters
Records
Repairs & first aid

Getting started

  1. 1

    Sign in

    Enter your username and 4-digit PIN. The Sign In button stays greyed out until every digit is entered.

  2. 2

    Work down the dashboard

    Dryer filters, then daily, weekly and monthly tasks, then the mop change log.

  3. 3

    Look for the Done label

    A tile marked Done has been recorded today. Anything without it still needs doing.

  4. 4

    Log out when you finish

    Use the red Logout button at the top right.

A typical day

  • Log each dryer Filter 1 clean as it happens
  • Complete the daily room tasks
  • Change and log mops
  • Do any weekly or monthly task that is due

What you do not do

  • You do not backdate: everything is recorded for today
  • You do not change a repair's status, maintenance does
  • You do not tick tasks you have not done

Overview

Your dashboard and how to read it.

OverviewDashboard: Dashboard, top of the page

Housekeeping dashboard

Your home page. Everything the housekeeping team records starts here, laid out in the order you work through it.

How to do it

  1. The top card shows Viewing tasks for today's date, and the blue View Records button.
  2. The Welcome card shows four counters: Daily Tasks, Weekly Tasks, Monthly Tasks and Mop Changes, which count what your home has set up.
  3. Below that come Dryer Filter Cleaning, then the Daily, Weekly and Monthly Tasks, the Mop Change Log, Repairs and First Aid.
  4. Cleaning tasks are grouped by floor, each floor in its own colour, so you can find your area quickly.
  5. A tile marked Done has been recorded today.

Good to know

  • ✓Tasks are set up for your home by your administrator
  • ✓If none are set up you see No Cleaning Tasks Available
  • ✓Everything you record is for today only. There is no backdating
Good to know: The tiles are for your own home's rooms and areas, so yours will have different names to the demo.

Cleaning logs

The daily, weekly and monthly checklists for every room and area.

Cleaning logsDashboard: Daily, Weekly and Monthly Tasks

Recording a cleaning log

The same simple process for every task: open the room or area, tick what you have cleaned, save.

How to do it

  1. Tap a room or area tile. The page shows its name, floor and a badge: Daily Check, Weekly Check or Monthly Check.
  2. If a reference document is attached, tap it to open the cleaning instructions for that area.
  3. Under Cleaning Checklist, tick each task as you finish it, for example vacuum or mop floors, clean and disinfect toilets and sinks, wipe door handles and light switches, or dust surfaces.
  4. Select All / Deselect All ticks the lot in one tap. Use it only once everything is truly done.
  5. Add anything worth reporting under Additional Comments (optional).
  6. Tap save. If anything is unticked, an Incomplete Checklist box says how many are left. Choose Go Back & Complete, or Submit Anyway if a task genuinely could not be done and you have said why in the comments.
  7. The tile now shows Done.

Good to know

  • ✓The date is fixed to today, so a log cannot be backdated
  • ✓The checklist for each room is set up by your administrator
  • ✓You can record the same room again later in the day if needed
Watch out: Only tick what you have actually cleaned. The record is a legal log, and Submit Anyway exists so that an honest gap is recorded, not hidden.
Cleaning logsDashboard: Daily, Weekly and Monthly Tasks

Daily, weekly and monthly tasks

Three groups of tiles. They work the same way, but you do them at different times.

How to do it

  1. Daily Tasks are the everyday cleans, for example communal areas and bedrooms.
  2. Weekly Tasks are the deeper cleans, done once a week.
  3. Monthly Tasks are the periodic jobs such as windows, upholstery and behind furniture.
  4. Each group is split by floor, in its own colour, with a label above the tiles.
Good to know: A tile shows Done only when it has been recorded today. Weekly and monthly tiles appear every day, so do each on its agreed day and record it that day.
Cleaning logsDashboard: A tile marked Done

Looking back or fixing today's log

Tap a Done tile to see exactly what was recorded, and correct it if you made a mistake the same day.

How to do it

  1. Tap a tile marked Done. The page shows the room, who recorded it and when, the ticked checklist items and any comments.
  2. If the log was recorded today, an Edit Entry button appears.
  3. Change the ticks or comments, and tap save. A Confirm Changes box asks you to confirm.
  4. After today, the log cannot be edited.
Good to know: Editing is for correcting a slip. Do not use it to change what was done.

Mop changes

Colour-coded mops, logged every change.

Mop changesDashboard: Mop Change Log container

Mop change log

Colour-coded mops prevent cross-contamination. Each area has an assigned mop colour, and you log every time the mop is changed.

How to do it

  1. Find the area under Mop Change Log. Areas are grouped by floor, each tile shows its mop colour.
  2. Tap the tile. Read the Confirm Mop Change page: I confirm that I have changed the (colour) mop for this area.
  3. Your name and today's date are filled in. Add Notes (optional) for any issues or observations.
  4. Tap Confirm Mop Changed. A Mop Changed! message confirms it and the tile shows Changed.

The colour code

  • ✓Red: bathrooms and toilets only
  • ✓Blue: general areas, corridors and bedrooms
  • ✓Green: kitchen and food preparation
  • ✓Yellow: isolation and clinical areas
Watch out: Never use a mop outside its colour. Red mops stay in bathrooms and toilets.

Dryer filters

Log each clean or replacement as it happens.

Dryer filtersDashboard: Dryer Filter Cleaning container

Dryer filter cleaning

The tumble dryers have three filters. Log each clean or replacement as it happens.

How to do it

  1. Filter 1 (the lint filter): clean after every drying cycle, and log each clean.
  2. Filter 2 (secondary): clean only when the dryer display prompts Clean first and second filter.
  3. Filter 3 (the special filter): replace when the display shows Time for maintenance. The machine can still be used until it is replaced.
  4. Tap the filter, enter the Staff Member Name, the Date and Time (for Filter 3, the Date Replaced), and any notes, for example a batch number or contractor name.
  5. Save. A green message confirms, for example Filter 1 cleaning logged successfully.
  6. The form includes the manufacturer's guidance and a link to the full cleaning guide (PDF).
Watch out: A blocked filter is a fire risk. Do not skip Filter 1 between cycles.
Good to know: Notes are optional but useful. For a replacement, note where the part came from.

Records

Look back at what has been recorded.

RecordsDashboard: View Records button, top of the dashboard

Viewing records

Look back at anything the housekeeping team has recorded.

How to do it

  1. Tap View Records at the top. Use Filter Logs by Date, Room/Area, Frequency (daily, weekly, monthly) and Completed By.
  2. The list shows Cleaning Logs with the total number of records. Tap one to see its ticked tasks and comments.
  3. Further down you will also see the Clinic Room Cleaning records, daily and weekly, completed by the care team.
  4. Mop change history filters by month, specific date and area. Tap a record to see its details.
  5. Dryer filter history filters by filter, month and date, and links to the cleaning guide.
Good to know: Your manager and regional manager see these same records, so what you write is what they read.

Repairs & first aid

Report faults and find the first aid guide.

Repairs & first aidDashboard: Repairs container

Repairs

If you find something broken, report it so maintenance can fix it.

How to do it

  1. Tap Report New Repair and describe it with the location, what is wrong and any safety concerns.
  2. The container counts Pending and In Progress repairs.
  3. View All Repairs lets you follow what has happened, with notes from maintenance.
Watch out: For a life-threatening emergency such as fire, gas leak or major flood, call 999 first.
Good to know: Your list is view only. The maintenance team changes the status.
Repairs & first aidDashboard: First Aid container

First aid

The first aid guide for CPR, DR ABC and emergency procedures is one tap away.

How to do it

  1. Tap First Aid Guide for the step-by-step reference.
  2. In an emergency, call 999 immediately.

Rules to remember

Tick it only once it is done

The record is a legal log. Be honest about gaps.

Right mop, right area

Red toilets, blue general, green kitchen, yellow clinical.

Filter 1 after every cycle

Log every clean as it happens.

Emergencies

Fire, gas leak, major flood or injury: call 999 first.

Questions

I did not finish every task. Can I still save?+

Yes. The Incomplete Checklist box shows how many are left. Choose Submit Anyway only if the job truly could not be done, and say why in the comments. Otherwise tap Go Back & Complete.

I ticked something by mistake.+

If it is the same day, open the Done tile and tap Edit Entry. After today the log cannot be changed.

Why is my weekly task not showing as Done?+

A tile shows Done only when it has been recorded today. Weekly and monthly tiles appear every day, so record them on the day you do them.

Can I enter yesterday's log?+

No. Everything is recorded for today and cannot be backdated. If a task was missed, tell your manager.

I cannot find a room.+

Tasks are set up by your administrator. If a room is missing, ask your manager to have it added.

Which mop do I use?+

The tile shows the area's colour. Red for bathrooms and toilets only, blue for general areas, corridors and bedrooms, green for kitchen and food preparation, yellow for isolation and clinical areas.

When do I clean Filter 2?+

Only when the dryer display shows Clean first and second filter. Filter 1 is cleaned after every cycle, and Filter 3 is replaced when it shows Time for maintenance.

Why can't I change a repair's status?+

Housekeeping has a view-only list. The maintenance team updates the status and adds notes.

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