1. Call-out coverage plan
What happens when a cleaner is late or can't make a shift, so the answer isn't "call the owner".
Who handles it
- Cleaners report call-outs to: (the supervisor on shift), not the owner.
- Latest time to report a call-out before a shift: minutes before start (check local sick-leave and notice rules).
- The supervisor acknowledges within minutes and decides the next step.
- The owner is told only if: the account is at risk, no one can cover, or .
Backup list (ask in this order)
| Name | Accounts they know | Available | Phone |
|---|---|---|---|
The steps
- Cleaner reports it, with the job and the reason (late, can't make it, can't get in).
- Supervisor acknowledges and asks the first person on the backup list.
- The job isn't covered until the replacement says yes. No answer in minutes: ask the next person.
- If no one can cover: the supervisor covers, or tells the client before the building opens. Who calls the client: .
- Write down who covered and when, so the late or missed clean has a record.
How Sparkaira handles this: the cleaner reports it from the job, it goes to the supervisor first with a response time, and when the supervisor asks another cleaner, the app shows whether they accepted. See how a late cleaner is handled.
General example from Sparkaira (sparkaira.com/templates). Not legal or safety advice. Follow your company's safety program, product labels, applicable regulations and your client's site rules.
2. Night checklist by account type
A starting point for supervisor walk-throughs. Edit it to match each client's cleaning scope; the scope in each client's contract should guide what you check.
Every account
- Trash and recycling emptied, liners replaced
- Restrooms cleaned and restocked (soap, paper, liners)
- Entry glass and door handles wiped
- Floors vacuumed or mopped in the areas in scope
- Lights, doors and alarm set as the client requires
- Anything damaged, unsafe or out of supplies reported, with a photo
Office
- Break room counters, sink and tables wiped; dishes left as the client requires
- Conference rooms reset
- Desks dusted only where the client's scope says so
Medical office (non-clinical areas, unless your contract and training cover more)
- Waiting room seating and high-touch surfaces wiped with the client's approved product
- Staff restrooms and break areas
- Sharps containers and regulated waste: don't touch unless your company is trained and contracted for it
- Report any exposed sharps, spills or suspected exposure to your supervisor and the client right away
- No photos of patients, charts or screens
Retail
- Fitting rooms and customer restrooms
- Entry mats and high-traffic floor paths
- Stockroom and back-of-house as scoped
Supervisor sign-off
- Checked by (not the person who cleaned): Time:
- Corrections asked for:
Safety first: follow your company's safety program, the product labels, applicable regulations and your client's site rules.
How Sparkaira handles this: each location has its own checklist and required photo count, a cleaner can't submit until both are done, and a supervisor who didn't do the work marks it human verified or asks for a correction. See checking the work.
General example from Sparkaira (sparkaira.com/templates). Not legal or safety advice. Follow your company's safety program, product labels, applicable regulations and your client's site rules.
3. Supervisor spending-limit policy
So supervisors can fix small things fast, and the owner still decides on the big ones.
- Supervisors can approve spending up to $ per request.
- Above that, the request goes to: , who answers within .
- Supervisors can approve: supplies, small replacement parts, .
- Always goes to the owner, whatever the amount: equipment purchases, anything billed to a client, new vendors, .
- Every approval needs: what it's for, which account, the amount, and a receipt or photo afterwards.
- Emergencies (safety, water, security): the supervisor acts first and tells right away.
- We review this limit every months.
Signed
- Owner: Date:
- Supervisor: Date:
How Sparkaira handles this: the supervisor approves spending under the limit you set; above it, the request goes to you. An approval creates a follow-through task; it doesn't buy anything. The app uses the limit you set; the other rules here are your own policy. See spending decisions.
General example from Sparkaira (sparkaira.com/templates). Not legal or safety advice. Follow your company's safety program, product labels, applicable regulations and your client's site rules.