Replacing manual and paper-based processes equates to an extra person for admin team
- Service monitoring helps to win more business
- Replacing paper timesheets saves time and reduces errors
- Electronic booking on and off for shifts ensures accurate payroll
- Proof of Attendance reduces invoice queries
- Time saved on back-office admin is the equivalent of an extra person on the team
Based in Nantgarw, Cardiff, Approved Cleaning Services is on a mission to banish the ‘mop & bucket’ image of the industry. With up to 100 cleaning operatives during the summer, including temporary workers, the company strives to offer services to a consistent quality, exceeding clients’ expectations at all times. By developing the right attitudes, training levels and values Approved Cleaning Services ensures a first class approach to customer service.
As the business was rapidly expanding Approved Cleaning Services’ previous system for managing its workforce and payroll was approaching end of life, no longer fit for purpose. Operations Director, Amanda Jones reviewed the options within the market, had a demonstration of SmartTask and liked what she saw.
Control Room monitor shifts in real time
SmartTask is now used across the company. Cleaning operatives use the SmartTask App to sign in and out for their shifts, replacing paper timesheets which were often received late and could be subject to error. In the control room Amanda and her team can see exactly who is working where thanks to SmartTask’s geolocation features, and at what time operatives signed in, all in real time. The system provides notifications of any late arrivals or if someone has failed to show up for a shift, so that remedial action can be taken swiftly, ensuring service levels are maintained. From a Duty of Care perspective, if someone has not left a site when they are expected to, particularly in the case of lone workers, the team can make a call to check that they are OK.
NFC technology streamlines on-site operations
One of Approved Cleaning Services’ specialist services is one-off site cleans, for example, construction sites and student accommodation for universities. For these type of jobs, they set up a clocking station on-site, so that temporary workers can simply scan the tag at the station to sign on for their shift. In addition, the company is currently rolling out NFC tags across all of its regular sites, usually in the cleaning cupboard, so that staff are able to log in when they are ready to start work. At the same time, supervisors can check cleaning supplies and place orders via the SmartTask app for the control room to replenish.
Accurate hours mean correct payroll, and invoices
The electronic logging in and out has been welcomed by the majority of staff as quicker, easier and it ensures that they are paid accurately at the correct rate. Customers like it because they can see proof of attendance, which provides peace of mind that they are receiving the service they have contracted. This also means fewer queries of invoices, leading to faster settlement.
Electronic Holiday Management
SmartTask is used to manage staff holiday, replacing paper-based holiday forms. Staff use the SmartTask app to request their holiday dates. The control room can check that there is adequate cover and can give approval. The whole exchange is held within SmartTask meaning there are no lost emails or forgotten conversations, and everyone has a record of what has been agreed.
Richard Jones, Sales Director at Approved Cleaning Services commented; “Having the SmartTask system is like having an extra member of staff. It saves so much time in so many different ways, and it’s hard to imagine life without it now.”
SmartTask helps to win more Business
Having the SmartTask system to monitor the services provided has proven to be a major selling point for Approved Cleaning Services. Clients like to know that service levels are being closely monitored, that Approved Cleaning Services can see when operatives are on-site, and if someone fails to show, will provide a replacement to fill the gap in service.