One profile per cleaner, not six spreadsheets.
Janitorial management software holds each cleaner's details, right-to-work evidence, site assignments and training records in one profile, so the paperwork an inspector or a client asks for is retrieved rather than reassembled.
Module
Cleaners — see the full specification
The records that get asked for, in one place
Right-to-work evidence, COSHH training, site assignments and contract history are usually held in four different systems by three different people. They are also, almost always, the exact four things asked for at once — by an inspector, by a client onboarding your staff, or by a tribunal.
- Personal details, right-to-work evidence and contract history together
- Training and COSHH records held against the person
Who is where, now
Site assignments and current status sit on the profile, so the question of which sites a person works is answered from the record rather than from memory. This is also what makes a TUPE list something you can produce rather than something you have to construct.
- Site assignments and current status visible at a glance
Training that is evidenced, not asserted
Saying staff are COSHH trained is not the same as being able to show which staff, on what date, on which products. The record is held against the person, which is the level an inspector asks at.
What goes wrong without it
- Right-to-work copies sit in a folder on one machine, and nobody is certain the folder is complete.
- Training is recorded as a course that ran rather than as the people who attended it.
- A TUPE list has to be assembled from payroll, the rota and somebody's memory, under a deadline.
- Staff turnover quietly erases the only record of who was trained on what.