Employee Management

CleanOps makes it easy to invite team members, assign roles, and manage your cleaning business workforce efficiently.

Table of Contents

• Understanding Employee Roles
  • Admin
  • Technician
  • Viewer
• Inviting Team Members
• Managing Invitations
• Managing Employees
  • Viewing Your Team
  • Viewing Employee Details
  • Editing Employee Information
  • Removing an Employee
• The Technician Portal
  • Dashboard
  • Job Schedule
  • Job Details
  • Job History
• Role Changes and Security
• Best Practices

Understanding Employee Roles

CleanOps has three employee roles, each with specific permissions:

Admin

Has full access to manage quotes, jobs, customers, team, and system settings.

What Admins Can Do:

• Create, view, edit, and delete jobs
• Manage the scheduler (Day, Week, Month views)
• Create and manage quotes
• Create, send, and manage invoices
• Add, edit, and delete customers
• View and manage employees
• Access reports and analytics
• Configure company settings (except billing/subscription)
• Manage job notes
• Track expenses
• Handle service requests

What Admins Cannot Do:

• Manage billing and subscription settings (employer-only)

Technician

Performs assigned jobs with access to schedules, clock-in/out, and job details.

What Technicians Can Do:

• View their assigned jobs in the technician portal
• Clock in and clock out of jobs
• Start and complete jobs
• View job details, customer information, and addresses
• Add, edit, and delete their own job notes
• Upload and delete job photos
• View their job schedule and history
• Access the technician dashboard with today’s jobs

What Technicians Cannot Do:

• Create new jobs
• Delete jobs
• Access customer management
• View or create quotes
• Access invoices (except associated with their jobs)
• Manage other employees
• Access reports or company settings
• Edit jobs beyond status updates and time tracking

Viewer

Can view all data but cannot create, edit, or perform any actions.

What Viewers Can Do:

• View all jobs
• View the scheduler
• View quotes
• View invoices
• View customer information
• View employee list
• View reports
• View the dashboard

What Viewers Cannot Do:

• Create, edit, or delete anything
• Access billing settings

Inviting Team Members

Sending an Invitation

1. Go to Employee Management in the sidebar
2. Click + New Employee
3. Fill in the employee details:
   • First Name (required)
   • Last Name (required)
   • Email (required)
   • Phone Number (optional)
   • Phone Country Code (defaults to US +1)
4. Select a role:
   • Admin
   • Technician (default)
   • Viewer
5. Click Save Employee

The system will send an email invitation to the employee with a registration link.

What Happens Next

When you send an invitation:

1. The employee receives an email with your invitation
2. They click the registration link in the email
3. They create their CleanOps account
4. They automatically join your team with the role you assigned

Important: Invitation links expire after 7 days. If an invitation expires, you’ll need to resend it or create a new one.

Managing Invitations

Viewing Pending Invitations

Below your employee list, you’ll see a Pending Invitations section showing all invitations that haven’t been accepted yet.

For each invitation, you can see:

• Email address
• Name (if provided)
• Status (Pending)
• Date sent
• Expiration date

Resending an Invitation

If an employee didn’t receive the invitation or it got lost:

1. Find the invitation in the Pending Invitations section
2. Click Resend

A new invitation email will be sent to the employee.

Deleting an Invitation

To cancel an invitation:

1. Find the invitation in the Pending Invitations section
2. Click Delete
3. Confirm the deletion

The invitation link will no longer work, and the employee won’t be able to register using it.

Managing Employees

Viewing Your Team

The Employee Management page shows all active team members with:

• Name and avatar (initials)
• Email address with copy button
• Role badge (color-coded: Admin = blue, Technician = purple, Viewer = green)
• Date added
• Last activity date

Search and Filter Options

Search:

• Use the search bar to find employees by name or email

Filter by Role:

• Admin
• Technician
• Viewer

Filter by Last Activity:

• Last 7 days
• 30 days
• 90 days

Sort By:

• Name
• Role
• Date Added
• Last Activity

Viewing Employee Details

Click on any employee to see their detailed profile page.

Page Header:

• Large avatar with employee initials and color-coded background
• Employee’s full name
• Role badge (Admin, Technician, or Viewer with color coding)
• Back to Employees button to return to the list
• Actions dropdown (three-dot menu) with Edit Employee option

Employee Information Bar:

A horizontal info bar displays four key details:

• Email - with a copy-to-clipboard button for quick copying
• Phone Number - displays the number or “Not provided”
• Date Added - when the employee joined
• Last Activity - shows the date/time and relative time (e.g., “2 days ago”) or “No activity yet”

Time & Performance Section:

At the top right, there’s a dropdown to select the time range for viewing metrics:

• Last 30 Days (default)
• Last 7 Days
• Last 90 Days
• This Month
• Last Month
• Custom Range (opens start/end date pickers)

Performance Metrics (4 KPI Cards):

Four cards display key performance indicators for the selected time range:

1. Jobs Completed - Total count with green briefcase icon
2. Revenue Generated - Dollar amount with blue currency icon
3. On-Time Rate - Percentage of jobs started within 15 minutes of scheduled time, with indigo clock icon
4. Avg. Rating - Average customer rating with yellow star icon (or “No Ratings Yet”)

Daily Activity Table:

A detailed breakdown table showing:

• Expandable rows - Click the chevron to expand/collapse each day
• Columns: Job Date, In Time, Out Time, Total Hours, Jobs Completed
• Each day shows aggregate totals
• When expanded, shows individual jobs for that day with:
  • Job ID (clickable link to job details)
  • Status badge
  • Start and end times for that specific job

If there’s no activity in the selected date range, shows “No activity for this date range”

Editing Employee Information

1. Click on the employee to open their detail page
2. Click the actions dropdown (three-dot menu) in the top right
3. Select Edit Employee from the dropdown

A modal will open with an edit form containing:

Personal Info Section:

• First Name
• Last Name
• Email
• Phone Number (with country code selector: 🇺🇸 US, 🇨🇦 CA, 🇬🇧 GB)

Role Section:

Three radio button options with descriptions:

• Admin - “Has full access to manage quotes, jobs, customers, team, and system settings.”
• Technician - “Performs assigned jobs with access to schedules, clock-in/out, and job details.”
• Viewer - “Can view all data but cannot create, edit, or perform any actions.”

Form Actions:

• Cancel button - closes the modal without saving
• Save Employee button - saves changes and closes the modal

Important Notes:

• Changing an employee’s role immediately updates their permissions throughout the system
• If you change a role to Admin or Viewer and your company has Stripe connected, email MFA will be automatically enabled for that employee
• The employee does not need to log out and back in - permission changes take effect immediately

Removing an Employee

1. In the employee list, find the employee
2. Click Delete in the Actions column
3. Confirm the deletion

The employee will immediately lose access to your CleanOps account. Their historical data (jobs worked, notes, time logs) will be preserved.

The Technician Portal

When technicians log in, they’re automatically directed to the Technician Portal with a simplified, job-focused interface.

Dashboard

The technician dashboard shows:

Today’s Jobs:

• All jobs scheduled for today
• Customer names
• Job times
• Current status
• Service addresses

Key Performance Indicators:

• Jobs Scheduled (count for today)
• Jobs Completed (count for today)
• Estimated Work Time (total duration for today’s jobs)

Map View:

• Interactive map showing all job locations for the day

Job Schedule

Technicians can view their assigned jobs in a calendar format. This is read-only—they cannot create or delete jobs, but they can click on jobs to view details.

Job Details

When a technician opens a job, they have access to:

Job Information:

• Customer name and contact details
• Service address
• Scheduled start and end times
• Job description
• Related quotes and invoices
• Current status with visual badge

Time Tracking:

• Clock-in button to start tracking time
• Clock-out button to stop tracking time
• Live timer showing current tracked time (updates every second)
• Time log history showing all clock-in/clock-out entries
• Total hours tracked

Job Status Management:

• Start Job (same as Clock-in)
• Complete Job (marks job as finished)
  • If other technicians are still clocked in, you’ll see their names
  • Option to automatically clock out all technicians before completing
• Re-open Job (if job was completed by mistake)

Job Notes:

• View all notes on the job
• Add new notes
• Edit their own notes
• Delete their own notes
• See author and timestamp for each note

Photo Management:

• Upload photos directly from mobile or desktop
• View uploaded photos (click to view full-size)
• Delete photos from jobs they can edit
• Support for before/after categorization

Navigation:

• Back button returns to previous page (schedule or history)

Job History

Technicians can view all their past jobs with:

• Date range picker to select specific time periods
• Filter by status (Scheduled, In Progress, Completed, Canceled, Archived)
• Filter by customer
• Filter by surface type
• Search jobs by keywords
• Click any job to view full details

Role Changes and Security

Automatic Security Features

Multi-Factor Authentication (MFA):

If your company has connected Stripe for payments, Admin and Viewer roles automatically have email MFA enabled for additional security. This is because these roles can access financial information like invoices and payments.

Permission Updates:

When you change an employee’s role, their permissions update immediately across the entire system. They don’t need to log out and back in.

Multi-Technician Jobs

CleanOps supports multiple technicians working on the same job:

• Each technician tracks their own time independently
• Time logs show which technician clocked in/out
• When completing a job, if other technicians are still clocked in, you’ll see a warning
• Option to auto-clock-out all technicians before completing the job

Best Practices

1. Assign Roles Carefully

• Use Admin for managers who need full operational access
• Use Technician for field workers who perform jobs
• Use Viewer for office staff, bookkeepers, or stakeholders who need visibility without editing capabilities

2. Review Invitations Regularly

Check your Pending Invitations section and delete any outdated invitations to keep your list clean.

3. Track Performance Metrics

Use the employee detail page to monitor individual performance:

• Review jobs completed over time
• Check hours worked patterns
• Monitor revenue generated per technician

4. Update Contact Information

Keep employee email addresses and phone numbers current in case you need to reach team members quickly.

5. Leverage Time Tracking

Encourage technicians to use the clock-in/clock-out features for accurate time tracking and job costing.

6. Use Job Notes Effectively

Technicians should add notes during or immediately after jobs to document:

• Observations about the property
• Issues encountered
• Supplies used
• Customer special requests

7. Remove Access Promptly

When an employee leaves, remove them from the system immediately to maintain security and accurate team lists.