You know your team does a good job. But when a customer says the kitchen wasn’t up to scratch, can you show them otherwise?
Most cleaning businesses check quality with a walk-round and a mental note, or a paper checklist that ends up in a van door. There’s no score, no photos, and no way to spot that the same washroom has failed three visits running.
Site Assessments in ProCleanerUK change that. Walk a site with your phone, rate every checklist item green, amber or red, snap photos as you go, and get an instant score. Every result is saved, compared over time and broken down by staff member, so you know exactly where standards are slipping, and where your team is excelling. Switch on one setting, and every assessment goes straight to your customer’s portal automatically.
What are Site Assessments?
A Site Assessment is a scored quality inspection of a customer’s site. You build the checklist once, then use it on any site, as often as you like.
Each assessment is split into rooms or areas, like Kitchen, Washrooms or Reception. Each area has its own checklist items, like Worktops, Sink and Floor. You rate every item on the spot, and ProCleanerUK works out the score for each room and for the site as a whole.
By default a green rating is worth 10 points, amber 5 and red 0, and an assessment passes at 95%. You can change all of these to match your own standards.
Build your checklist once, in minutes
You design your assessments in the ProCleanerUK Form Builder, so every checklist fits the way you work. There’s no fixed template to squeeze into.
- Create a new form and set its purpose to Site Assessment.
- Drag in an Area Assessment block.
- Add each room or area you want to check.
- Under each room, add the checklist items to rate.
- Set your own points and pass mark if the defaults don’t suit you.
- Save the form and activate it.
You can build as many assessment forms as you need: one for offices, one for schools, one for holiday lets. Rooms can also be set up so they can be copied on site, so a building with four offices just adds Office 2, Office 3 and Office 4 as you walk round.
Walk the site, tap, done
Starting an assessment takes three steps: pick the form, pick the customer, then link it to one of their sites or one of their jobs.
Linking a job matters. It uses the job address as the site, and the score counts against the staff assigned to that job. That’s how you see, over time, who is consistently hitting the standard. Link just a site when you’re checking the site in general, and no staff member is scored.
On site, you tap green, amber or red for each item. Where something needs attention, add a comment and take a photo. Photos attach to the exact checklist item they relate to, so there’s never any doubt about which sink or which floor you meant.
Not checking reception today? Mark that room Not required and it’s left out of the score, so it doesn’t drag the result down. The score updates live as you go, and when you’re finished you press Save Assessment.
Results that show you the full picture
Every saved assessment shows its overall score, a score for each room, every rating, comment and photo. Tap a photo to see it full size. Linked it to the wrong customer, site or job? Change it in a couple of taps.
The Results tab turns all those inspections into something you can act on. Choose a week, month or year, or set your own dates, and you’ll see:
- Each staff member’s average and lowest scores, with the items they fail most. Tap a name to see every one of their reports.
- Every customer and site, so you can spot the contracts that need attention before the customer does.
- A score-over-time chart for each site, showing whether standards are rising or slipping.
- The checklist items that fail most often across your whole business, like the same washroom floors coming up red week after week.
Sent straight to your customer’s portal, automatically
Switch on one setting, Share Completed Task Lists & Site Assessments, and every assessment you link to a job goes straight to that customer’s portal. They’ll see it on the job in their job history, with the scores, comments and photos. There’s nothing to email and nothing to remember: save the assessment and it’s there.
It’s proof of quality your customer can check any time, without you lifting a finger. You can also download any assessment as a professional PDF to send or keep on file.
Why it matters for your cleaning business
Keep contracts. Commercial clients rarely leave over one bad clean. They leave when problems repeat and nobody notices. Regular scored assessments catch the pattern early, so you fix it before it becomes a complaint.
Settle disputes with evidence. When a customer questions a clean, you have dated, scored results with photos, not your word against theirs.
Coach your team fairly. Scores linked to jobs show who needs support and who deserves recognition, based on facts rather than impressions. The most-failed items tell you exactly what to cover in training.
Win new work. Showing a prospect real quality reports, with scores and photos, sets you apart from competitors who just promise a good job.
Try Site Assessments free for 28 days
Site Assessments are built into ProCleanerUK, alongside your scheduling, staff app, invoicing and customer portal. There’s nothing extra to install and no paper to chase.
Build your first checklist today, walk your first site tomorrow, and see your scores by the end of the week.
Frequently asked questions
Who can carry out a Site Assessment? Site Assessments are designed for admins and managers, so the people checking the work aren’t the ones being scored.
Can I use my own checklist? Yes. You build every assessment yourself in the Form Builder, with your own rooms, checklist items, points and pass mark. You can have different forms for different types of site.
How is the score worked out? Each item scores points for its rating: 10 for green, 5 for amber and 0 for red by default. The score is the points earned as a percentage of the points available. An assessment passes at 95% unless you set a different pass mark.
What if a room isn’t being checked today? Mark it Not required. It’s left out of the score completely, so it doesn’t count for or against the result.
Can I add photos? Yes. Take a photo against any checklist item, along with a comment, and it’s saved with the assessment and included in the results.
Do assessments count against my staff? Only when you link the assessment to a job. The score then counts against the staff assigned to that job. If you link it to a site only, no staff member is scored.
Can my customers see the results? Yes, automatically. Switch on Share Completed Task Lists & Site Assessments in Settings, and every assessment linked to a job appears on that job in the customer’s portal as soon as you save it, with scores, comments and photos. You can also download any assessment as a PDF.
Is there an extra charge for Site Assessments? No. Site Assessments are part of ProCleanerUK. Try it free for 28 days.