Replacing manual and paper-based processes equates to an extra person for admin 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.
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:
“Our reputation for providing a top quality service is very important to us. Increasingly, we found that manual and paper-based processes were detracting from the services we were delivering. We needed a system that would enable us to manage and monitor our workforce more efficiently, which would ensure that our staff were paid correctly for their work, and the clients received the service we promised.”
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.
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 types 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.
“Without a shadow of a doubt, having SmartTask has helped us to win more business. Being able to provide Proof of Attendance is a key selling point for us.”
Key Benefits
- 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
—
About Approved Cleaning Services
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.
The company’s quality management team regularly monitor client satisfaction, training programmes, security procedures & Health & Safety to ensure our quality control targets are met and exceeded.
For more information please visit: https://www.approvedcleaningservices.co.uk/
About SmartTask
SmartTask, is a cloud-based employee scheduling and workforce management solution. Its industry-leading features are built through feedback from hundreds of UK service providers, helping to radically improve the way service contracts are set up, rostered and managed. Customers benefit from a significant reduction in administrative time and costs – with greater operational control, performance and higher quality service delivery – that is consistently contract compliant.
The SmartTask solution is highly scalable and therefore suitable for use by owner-manager companies up to enterprise organisations with 1000s of employees.
With over 20 years’ experience, the team at SmartTask has an enviable track record of creating leading-edge, cloud-based, mobile workforce solutions and has achieved ISO27001 certification.
In May 2021 SmartTask was certified a carbon neutral business by Carbon Neutral Britain™. As well as offsetting its own carbon footprint, SmartTask made the ground-breaking move to contribute to offsetting the additional footprint generated by its customers’ IT in using the SmartTask solution – believed to be an industry-first initiative.
From its head office in Buckinghamshire, the company manages deployments across the UK and beyond and is responsible for hundreds of millions of transactions each month.
For more information please visit: www.smarttask.co.uk
