How to Onboard Your Cleaners Successfully?

Learn how to onboard your team to the Swept+ mobile app to launch a successful transition

 

Test the Waters

Before rolling Swept out to all of your staff, it's recommended to try the software at one or two locations with a handful of staff. You can follow the steps below to find out what works best for your company. It will also provide insights into the questions your staff will ask, give you time to research the answers, and get familiar with the system before a full company roll-out.

1. Set timelines with yourself and your management team

The onboarding of your cleaners is like any other project. It takes time and will have to be prioritized against the endless list of other to-dos you have on your plate. That's why it is so important to be intentional about getting your staff onboard. The last thing you want to happen is to get your second bill without having anyone in the system. 

Discuss these questions with your management team:

• Who do we want to trial the the software with? (Pro tip: always go the path of least resistance/most tech-savvy)

• Which locations would be best to start with?

• What are the most important features for us?

• What does a successful test of the software look like?

• How long do we want the test to last?

• Are we going to roll out in batches or all at once?

• When do we want 100% of cleaners and 100% of locations active?

2. Proactively tell your staff change is coming

As with any dramatic change in your workforce's day-to-day operations you want to make sure they know well in advance. This will give them time to digest, understand, and come to terms with the new direction.

This way you can field questions and help them understand the change as well. 

To help with the transition, be sure to let them know the benefits that Swept provides them as cleaners. 

• More communication

• Instant access to their team

• Up-to-date cleaning instructions

• Ability to instantly request supplies

• They can let you know how they feel with a mood prompt

• Alerts and reminders about shift changes

• View their cleaning hours and approved time for expected pay

3. Gather Their Information

Occasionally cleaning companies do not have the required information to create the staff accounts. Doing your due diligence early and having all of the necessary information ready is a great first step to hitting your timelines. 

If you do not already have their information you can use the following Sheets to collect details:

• Download the Cleaner Signup Sheet
• Download the Cleaner Signup Sheet with App/SMS Checkbox for Intended Use 

4. Add Their Information Into Swept

Once you have all of your staff information you can create profiles into the Swept web app or Swept+ mobile app. In our advanced packages we enable importing your cleaners, locations, supplies into Swept.

5. Configure Your Locations and Approve Your Staff

Now that their information is in, be sure that all of your Locations are added and configured. If you have not done this, have a look at our YouTube channel for detailed ‘how-to’ videos.

For the locations you wish for your staff to see, ensure that you only approve them to the locations that they service.

6. Set a Deadline for When to Start Using Swept

Decide with your management team:

• When you want the first cleaners to start using Swept

• How long do you want the trial to last

• When you want 100% of cleaners to be using Swept

7. Send "Invite" Emails With Logins Information

Through the Swept app, you invite your team via an email or text message for them to set their password and download our mobile app. 

8. Introduce your team to the Swept+ mobile app

One way or another you'll have to tell your staff about Swept, and from experience, simply providing the invite email is not enough. Swept usually recommends doing one of three options:

• In-person 1-on-1 meetings

• In-person group meetings

• Host an All Hands Meeting

The goal is to ensure they are aware of what's happening and start them down the road of orienting themselves with the app. To help do this, Swept has created a 2-page handout you can print and provide to your staff when you see them.

These printouts are designed to provide non-technical staff who prefer to have the steps in written format. It covers the Swept+ mobile app as well as the SMS clock in/out feature:

 

Download Cleaner Handout - English

Download Cleaner Handout - Spanish

9. Provide the Getting Started Resources 

Now provide your staff with the necessary tutorials they will need to fully understand the software. Depending on the method they will use to clock in/out and what is available, you can provide them with any of the three links: 

• Cleaners Guide to the Swept+ mobile app - Video [English]

10. Follow Up with Supervisors/Cleaners

After your staff has used the Swept system as you had asked them to do, take the time to follow up with them. The best thing to do while getting things off the ground is to consistently ask for their feedback. The more engaged your staff are the higher the chance of success.

11. Be Clear on the Features They Are to Use

• No matter what you purchased Swept for make sure it is clear to your staff why you purchased the software and what you need them to do with it

• Without them understanding your expectations, the chance of success drops dramatically

12. Treat it Like You're Providing New Uniforms

A good way to think about rolling out Swept is to treat it as though you're providing your staff with new uniforms. Think about how you would most comfortably accomplish that and then model the roll-out of Swept after it. 

Does it make more sense for your team to all get together at once, or would you prefer to go see them one-on-one? And you'll have to let them know when they're expected to start wearing the new shirts as well!