Every site cleaned to spec, and the proof to show for it.
ProRota runs the workforce side of a cleaning business: rotas across dozens of sites, geofenced clock-ins, checklists completed with photos, check calls for early-morning lone workers and right to work records for every cleaner.
Clients pay for clean sites, not for hours on a timesheet
A cleaning contract is won on price and kept on proof. When a client says the washrooms were missed on Tuesday, the answer usually sits with a supervisor who was not there, a paper sign-off sheet on the back of a door and a timesheet filled in at the end of the week.
ProRota records the work as it happens. The cleaner clocks in at the site, works through the checklist for that site with photos, and clocks out. The rota, the attendance and the evidence are the same record, so you can answer the client with times, photos and the name of the person on shift.
- 6 of 6 cleaners clocked in on site (geofenced)05:58
- Floor 3 washrooms checklist, 4 photosComplete
- Reception and lift lobby checklistIn progress
- Welfare check call: lone cleaner, Unit 7Answered
- Right to work follow-up due for A. Nowak12 days
Why cleaning teams are hard to manage
Many small sites
Dozens of offices, schools and units, each with a short shift and nobody from the office there to see it.
Early, late and alone
Cleaning happens before opening and after closing, often by one person in an empty building.
Specs nobody can check
Each contract has its own specification, and paper sign-off sheets prove little when a client complains.
High staff turnover
New starters every week mean constant onboarding, right to work checks and rota changes.
Split shifts and travel
Cleaners often work split shifts across several sites, which complicates pay, working time and minimum wage.
Contracts change hands
When a contract is won or lost, a whole team may transfer, and their records need to be in order.
A day in a cleaning business, run on ProRota
The records that run the day become your evidence for clients.
- 1
Plan and publish
Rotas are built by site and published to cleaners' phones, including split shifts across several sites.
- 2
Clock in on site
Cleaners clock in from the app at the site location, so you know the site was attended and for how long.
- 3
Clean to the checklist
Each site's tasks and checklists are completed in the app with photos, and issues are reported as they are found.
- 4
Prove it and pay it
Attendance and checklists answer client questions, and clock-in hours feed timesheets and payroll.
What cleaning companies use in ProRota today
Every item below is live in ProRota now.
Rota scheduling for every site
Build and publish rotas by site, with shift notifications sent to the employee app.
Geofenced, GPS-verified clock-in
Staff clock in and out from the app at the site location, so you can show who was there and when.
Tasks and checklists
Site tasks and checklists with photo evidence, for opening, locking-up and inspection routines.
QR checkpoint site tours
Patrols that record the time, place and photo of every checkpoint scan, and show what was missed.
Welfare check calls
Scheduled check calls for staff working alone, with a record of every response.
SOS alerts
Staff can raise an SOS from the employee app, and managers see it in the Manager app.
Custom incident reports
Build your own report templates, submitted from the app with photos, GPS and signatures.
Live view for managers
The Manager app shows attendance and staff locations in real time.
Right to work and visa tracking
Right to work records with follow-up dates, and visa expiry monitoring.
Training and qualification records
Qualifications with expiry dates, and the qualifications each site requires recorded against the site.
Leave and absence
Holiday requests, approvals and absence records, with decisions pushed to the employee app.
Timesheets and payroll
Hours from clock-in data feed timesheets, payroll runs and payslips.
The rules you answer to, and how ProRota helps
Cleaning is not licensed like security, but cleaning employers carry real legal duties for the people they employ and the work they do, and clients increasingly ask to see the evidence.
What applies
Right to work
Employers must check every worker's right to work in the UK before employment starts, and follow up time-limited permission before it expires. Illegal working carries civil penalties per worker.
Minimum wage and working time
For minimum wage purposes, time spent travelling between assignments generally counts as working time, which matters when cleaners move between sites on the same shift.
Working Time Regulations
Limits on average weekly hours and minimum daily and weekly rest apply, including to cleaners working early and late split shifts.
COSHH
Cleaning chemicals are hazardous substances. Employers must assess the risks, control exposure and make sure staff are trained to use them safely.
Lone working and RIDDOR
Employers must assess and manage the risks to people working alone, and report certain workplace injuries and dangerous occurrences to HSE.
TUPE
When a cleaning contract moves to a new contractor, the staff assigned to it usually transfer with their existing terms and employment records.
How ProRota covers it today
- Right to work records with follow-up dates, and visa expiry monitoring
- Geofenced clock-in and clock-out times for every site visit
- Working-time warnings on the rota for weekly hours and rest between shifts
- Training and qualification records with expiry dates, such as COSHH training
- Welfare check calls and SOS alerts for lone cleaners
- Incident reports with photos, GPS and signatures
- Employee documents and records kept on one profile, ready when a contract changes hands
ProRota Compliance Suite
Compliance Suite
Core compliance for every ProRota customer, with readiness packs for the SIA ACS, Home Office sponsor duties and CQC.
Official sources
- GOV.UK: Right to work checks, an employer's guide
- GOV.UK: Calculating the minimum wage (working time, including travel)
- legislation.gov.uk: The Working Time Regulations 1998
- HSE: Control of Substances Hazardous to Health (COSHH)
- HSE: Protecting lone workers
- HSE: RIDDOR, reporting of injuries, diseases and dangerous occurrences
- GOV.UK: Business transfers, takeovers and TUPE
General information, not legal advice. Guidance changes, so always check the current version of each source.
Built for every kind of cleaning operation
Office and commercial cleaning
Daily and periodic cleaning across offices, retail units and business parks.
Facilities services
Multi-service contractors running cleaning alongside security, porterage and front of house.
Hospitality and housekeeping
Housekeeping teams in hotels, serviced apartments and venues.
Healthcare and education
Cleaning teams in clinics, schools and colleges, where checks and training records matter.
Cleaning Services: common questions
Can cleaners clock in from their phone at the site?
Yes. Cleaners clock in and out from the ProRota Employee app, and the clock-in is checked against the site location, so you can show who attended each site and for how long.
Can we set a different checklist for each site?
Yes. Tasks and checklists are set up per site, and cleaners complete them in the app with photo evidence, giving you a record for each visit.
Can we prove that washrooms or areas were checked during the day?
Yes. QR checkpoint site tours record the time, place and a photo for every checkpoint scanned, which suits regular washroom and area checks.
How does ProRota help with early-morning lone cleaners?
Welfare check calls can be scheduled for staff working alone, cleaners can raise an SOS from the app, and managers see attendance and alerts in the Manager app.
Does ProRota help with right to work checks?
ProRota records right to work checks with follow-up dates and monitors visa expiry, so time-limited permission is followed up before it runs out. ProRota Screening can run the pre-employment checks themselves.
Can clock-in hours feed payroll?
Yes. Hours from clock-ins feed timesheets, payroll runs and payslips, so cleaners are paid for the time they actually worked.
See ProRota for cleaning services
Tell us about your sites and your cleaning team, and we will show you how ProRota proves every site was attended and cleaned to spec.
- Your sites and rotas set up with our team
- Checklists for each contract with photo evidence
- Manager and Employee apps on iOS and Android