At Connecteam, we want your setup to be swift and clean. As customer success managers we took our experience from working with hundreds of cleaning companies worldwide and created this step-by-step tutorial to get your company set up to PERFECTION. You can expect this guide to go through all of the steps needed to get your account up and running with real-world examples of how each feature or capability can work for a cleaning company your size. Like Connecteam, this guide works as an all-in-one solution to your HR & Skills Hub Set Up. While there are many other articles found here on our Help Center we have designed this guide particularly for cleaning companies of your kind and it should walk you through your complete setup step by step.

Don't worry! We’ve got all of the first steps to make your life easy and Connecteam work for you! 🤩


Table of Contents

After reading this guide you should be able to start fully operating the platform you will learn how to:

💡Tip: Anytime you see blue text in this article it is a link or menu of links to other areas inside this guide. If you're looking for something specific, or you don't finish the setup in one day, you can always find what you need or pick up where you left off by clicking on the relevant topic.


👪 Users & Smart Groups:

The first steps when setting up your account are going to be adding your users and creating your smart groups. In this section we will walk you through:

🗣 Custom Fields

Custom fields are information fields found inside the user's profile, and are filled with information specific to each employee. Custom fields are a smart way to identify and group your workforce, allowing you to customize what information is important to your company in order to organize its users. Examples of custom fields can be Position, Department, Birthday, Uniform Size, and much more.

We recommend planning out the information you want to know about your employees and creating these custom fields prior to adding the employees themselves. This will allow you to update all their information when adding them and save you tons of time later.

Adding a Custom Field

To add a custom field head over to the user's tab, and enter the employee's detail page then select Add Field and choose the type of field, name it, and press save. In the example below you can see we created a custom field named position. In my company, the positions will be private or commercial cleaners.

*Please note that there are 3 default fields you will never be able to edit or delete; these are First Name, Last Name, and Mobile Phone.

A Customer Success Manager’s Tip: We recommend using the drop-down custom field type when creating your custom fields, which allows you to create a list of information to select from when filling out the custom field. This will simplify things later if using smart groups, which are filtered by custom fields. The filter of smart groups is case sensitive, and here at Connecteam we have encountered numerous companies whose users were not added into the proper smart groups because of typos made when filling out a user's custom field. Using a drop-down custom field avoids this possibility right from the start!

👤 Adding Users

Once you have set up your custom fields it's time to move on to adding users. After all, that's what you came here for - managing your workforce.

To add users simply navigate your way to the Users Tab on the left - hand and click on it. Once inside select Add Users and fill in the requested details. You can also use the menu on the right side to add more details than the ones which appear here which are only the required fields. After filling out the details make sure the Send an invite button is selected in order to

💡Tip: If you have many users, you can import them in bulk

👥 Creating Smart Groups to Sort Users

Smart groups are groups based on rules. All the users who meet the rule will automatically be added to the group and those who don't will not be added. It's as simple as that. A smart groups filter is based on custom fields - which we previously created.

In cleaning companies' smart groups are hugely beneficial and allow you to create different teams with different qualifications for your staff. For example, you can group your staff by their ability to do specific jobs like- private or commercial jobs. Since Connecteam's features, assets, jobs in the schedule, chats and much more can be assigned to smart groups, grouping them now will help us later on with things like scheduling correctly (and much more).

To create a smart group follow these steps:

Step 1: Navigate to the smart group's category on the left sidebar

Step 2: First, add a Segment

Step 3: Use the + Add a group button from inside the Segment to create a group and then name the group.

Step 4: Set the Filter. First, choose the Custom field, and then finally select or enter the criteria that the group will be defined by.

In the example below you can see how I create a group of only my staff who are qualified as private cleaners.

Now that you know the basics of setting up your account it's time to move on to the features related to the operations hub.

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Courses

Courses are an easy way to create and deliver a digital type of training or process for your team to perform from anywhere and at any time. These can be onboarding new employees, training for new tools that are coming into use, and any other needs you can think of.

In this section, we will go on how to use all the objects in the Connecteam courses feature and the steps you should take in order to create an effective onboarding. This section ill use the example of creating a training course for safety policies but the principles discussed here can be applied to any other course you wish to create 🤩

Now let’s get started!

Here is what we will cover next:

Creating a New Course

To get started enter your courses feature on the left sidebar, then select + add new and name the course. In the example below you can see we named the Course Onboarding for Waiters. Now simply add sections and objects.

Adding Sections and Objects

After creating a course, you will need to add sections and objects inside those sections. The purpose of sections is to divide your course into categories. If your course contains different topics such as safety gear, how to work with new tools, how to report a safety hazard, then using sections will separate these topics into categories and keep information organized.

What Type of Objects Can I Include in a Course?

Objects are the material you will include in your course. For example, these can be documents, videos, quizzes, forms, and much more! Take a look below at all the options for objects Connecteam offers when creating a course.

To add an object simply select the + add object button and select the object type. Then take the relevant steps to finish adding the object.

Example 1: Text

Below you can see we used the text option to explain what employees will go through in this course.

Example 2: File

Below you can see we added a file with all the information about the new safety regulations.

Example 3: Quiz

When it's all said and done, as a manager we need to measure how the users did in the onboarding, so we created a quiz for the users to take when finishing the course.

The quiz can be customized to include text answers or images. You can even adjust the quiz settings to include a passing score, randomize the question order, and much more.

Step 4: Publishing and Assigning your Course

Once you have finished designing your course you can save it as a draft, or publish it and assign it to users. To publish select save changes, and assign it to either select users or smart groups. That's it your course is ready to go 🤩

A Real World Example: As high turnover in construction employees could be a big challenge for construction companies, the company above used Connecteam to design an onboarding safety course, to make sure all employees are aligned with the policies and have acknowledged it.

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🗂 Documents: Keep track of all documents in one place

Connecteam’s Document feature lets your employees upload documents directly through the app. Whether it's a Federal W-4 form or a new employee hire form all the documents pertaining to your entire company can be found directly in the Documents tab. No more searching file folders to find that one document.

Have all required certificates and licenses for your construction business in one place! Such as work permits, certifications licenses, and other HR documents Start using the documents feature now!

Here is what we will cover next:

Before we begin we will give you a quick overview of how using the documents feature look for your employees!

User Experience

For your users uploading using connecteam document feature is a breeze. No more needing to come in to filling in that one form or carrying all your documents to the office. Everything can be filled out and sent for manager approval directly from their user profile in the app!

Setting Up the Documents Feature

The document feature can be found in your left sidebar. To begin, enter the feature, and click on create a pack. This will bring you to the document settings, where you will begin setting up your document packs and adding documents.

What are Document Packs and How to Use Them?

Document packs are groups of documents. An easy way to think of them are as folders, each one for a different set of documents. These can be assigned either to individual users or to smart groups - based on position, work site, or more. You can add as many document packs as you like each containing the same or different documents.

To add a new document pack, click on the plus sign in the top of the page, then select add new document pack.

Name the packet, select and add the relevant documents, assign it to the relevant users or smart group, and then save changes. You can create a specific document pack, for example, your drivers pack with their license.

Now that you have created a document pack let's add documents to it. In order to add documents to the pack, you first need to create documents and add them to the document list. Below we will go over how to do this.

How to Add a Document Step by Step:

  1. Navigate to the Documents tab

  2. Select the pack you wish to add the document to

  3. Click on the Add button

  4. Select if you want to upload a new document or to add an existing one.

  5. If you have selected a new document, fill in the name and settings in the new document modal.

  6. In the right sidebar, name the document and adjust its setting

  7. That's it! Your document has been added to the list of documents. It can now be added to any document pack.

Blank Documents

If you have a document you wish your employees will fill in and submit, you can add a blank document. Blank documents can be personal details documents containing all the information you need about your employees such as their phone number, email address, home address, and more.

How to Add a Blank Document?

  1. Just like adding a regular document, enter the pack you wish to add the document to and click on add new.

  2. Select new document

  3. Then upload the document. This is the document that users will download, fill out, and upload again.

  4. Set the document’s settings and press ‘add document’.

  5. That's it! Your document has been added to the list of documents. It can now be added to any document pack.

Setting Expiration Dates

Expiration dates are found inside the setting of an individual document. They are specific to that document. To access these enter the Document feature, go to the document settings in the top right corner, and navigate to a specific document's settings.

At the bottom, you will see the option to set an expiration date. You can check this off to enable it.

After enabling the expiration date it's time to decide which kind of date you want to set the options are either per a document or per an entry. Below we will go over both options.

Expiration Dates Per a Document Type

This option sets the expiration date to be per a document, meaning that regardless of when a user uploaded a document. Once the expiration date arrives all documents uploaded will need to be uploaded again.

In this capability, you also have the ability to set the frequency at which documents expire. These are every two weeks, every month, and yearly.

Expiration Dates Per an Entry

Expiration dates per entry are dates that are septic to a specific submission. These are not set by you (the admin) they are set by the user or admin when uploading the document. This option could be great for example, if you have users uploading documents that expire on different dates, such as a driver's license, or a certification to work with certain tools or in different work sites.

Let's take a look at how using these options looks from the user’s perspective. In the example below you can see that when uploading my license, I have to set an expiration date.

💡A Customer Success Manager's Tip: If you set your expiration date to be per a document: Then within one week of the expiration date set you will see a countdown at the top of the document panel.

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Rewards

Connecteam’s Rewards feature is designed to serve as a tool for managers that want to incentivize and motivate their cleaners, the rewards feature is an amazing way to show appreciation to your team in the form of tokens, which can be used to purchase gift cards.

In this section we will go over:

Let's get started on the basics of this amazing feature!

How to Purchase Tokens

Tokens are a digital form of money that users receive when you reward them.

Your cleaners can use tokens to buy gift cards at a variety of places, like coffee shops or restaurants. They can be purchased on the Connecteam platform, making it easy for you to ensure you always have enough tokens when needed.

To buy tokens simply press the purchase tokens button and select the relevant bundle.

How to Send Tokens to Your Team

To send tokens follow these steps:

  1. Navigate to the Send Tokens button in the top left corner.

  2. Select the user you want to reward tokens to.

  3. Select the number of tokens or create a custom amount

  4. Write a message

  5. Press Send

Viola, you have rewarded your hard-working cleaner!

The Card Library

In the card library you can decide exactly which gift cards users can purchase with their tokens.

If you are a large company this allows admins and owners to ensure users are not purchasing gift cards from your competitors.

To set your desired cards enter the card library and toggle on the country you are in and all the vendors which offer gift cards will appear.

Here you can toggle on or or the cards which will be available to users.

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Recognitions

In the Cleaning industry retaining your employees is crucial!

Employee turnover costs a company both time and money. Research shows that companies that engage positively with their cleaning team and recognize employee accomplishments have lower turnover rates. For this reason, using the recognition feature to acknowledge your cleaner’s accomplishments, celebrate wins, and promote company values is so crucial!

In this section we will go over:

How to Activate the Recognitions Feature

The first step to empowering your workforce is to activate the recognition feature. Navigate to the left sidebar, select recognitions, and press activate. It's as simple as that.

How to Send a Recognition Step by Step

Sending a recognition is super easy! Simply follow these steps:

  1. Navigate to the Recognition Feature

  2. Select the Send Recognition button on the top right corner

  3. Select the cleaner or cleaners you would like to recognize

  4. Then select the badge and write a personal message.

  5. Press send. Viola! You just recognized your employee

How to Create a Custom Badge

While we offer you tons of badges to choose from, we also know that sometimes you may want to create a custom badge that better fits your company's needs. To create a custom badge simply enter the Badge Library, select create a badge, pick your icon, name your badge and choose the topic. In the example below you can see I created the Fastest clean of all time for one of my best workers.

A Real World Example: One company we worked with created a custom badge called Cleaner of the Month They used this recognition to recognize employees who go above and beyond each month. It was a great way to boost morale by regularly awarding this badge to a deserving employee each month. It also gives your users a healthy dose of competition that will only incentivize them to work a little harder.


Summary

In this article we went over everything you would need as a cleaning company to get connecteam Hr & Skills hub set up and customized to meet your company's needs. While setting up and adapting to a new system might bring challenges and periods of adjustment for you and your employees here at Connecteam we are always here to help.

You can always reach out to our LIVE support team 🙋 (at the bottom right corner of your screen). They reply in under 5 mins to ANY question!



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