Sites (buildings/properties) are the heart of the cleaning operation. Every site optionally belongs to a customer.
Create a customer
Administrators create customers under Sites with New customer:
- Name (required)
- Contact — name, email, phone (optional)
- Customers can be archived when the business relationship ends. Completed work is retained.
Create a site
Administrators create sites with New site:
| Field | Meaning |
|---|---|
| Name | Name of the site, e.g. "North Station 3" |
| Customer | Optional assignment to a customer |
| Address | Street address of the site |
| Time zone | IANA time zone, e.g. Europe/Berlin — controls service date and shift times |
| Service window (from/until) | Times during which cleaning takes place |
| Instructions | Free-text notes for the crew |
| Contact | Name and phone for on-site questions |
| Access notes | Who to call when access problems occur (no codes!) |
Important: never store door codes, alarm PINs or lockbox codes in HansaChat. The "Access notes" field exists to name the responsible person — not to store secrets.
The creator automatically becomes the site's supervisor. Further supervisors are assigned in the Team tab.
Areas
Large sites can be split into areas (e.g. "3rd floor office", "Ground floor sanitary"):
- Name, floor label and their own instructions.
- Checklist steps can be assigned to an area.
- Areas are archived, not deleted — existing references remain intact.
Assign the team
In the Team tab of a site:
- Roles:
Supervisor(site lead) orWorker(cleaner). - Effective from (optional): the assignment starts on a given date, e.g. the first day of work.
- End assignment: access to the site (including channels) ends immediately; completed work stays with its author.
- Reassigning a person is an auditable action: who was assigned by whom, when, remains traceable.
Documents
In the Documents tab supervisors store site documents (e.g. scope of work, safety sheets):
- Upload via the existing file upload (against the workspace storage limit).
- Title and effective date; identical titles automatically become a new version (1, 2, 3 …).
- Only people with an active site assignment can see documents; every download re-checks authorization.
Archiving
Archived sites leave the daily work: schedules are stopped, planned shifts end. History and records remain available to administrators.