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.
For every site HansaChat creates two private channels: Objekt … for the site team's conversation and Aushänge … for the supervisors' announcements (see Announcement channels). Their members follow the site team.
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.
Photos
The Photos tab shows every photo posted in the Objekt … channel — newest first, grouped by day, with person and time. Nobody files photos by hand: sending a photo in the site chat attaches it to the site.
- Click a photo to open it large; View in chat jumps to the message.
- The text with the photo appears in your reading language when a translation exists.
- If the message is deleted, the photo disappears from the site as well. Photos from the announcement channel do not appear here.
- Everyone with access to the site and administrators see the photos — also without membership in the channel.
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.