Workflow Template
Commercial cleaning quality audit Workflow
Captures a site quality audit with scores across six areas, calculates an overall audit score, and routes to Passed or Corrective Action. Corrective Action triggers a team leader remediation task and an auditor re-audit loop, ending with the client notified of the outcome.
Facilities and cleaning service providers managing multiple client sites need a consistent, auditable way to score cleaning quality and act on shortfalls without relying on ad-hoc spreadsheets or emails. This workflow captures a six-area site audit, calculates an overall score, and automatically routes the record to Passed or Corrective Action. Auditors, team leaders, and clients are each brought into the process at the right point, with every status change, task, and client communication recorded on the audit record's timeline.
Business Outcomes
- Supports more consistent scoring of site cleanliness across auditors and locations
- Helps reduce the time between an audit finding issues and corrective action starting
- Makes it easier to track remediation and re-audit outcomes against a documented cycle
- Improves visibility of audit status across sites through a single record and dashboard view
- Streamlines client communication with automatic summary and outcome emails
Workflow Steps
Steps
- 1Create Audit Recordcreate record
Registers the submitted audit as a cleaning_audit record.
- 2Set Status to Auditedupdate record
Marks the record status as Audited immediately after creation.
- 3Calculate Audit Scoreupdate record
Sums the six area scores, divides by 30 and multiplies by 100 to get a percentage score, saved to the record.
- 4Route on Audit Score
Routes to Passed if the audit score is 80 or above, otherwise to Corrective Action.
audit_score: "80"→Set Status to PassedDefault→Set Status to Corrective Action - 5Set Status to Passedupdate record
Marks the record status as Passed for scores of 80 or above.
- 6Email Client Audit Summarysend email
Emails the client the audit summary including the audit score.
- 7Set Status to Corrective Actionupdate record
Marks the record status as Corrective Action for scores under 80.
- 8Email Client Issues Foundsend email
Emails the client the issues found and advises that corrective action is underway.
- 9Team Leader: Fix Issuescreate task
Assigns the cleaning team leader a task to fix the issues found, due in 2 days, recording corrective actions and photos.
- 10Save Corrective Actions to Recordupdate record
Persists the corrective actions taken and photos to the record.
- 11Auditor: Re-audit Sitecreate task
Assigns the auditor a task due in 2 days to re-audit the site and record the result and notes.
- 12Save Re-audit Result to Recordupdate record
Persists the re-audit result and notes to the record.
- 13Route on Re-audit Result
Routes to Passed if the standard was met, otherwise loops back to the team leader for further corrective action.
reaudit_result: "Standard met"→Set Status to Passedreaudit_result: "Standard not met"→Loop Back to Team LeaderDefault→Loop Back to Team Leader - 14Loop Back to Team Leaderrestart from step
Restarts the corrective action cycle from the team leader task when the re-audit standard was not met, up to 2 times.
- 15Set Status to Passedupdate record
Marks the record status as Passed after the re-audit confirms the standard was met.
- 16Email Client Fixed and Re-auditedsend email
Emails the client confirming the issues were fixed and the site was re-audited successfully.
Fields
- Auditor Name*
- Client Name*
- Client Email*
- Site Address*
- Audit Date*
- Entrance & Reception Score (1-5)*
- +14 more fields
Forms
Commercial Cleaning Quality Audit Form
14 fields
Data Views
Cleaning Audits Overview
client_name, site_address, audit_date, audit_score +1 more
Dashboard Widgets
Recommended integrations
Setup the following integrations to extend workflow capability.
Send email in the workflow
AWS SES
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FAQs
What does this workflow record for each audit?
Each audit becomes a cleaning_audit record with a reference number, a status (Audited, Passed, or Corrective Action), and a timeline of everything that happened. The six area scores, calculated audit score, issues found, audit photos, corrective actions taken, corrective action photos, re-audit result, and re-audit notes are all saved to the record as they are captured.
Who is involved in the audit and corrective action process?
The auditor submits the initial audit through the request form and later carries out the re-audit task if corrective action is triggered. The cleaning team leader is assigned the task of fixing identified issues, and the client receives automated email updates at each key stage without needing an account.
What happens when an audit score is 80 or above?
The record status is set to Passed immediately, and the client is emailed an audit summary that includes the calculated score. No further tasks are triggered in this path.
What happens when an audit score is below 80?
The record status is set to Corrective Action, and the client is emailed the issues found along with a note that corrective action is underway. The cleaning team leader is then assigned a task, due in 2 days, to fix the issues and record what was done along with supporting photos.
How does the re-audit and loop-back process work?
After the team leader records corrective actions, the auditor is assigned a task, also due in 2 days, to re-audit the site and record whether the standard was met. If the standard was not met, the workflow loops back to the team leader for further corrective action, repeating up to two times, before the client is emailed to confirm the issues were fixed and the site re-audited successfully.
How do we change the scoring thresholds or task deadlines?
A workspace can describe the change in plain English, such as adjusting the 80% pass threshold or the 2-day task deadlines, or edit the relevant steps directly in the workflow editor. Earlier versions of the workflow are kept, so changes can be reviewed or reverted as needed.
Can the audit form or scored areas be customised?
Yes, the request form fields, including the six scored areas, issue descriptions, and photo uploads, can be adjusted by editing the workflow in plain English or through the workflow editor. Any workspace can publish its updated template in minutes and start running the live process straight away.
How is progress across multiple sites tracked?
Table views and dashboards show audit records grouped by status, such as Audited, Passed, or Corrective Action, making it possible to see which sites need attention at a glance. Workspace activity is logged, giving oversight of tasks assigned, completed, and the emails sent to clients throughout the process.
Does the client need to log in to receive audit updates?
No, clients receive audit summaries, issue notifications, and outcome confirmations directly by email at the address provided on the request form. They are not required to create or access an account at any stage of the process.
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