Groups & Multi-Location

Add branches and regions while each regional manager runs their own sites and reports on the whole region with one filter.

As a cleaning company adds branches, the office often ends up adding each site's numbers in a spreadsheet to see how one region is doing. On the Expert plan, Clean Smarts organizes your locations into groups for regions, branches and client accounts, and a manager who owns a group sees the sites in it and in every group beneath it. Reports such as Budget to Actual and Inspections filter by group, so one filter covers a whole region.

Groups that match your org chart

Regions, branches and client accounts nest inside each other the way your company is organized. When you reorganize, a group moves under a new parent in the tree and keeps its sites.

Regional managers see their own sites

A manager who owns a group sees the sites in that group and in every group beneath it. A branch added under a region is visible to that region's manager without assigning each building to them.

One filter for a whole region

Budget to Actual, Inspections, Work Orders and other reports filter by group, including the sites in its subgroups, so a region's numbers come from one choice instead of a spreadsheet.

Client accounts that span regions

A building can belong to its regional group and to a client's group at the same time, so the account manager and the regional manager both see it.

A cleaning company with sites in several cities wants each regional manager to run their own sites, and the office often adds up a region in a spreadsheet. On the Expert plan, Clean Smarts organizes your locations into groups, so each manager who owns a group sees its sites and a whole region’s numbers come from one filter. As your company adds branches, the office gets each region’s numbers without building the totals itself.

Keep your locations organized by region, branch and client account as you grow

A flat list of locations works for a few buildings and gets hard to manage at dozens of sites across several cities. Clean Smarts holds your locations in groups that sit inside each other, so the Southwest Region below holds a Phoenix branch and a Tucson branch, each with its own buildings. When you reorganize, you drag a group under a new parent, and that parent’s owner then sees the moved group’s sites.

Groups

Organize locations into hierarchies for regional managers, account executives, and reporting

Add Group

All Locations

Locations 48 / 48

Members 198 / 212
Southwest Region

Locations 0 / 48

Owners: Dana Whitfield

Members 0 / 212
Phoenix Branch

Locations 12 / 48

Owners: Luis Ortega

Members 51 / 212
Tucson Branch

Locations 8 / 48

Owners: Priya Raman

Members 35 / 212
Gulf Coast Region

Locations 28 / 48

Owners: Carmen Diaz

Members 112 / 212
Harborview Properties

Locations 5 / 48

Owners: Tom Becker

Members 22 / 212

Locations counts the sites assigned directly to each group, not the sites in its subgroups, and Members counts the people assigned to those sites.

Give each regional manager the sites in their region

Assigning a regional manager to each building one at a time takes office time, and it repeats every time the company adds a site. A manager who owns a group sees every location in it and in the groups beneath it, so Dana Whitfield, owner of the Southwest Region, sees all 20 Phoenix and Tucson buildings without separate assignments. Your regional managers run their own region’s accounts without seeing the rest of the company, and their user role still decides which screens and reports they open.

Group a client’s buildings for the account manager

Some clients have buildings in more than one region, and their account manager needs all of them in one place. A location can belong to more than one group, so a Harborview Properties group holds that client’s five buildings while each stays in its regional group. The account manager who owns that group filters reports to that one client, and the regional managers still count the same buildings in their totals.

Report on a whole region with one filter

Picking 20 buildings one at a time on every report slows down each regional review. On reports such as Budget to Actual, Inspections, Work Orders and Supply Requests, choosing the Southwest Region in the location filter includes the sites in it and its subgroups that the manager can see. On the Expert plan’s Job Costing and Scorecard, the same filter shows one region’s margins and monthly grades, so you review each region on profit and quality as well as hours.

Southwest Region

Choosing the Southwest Region includes the Phoenix and Tucson sites in the report.

With groups, each manager who owns a group sees their region or client account, and your office reviews any of them with one filter instead of a spreadsheet.

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Frequently asked questions

Can regional managers be limited to their own sites?

Yes. Make a manager the owner of their region's group. They see the locations in that group and in every group beneath it, plus any locations they are assigned to directly. Users with the Manage Account or Locations (All) permission see every location in the company.

Who can create and change groups?

Users with the Manage Account permission build and edit groups in Company Settings. Owning a group changes which sites a manager can see, and it does not let them edit the group tree.

Can one report cover a whole region?

Yes. On reports such as Budget to Actual, Inspections, Work Orders and Supply Requests, and on the Expert plan's Job Costing and Scorecard, choose a group in the location filter. The report includes every location in that group and its subgroups.

Can a location belong to more than one group?

Yes. A building can sit in its regional group and in a client account group at the same time, and it appears in the reports for both.

Do we have to set up groups on day one?

No. You can run on a flat list of locations and add groups when you open a second branch. When you turn groups on, Clean Smarts creates a top-level group named All Locations that holds every existing location, and you build regions and branches beneath it. Your locations and their history stay as they are. Groups are on the Expert plan.

Does this work for franchises?

Groups organize the branches of one Clean Smarts company and control which branch sites each manager sees. Clean Smarts does not handle franchise royalties or billing between franchisees.

How do groups relate to a building's floors and rooms?

Groups decide which buildings a manager oversees. Inside each building, the scope of work divides the site into floors, suites, rooms and other areas, with checklists and inspections tied to each one. Inspections and Quality explains that in-building structure.

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