MaidBossPro Blog — House Cleaning Software

User Roles: Who in Your Maid Service Sees What

When a maid service is one person, there is no question of who sees what. The owner sees everything. As soon as you add a cleaner, then a second team, then someone to answer the phone, the question comes up. Should a new cleaner see every client's door code? Should the person booking cleanings see the month's revenue? Should a former employee still be able to log in?

Reports Are One Reason

Reports for a Cleaning Company: What to Look at Each Week ended with the point that not everyone needs to see the money. This guide covers how MaidBossPro separates the office from the field, and the office from itself.

Two Kinds of Access

There are two kinds of people using MaidBossPro at a cleaning company:

• Office users, who use the main system: scheduling, clients, estimates, texting, billing and reports.
• Employees in the field, who use the team app on their phones to see their day and work through it.

They sign in differently, see different things and are set up in different places.

Employees: Company Login Plus a PIN

Cleaners log into the team app with your company login and their own personal PIN. Each employee is assigned to a team, and the app shows that team's homes for the day in route order, with the details and entry notes for each home.

This setup has a few advantages:

• Every Start, Complete, photo and clock-in belongs to the right person.
• Cleaners see the homes on their team's day, with the entry notes they need for those homes.
• When someone leaves, turning off their PIN turns off their access. There is no shared password to change.

Compare that with a group text full of door codes, where every former employee still has every code they were ever sent.

Office Users and Roles

Office users get roles. A role decides what parts of the system a person can see and use. That lets you give each person what their job needs:

• An owner sees everything, including billing and reports.
• Someone who books cleanings and answers client texts needs the schedule, the Waiting List, clients and texting.
• A team lead who helps with dispatch may need the dispatch board but not the money.

Set roles when you add each person, and revisit them when their job changes.

Why Roles Matter for a Cleaning Company

Cleaning companies hold sensitive information. You have keys, lockbox codes, alarm codes and notes about when clients are away. You also have client cards on file and the company's finances. Good access habits protect your clients and your business:

• Give the least access that does the job. It is easy to add more later.
• Use one login per person. Shared office logins make it impossible to know who changed what.
• Turn off access the day someone leaves. For employees, that is their PIN. For office users, their login.
• Keep codes in the system, not in texts. Entry notes live on the job and show only to signed-in cleaners.

Setting Up a Growing Team

Here is how it often goes as a company grows:

1. Owner only. One office login. The owner also uses the team app with a PIN on cleaning days.
2. Owner plus one team. Add employees with PINs and assign them to Team 1.
3. Two or three teams. Add Team 2 and Team 3. Maybe a team lead gets an office login with dispatch access.
4. Office help. Someone answers phones and books cleanings. They get an office role without billing or reports, unless you want them to have it.

Each step is a few minutes of setup, not a new system.

It is also worth a quick review of access every few months. Go through your office users and employees and ask whether each one still needs what they have. People change jobs inside a company, seasonal help comes and goes, and a login nobody uses is a door nobody is watching. Turning off what is not needed takes a moment and keeps your clients' homes safer.

Clients Have Their Own Access Too

Clients use the customer app, which shows only their own homes, visits and invoices. On the live route map, they see their place in line, not other clients' addresses. That separation is part of the same idea: everyone sees what is theirs.

Roles and the Size of Your Company

A solo cleaner may never think about roles at all. A company with several teams will think about them often. The next two guides look at both ends, starting with House Cleaning Software for a Solo Cleaner. To see how roles fit with the rest of the system, visit the house cleaning software page.