A cleaning contract marked signed in the CRM sends the new client an onboarding form for access hours, keys, alarm handover, rooms and recycling rules. The answers become the crew's site work sheet, a key register entry and the first booked visit.
Typical results
≈2 hrs
Setup calls and emails saved per new contract
1 form
Everything the crew needs before the first shift
100%
New sites logged in the key register
Figures reflect typical results for this kind of automation.
The challenge
Setting up a new office contract usually runs on phone calls and scattered emails. Access hours, alarm instructions and key handover details reach the crew late or not at all, and special requests sit in the sales rep's inbox. The first week brings missed rooms, locked doors, wrong recycling and complaints before the relationship has even started.
Before and after
Site issues in the first week per new contract
−50%Office hours on setup per new contract
−67%The automation
When the sales rep moves a deal to signed in the CRM, the client receives an onboarding form covering access hours, alarm and key handover, a room list, recycling rules and special requests. The answers fill a site work sheet in Google Sheets for the crew, add the keys to the key register and book the first visit on the team calendar. A welcome email gives the client the supervisor's contact line and explains how to report issues.
How it works
- 01
Contract marked signed
The sales rep moves the deal to signed in the CRM. That status change starts everything, so nothing needs to be forwarded by hand.
- 02
Onboarding form sent
The client's contact gets a form for access hours, alarm and key handover, the room list, recycling rules and any special requests.
- 03
Site work sheet built
The answers fill a site work sheet in Google Sheets that the crew opens on their phones, with rooms, hours and notes in one place.
- 04
Keys and first visit logged
The keys are added to the key register with who holds them, and the first visit is booked on the team calendar with the crew assigned.
- 05
Welcome email goes out
The client gets the supervisor's contact line, the first visit date and a short guide on how to report an issue.
Starts from
- Contract signed in the CRM
- Client onboarding form
Delivers
- Site work sheet for the crew
- First visit on team calendar
- Welcome email with contacts
The impact
Crews arrive on the first shift with the access hours, room list and special requests already in hand. First-week site issues drop by about half, from around 8 per new contract to 4, and the office saves roughly 2 hours of setup calls and emails on each new contract.
Questions about this automation
What does the client fill in on the onboarding form?
The form asks for access hours, how the alarm and keys are handed over, the list of rooms and floors, recycling and waste rules, and any special requests such as meeting rooms to skip. Required fields keep the form from being sent half done, and the answers go straight to the crew's site work sheet.
Does it work with the calendar and CRM we already use?
Yes. It starts from the deal status in your CRM and writes to Google Sheets for the site work sheet and key register, Google Calendar for the first visit and Gmail for the welcome email. If you use a different calendar or spreadsheet, the same steps can point there instead.
What do you need from us to set it up?
The CRM stage that means signed, your current site sheet or checklist, the key register format and the supervisor contact details for each area. Simple automations like this are usually live within days, and after one test contract every newly signed deal runs through the same setup.