Digital Transformation of a Cleaning Services Business
We delivered a unified digital platform to manage workforce, operations, finance, and service quality, maximizing efficiency through a single scalable solution.
Client
We delivered a unified digital platform to manage workforce, operations, finance, and service quality, maximizing efficiency through a single scalable solution.
Client
Our client is a large U.S.-based cleaning services provider operating under a recurring contract model and managing dozens of distributed facilities on a daily basis. The company was facing high staff turnover, increasing operational costs, and a lack of real-time transparency across core business processes. Without a unified system, it became increasingly difficult to manage workforce scheduling, employee workloads, service quality, and financial operations.
The client approached Aionys to build a unified digital platform that would centralize workforce and operations management, reduce operational costs, and make the business more scalable and predictable.
Planning was done manually. Schedules frequently overlapped, tasks changed at the last minute, and information reached employees with delays. This resulted in missed deadlines, scheduling conflicts, and constant operational stress within the team.
The company had no accurate data on how employees performed on-site. Time tracking was imprecise, performance metrics were absent, and service quality was evaluated irregularly. This led to payroll disputes, decreased motivation among cleaners, and reduced service consistency.
New employees were trained “on the fly” without structured onboarding or unified training standards. This slowed down adaptation, increased error rates, negatively impacted service quality, and intensified staff turnover.
Process management relied on Excel, messengers, and manual supervision. This approach caused errors, resource waste, and prevented the company from building a sustainable operating model.
Communication between administration, managers, and cleaners was spread across multiple channels. Messages were lost, tasks duplicated, and critical clarifications arrived late.
Aionys acted as a full-cycle partner, providing deep operational diagnostics and delivering a platform designed to reduce staff turnover, lower operational costs and increase business controllability. The solution covers all core company processes, from team and task management to time tracking, service quality control, and staff training.
The platform was deployed as a single digital workspace with a flexible role-based access system. It is available via a web interface and native mobile apps for iOS and Android.
Administrators manage teams, schedules, tasks, and requests, while monitoring performance, resources, and client interactions within one unified system.
Cleaners receive personalized access to their assignments, schedules, and communication channels with administrators from any device and any location.
To eliminate manual input and disputes, the platform integrates with corporate smartwatches. Cleaners automatically log their start and end times, as well as task completion. This ensures accurate time tracking and creates a reliable data foundation for analytics and financial calculations
The platform supports a multilingual interface, allowing users to select their preferred system language. This ensures a consistent and user-friendly experience for multinational teams without the need to create separate product versions.
The Finance & Accounting module automates payroll, bonuses, and penalties based on completed tasks and logged working hours, significantly reducing errors and manual operations.
The Analytics & Reporting module provides aggregated data on completed work, staff utilization, time tracking, and resource usage, enabling management to identify bottlenecks and make data-driven decisions.
Built-in communication channels connect administrators and cleaners inside the platform. All messages, requests, and clarifications are handled in one interface without relying on third-party messaging tools. This reduces operational delays and minimizes the risk of information loss.
A dedicated learning module was implemented for cleaners, including:
The following metrics show the measurable impact of the platform on daily operations and workforce efficiency:
Resulting from the transition from manual coordination to automated scheduling, real-time task tracking, and transparent performance evaluation tied to KPIs.
Centralization replaced manual management, reduced conflicts, and accelerated task execution.
Achieved by eliminating manual input through mobile and smartwatch automation, removing human errors and payroll disputes.
Automated payroll processes minimized the need for manual corrections.
Built-in e-learning and structured onboarding accelerated new hires’ ramp-up and reduced administrative workload.
We take great pride in the successes of our clients, treating each one as an integral part of our extended family. Their inspiring stories prove the real impact and tangible results of our work.
Alexey
Co-Founder & CEO
Ivan
Co-Founder & CTO