A new colleague arrives at a client site but does not know which rooms are included today. The planner thinks the instructions are in the group chat; the cleaner finds three different messages. Clear work instructions help employees get on with their job without having to reconstruct the agreement. This guide explains what to include, where to put the instructions in JobLog24 and how to check that a colleague can actually use them.
Start with the job being carried out today
Useful instructions answer three questions: where am I working, what do I need to do and who can help if something goes wrong? A full cleaning specification may contain a great deal of information. On an individual work order, the employee mainly needs the agreements that apply to that visit.
Separate the usual site agreement from a change for today. State which rooms are included, which tasks belong to each room and whether an area is excluded on this occasion. Use the names people recognise on site. “Meeting room beside reception” is more useful than an internal site number without an explanation.
Describe tasks a colleague can act on
Avoid instructions that say only “leave everything tidy” or “do the washrooms”. Name the area, the action and the agreed result. For example: “Ground floor: empty the bins and clean the agreed touchpoints. Meeting room: start after the meeting has finished.” This illustrates a task description; it is not a universal cleaning procedure.
For products, dilution and safe working, refer to the instructions that apply to the site and product. A work order does not replace training or safety information. Explain which additional requests the employee should discuss with the office first. That gives a colleague a clear next step when a client asks for work outside the agreed scope.
Put the full instructions on the work order
In JobLog24, the office creates a one-off or recurring job from the project. The work description step contains the summary or the available room and task breakdown. The planner then sets the employee, date and times. Billing details are entered in a separate step.
Use the work description for the full instructions. A short invoice description serves a different purpose and has less space. After saving, check the actual visit in the Office schedule and in the assigned employee’s work order. For recurring work, a preview alone does not establish that the correct work order is ready.
Agree who in the office keeps changes up to date. If you also send a message about a change, identify the site and visit it concerns. Check the instructions on the work order again so the employee does not have to choose between competing versions.
The job sheet shows the site, appointment and controls for time recording, tasks, photos and the logbook. This capture shows a separate demonstration moment.
JobLog24 with example data.Ask employees to read the tasks before starting
The employee opens the job in the employee app and checks the site, address, date and scheduled times. Tasks opens the work description. Opening a work order does not start time tracking: the employee selects Start when work begins. JobLog24 is available for iOS and Android and through the browser.
For the first visit, check the instructions together. Ask the colleague to open the correct site and explain in their own words what needs doing. Can they find the agreed contact person? Which part is still unclear? This checks whether the instructions are useful, rather than simply whether a document exists.
Write for the people doing the work. Use short sentences, familiar room names and a consistent order. An app in someone’s preferred language does not automatically mean every entered work description has been translated. Check the text and agree how employees can ask for an explanation.
Employees open Tasks to read the work instructions for their job.
JobLog24 with example data.Include a clear route for feedback
A room may be locked, supplies may be missing or a client may request additional work. Explain in advance what the employee should do. The work order provides Logbook and Add photo. The Actions menu provides the available contact details. Uploading a photo or saving a new supply request requires an internet connection.
Also agree who in the office reviews and follows up the feedback. Saving a note is not confirmation that someone has resolved the issue. For urgent situations, employees should use the agreed contact route. Keep photos relevant to the work; avoid unnecessarily including people or confidential client information.
Try the approach on one site first
Start with a site where questions regularly arise or where a replacement cleaner will be working soon. Ask the planner and one employee to review the work order together. Improve unclear room names, missing agreements and lengthy instructions before using the approach across other sites.
Use a short check for every new instruction: are the site and date correct, are tasks and exceptions clear, is the right employee assigned, is a contact person available and does the office know who follows up feedback? Then use the product tour to see how the office and employees work from the same job.
Common questions
Where do cleaners find work instructions in JobLog24?
The employee opens the correct work order and selects Tasks to see the work description. They should also check the site, date and scheduled times before starting.
Are work instructions the same as an invoice description?
No. The work description explains what the employee needs to do. The invoice description serves the administration. Put full instructions in the job’s work description.
How do you check instructions are useful for a replacement cleaner?
Ask the replacement cleaner to open the actual work order and explain the main tasks and contact arrangements. Check the site, visit and any exceptions together before the shift starts.
Functioneel handboek 1.4 · 26 oktober 2026