Key takeaway
A cleaning audit form records each visit against the contracted standard, with the site, submitter and timestamp on every submission. Build it in Custom Forms, deploy it to chosen sites, and have a reviewer approve or reject each one. Approved and rejected submissions are final, and CSV, Excel or PDF exports support client reviews.
A cleaning audit form template is a fixed checklist that records whether contracted cleaning work met the specification on each visit. Without one, proof of cleaning often lives in a WhatsApp message, a paper sheet nobody can find, or a photo sent after the visit. ShiftTracker's Custom Forms lets a cleaning manager build an audit form from scratch or start from the template library, which has a Cleaning category. A form can be deployed to every site at once or to chosen sites, and it can be sent after a shift or on a schedule. Each submission carries its site, submitter and timestamp, and a reviewer approves or rejects it before the record is final. This guide covers the fields a useful audit form needs, how to deploy it, and how review and export work. Each section below answers one practical question, from the first field to the final report.
What fields does a cleaning audit form need?
A cleaning audit form needs fields that produce a complete record for each visit. Start with the contract or scope reference, the visit type, the auditor and a signature. Then add one pass or fail item for each contracted standard, with a notes field for any failure. The form builder offers yes or no, rating, signature, photo and location fields.
Contract or scope of works reference (text)
Visit type: reactive, proactive or formal audit (list)
Auditor name and role, with a signature
One pass or fail item per contracted standard (yes or no, or rating)
Notes on each failed item (long text, marked required)
Corrective action for each failure (long text)
Photo points on failed items (multimedia)
A calculated score, if you report one (formula)
The site does not need its own field, because every submission records the site it came from. Mark a field required only when a submission cannot be complete without it.
How do you build the form in ShiftTracker?
Open Custom Forms, choose a template or start a new form, and add fields from the builder. Field types are grouped under Text, Numeric, Date and Time, Yes or No, Lists, Multimedia, Approvals, Location and Advanced. The Advanced group includes section breaks and sub-forms, which help when one audit covers several areas of a building.
Each save creates a new version, and publishing makes the latest version the one staff receive once the form is deployed. Test a new version on a phone before you publish it. The build a form guide lists each field type and its options.
How do you deploy the template to sites?
Add and deploy copies the form into your organisation, publishes it and makes it available to everyone at every site straight away. To limit it, choose sites and audience first, so that only the chosen staff can open the form at those sites. The deploy forms guide sets out the choices.
A deployment can be always available, or sent after a shift or on a schedule. Agree the trigger with your client before go-live, so audits happen when the contract says they should.
What happens when an audit is submitted?
Each submission arrives with its site, submitter and timestamp, and it starts as Submitted. A reviewer presses Start Review to mark it Under Review, adds notes, and then approves or rejects it. Approved and rejected submissions are final. If the audit needs correcting, a corrected version can be filed without losing the original.
How do you export and report on audits?
Submissions export as CSV, Excel, or a zip of PDF files. Form Reports charts volume, status and sites over a date range, so you can see how many audits each site had and how many were approved. Each status change records who made it and when, which helps in a dispute.
What makes an audit checklist useful in a dispute?
Write each item so that two people would give the same answer. "Kitchen floor mopped and drying: pass or fail" can be checked. "Area cleaned" cannot. Keep the list to the contracted specification, and put the clause or standard reference beside any item that the contract cites.
Ask for photos on items that can fail, not on every line, so routine checks stay quick. Use the same rating scale at every site, so reports compare like with like. If your reports need a visit-type breakdown, keep the visit type as a list field from the start, because a free-text answer is hard to count.
Which standards can a cleaning template reference?
The template library has a Cleaning category. ShiftTracker's website lists BICSc cleaning checklists among its templates, but the documentation does not name that template. Open the library and read the template's contents before you rely on it. A template is a starting point: the standard you audit against is the one in your contract, and the form must reflect that.
How we checked this guide
We checked each field type, deployment option and review status against ShiftTracker's form, deployment and submission documentation, as captured on 30 October 2026. The BICSc template is taken from ShiftTracker's website and is not confirmed in the documentation. We have not built a template in a live account. Before you rely on a template, test one on a single site.
