Digital logging of cleaning and maintenance checks

Purpose

1.1. Automate digital logging of routine and ad hoc cleaning, equipment, and maintenance checks in Bar PMU operations for full compliance, audit readiness, and streamlined reporting.
1.2. Automatedly capture staff sign-offs, media evidence (photos, notes), time-stamps, escalation paths, and task frequency, minimizing manual paperwork and ensuring traceability for regulatory requirements.
1.3. Automate notifications, status dashboards, and dynamic reporting for management oversight.

Trigger Conditions

2.1. Scheduled trigger based on calendar intervals (daily, weekly, monthly cleaning).
2.2. Ad hoc trigger by staff via mobile/web form submission or QR code scan at station/equipment.
2.3. Automated trigger from low stock sensor, incident report, or failed compliance check.

Platform Variants

3.1. Microsoft Power Automate
• Feature: Automated cloud flows using SharePoint Lists, Forms flow, “When a new response is submitted form”, configures attachment handling for media.
3.2. Zapier
• Feature: Zap “New Form Entry” triggers in Google Forms/Typeform with action to update Sheets/Slack/Drive.
3.3. Google Apps Script
• Feature: OnFormSubmit trigger, automate Sheets update, file creation, and drive upload for photo proofs.
3.4. Airtable Automations
• Feature: Scheduled base automator, “Record created” automation with form, attachment, and notification actions.
3.5. IFTTT
• Feature: Automated applet, “Button widget pressed,” pushes to Google Docs/Sheets for log entry.
3.6. ServiceNow
• Feature: Flow Designer, automates work order creation and audit trail in Facilities Management module.
3.7. Jotform
• Feature: Auto notification emails and Google Drive integration via form submission.
3.8. Smartsheet Automation
• Feature: Time-based workflows auto-create rows and notify assigned staff.
3.9. Trello
• Feature: Butler automation, “Card created with label ‘Compliance’,” attaches checklist and due date.
3.10. Asana Rules
• Feature: When new task in “Maintenance” project automates assignment, deadline, comment thread.
3.11. Monday.com Automations
• Feature: “When item created, notify X”, auto-set status and attach required documentation.
3.12. Notion API
• Feature: Automatedly create new database row with form inputs and media using integration triggers.
3.13. Salesforce Flow
• Feature: Platform event trigger for cleaning task, updates record, automates alerts.
3.14. Freshservice Orchestration
• Feature: Workflow automator creates, tracks, closes maintenance requests and auto-logs.
3.15. Slack Workflow Builder
• Feature: Scheduled workflow posts cleaning check reminder, logs response via form in channel.
3.16. Google Chat Apps
• Feature: Custom bot automation to prompt, collect, and log checks to connected Sheet.
3.17. DocuSign API
• Feature: Automate digital signature collection, timestamped audit trail of completed checks.
3.18. Dropbox Automation
• Feature: Automatic saving of media (photos, PDFs) in dated folders, trigger on upload.
3.19. Twilio SMS
• Feature: API automated SMS reminders or check prompts to staff’s devices.
3.20. Make (Integromat)
• Feature: Automation scenario “Google Sheets new row” creates PDF, sends via Email, logs media on Drive.
3.21. Zendesk API
• Feature: Automate ticket creation for failed or overdue checks; automates notifications/escalation routing.
3.22. Pabbly Connect
• Feature: Automated workflow, form response triggers WhatsApp/SMS alert and logs to spreadsheet.

Benefits

4.1. Automates compliance records, reducing errors and forgotten checks.
4.2. Accelerates audit preparation with instant digital logs and media proof.
4.3. Enables management to automate issue escalation for rapid response.
4.4. Eliminates paperwork by automating task distribution and completion tracking.
4.5. Improves visibility and accountability in cleaning and maintenance operations through robust automation.