Service rounds (patrol & cleaning checks)
Service rounds let you track recurring checks performed at an asset — such as security patrols and cleaning passes — and verify each one happened on time by scanning a QR code at the checkpoint. Flowtly compares the scans your staff make against the expected schedule and shows you exactly which rounds were completed on time, which were completed late, which were only partially scanned, and which were missed.
Where to find it: Open Operations → Service rounds in the sidebar (route
/operations/checks). This is a standalone page, not a tab on an asset's detail page.
Check types
Each asset can have multiple check types, shown as separate tabs. The two built-in types are:
- Patrol — security rounds made along a defined route, intended to verify that a space is secure at regular intervals.
- Cleaning — cleaning passes that confirm a space or item has been serviced to schedule.
Each check type is independent: it has its own expected schedule, its own grace window, and its own scan history.
Setting up a schedule
For each check type you configure:
- Expected times — the time(s) of day a round should be completed (e.g. 06:00, 14:00, 22:00 for a three-shift patrol). You can add as many expected times as the schedule requires.
- Grace window — how many minutes after the expected time a scan is still counted as on-time rather than late. A scan that falls within the grace window is marked as completed; one that arrives after it is marked as late; one that never arrives is marked as missed.
How a scan verifies a round
A QR code of the matching type (patrol or cleaning) is placed at the checkpoint — on the asset itself, on a wall nearby, or at any location that proves the staff member physically visited the spot. When a staff member scans the code with their phone, Flowtly records a timestamped visit immediately, with no extra steps needed.
Flowtly then matches each scan against the nearest expected time for that check type and assigns one of four statuses:
- Done — all checkpoints were scanned before or within the grace window of the expected time.
- Done-late — all checkpoints were scanned, but at least one scan arrived after the grace window had closed.
- Partial — the round was scanned, but only some of the required checkpoints were recorded before the window closed.
- Missed — no scan was recorded for an expected time and the window has passed.
Each visit also records which user performed the scan, so you have a named audit trail.
Reading the completion view
Open Operations → Service rounds to see the completion view for each check type. The view shows:
- Done — rounds completed within the expected window, shown with the scan time and the staff member's name.
- Done-late — rounds where all checkpoints were scanned but at least one arrived after the grace window; the actual scan time and the expected time are both shown so you can see how late it was.
- Partial — rounds where only some checkpoints were scanned within the window; the view shows which checkpoints were recorded and which were not.
- Missed — expected rounds for which no scan was ever recorded.
You can filter by date range to review a day, a week, or a longer period, and the summary at the top tells you the overall completion rate for the selected range.
Placing QR codes at checkpoints
QR codes are generated per asset and per check type from the asset's QR codes tab. Print the code as a poster or a compact label and affix it at the physical checkpoint. Because the code is tied to both the asset and the check type, scanning it always records the correct kind of round — a cleaning code cannot be confused with a patrol record.
Tip: If an asset needs to be patrolled at multiple physical locations, place the same patrol QR code (or duplicate prints) at each point. Flowtly records each scan independently with its own timestamp, so you can see the full route history.
