Service rounds (patrol & cleaning checks)

Service rounds enable you to track recurring checks performed at an asset, such as security patrols and cleaning passes. Verification occurs by scanning a QR code at each checkpoint. Flowtly compares the timestamps from your staff's scans against the expected schedule, displaying the completion status for each round: on time, late, partially scanned, or missed.

Where to find it: Access Operations → Service rounds in the sidebar (route /operations/checks). This is a standalone page and not a tab on an asset's detail page.

Check types

Each asset can be configured with multiple check types, each presented as a separate tab. The two built-in types are:

Patrol — Security rounds performed 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 according to its schedule.

Each check type is independent, maintaining its own expected schedule, grace window, and scan history.

Setting up a schedule

For each check type, you configure the following parameters:

Expected times — The specific 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 required for the schedule.
Grace window — The number of minutes after the expected time during which a scan is still counted as on-time. A scan falling within the grace window is marked as completed; a scan arriving after it is marked as late; a scan that never arrives is marked as missed.

How a scan verifies a round

To verify a round, a QR code of the matching type (patrol or cleaning) must be placed at the checkpoint. This can be on the asset itself, on a nearby wall, or at any location that confirms the staff member's physical visit to the spot. When a staff member scans the code with their phone, Flowtly immediately records a timestamped visit without requiring additional steps.

Flowtly then matches each recorded scan against the nearest expected time for that check type and assigns one of four statuses:

Done — All checkpoints for the round were scanned before or within the grace window of the expected time.
Done-late — All checkpoints for the round 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 grace window closed.
Missed — No scan was recorded for an expected time, and its grace window has passed.

Each visit also records the user who performed the scan, creating a named audit trail.

Reading the completion view

Navigate to Operations → Service rounds to view the completion status for each check type. The view displays:

Done — Rounds completed within the expected window, showing 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; both the actual scan time and the expected time are shown to indicate the delay.
Partial — Rounds where only some checkpoints were scanned within the window; the view indicates which checkpoints were recorded and which were not.
Missed — Expected rounds for which no scan was ever recorded.

You can filter the view by date range to review a day, a week, or a longer period. The summary at the top provides 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 requires patrolling 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, allowing you to view the full route history.

Example use cases

Verifying a security team completed their patrol route by having them scan unique QR codes at strategic checkpoints throughout a property, ensuring adherence to the schedule.
Tracking the timely completion of cleaning services for specific zones or rooms within a building by requiring cleaning staff to scan designated QR codes upon completion of work in each area.
Monitoring recurring visual inspections for critical assets by configuring a "Patrol" check type and placing QR codes at each asset's location, ensuring regular verification.