Update an Item's Status and Location During Cleaning

A step-by-step guide for technicians: how to open a labeled item or box in the mobile app, update its cleaning status, and move it from one location to the next as it goes through your process.

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Before You Start

• The item or box has a QR label (tag or box label) from packout.

• Every place an item can go (for example, a cleaning room, a treatment area, or a vault) is set up as a location in your organization. See Setup Locations.

(Tip: Each change saves as soon as you confirm it. You don’t need to press Save at the end.)

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Step 1: Open the Item

1. Open the job.

2. Tap the Job Report tab at the bottom of the screen.

3. Tap Custody at the top of the Job Report.

4. Open the item or box by either: • Tapping Scan Label and scanning its QR code, or • Finding it in the list (use the search bar) and tapping it.

You’ll see the label’s card with its Status, Room, and Location, and a row of buttons: Move, Print, Restore, and Photo.

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Step 2: Update the Cleaning Status

1. Tap the Status field on the card.

2. Choose the new status, for example Needs Cleaning, Cleaning, Cleaned, or Storage.

The new status shows on the card right away.

(Tip: When cleaning is finished, you can also tap Restore, then Mark Restored. This sets the status to Cleaned in one tap.)

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Step 3: Move the Item to a New Location

1. Tap Move.

2. In Change location, either: • Tap Scan Location QR Code and scan the location’s label, or • Pick the location from the list.

3. Tap Move in the confirmation message.

4. If the app asks whether to take a photo to document the location change, take one or skip it.

The card’s Location now shows the new location, and the move is added to the item’s Location history.

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Step 4: Repeat at Each Stage

As the item moves through your process, repeat steps 1–3 at each stage: open the item, set its status, and move it to the next location. When it reaches its final location (for example, a vault), move it there the same way.

(Tip: Scanning the item’s label is the fastest way to open it again at each station.)

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Example: Restored → Ozone Room → Vault

This example assumes your team has set up an Ozone Room location and a vault (for example, Vault-12), each with its QR code posted.

When cleaning is finished:

1. Open the job, tap Job Report, then Custody.

2. Tap Scan Label and scan the item’s label.

3. Tap Restore, then Mark Restored. The status changes to Cleaned.

When the item goes into the ozone room:

1. On the same card, tap Move.

2. Tap Scan Location QR Code and scan the Ozone Room’s code (or pick Ozone Room from the list).

3. Tap Move to confirm. If the app asks for a photo, take one or skip it.

When ozone treatment is done:

1. Tap Scan Label and scan the item’s label again.

2. Tap Move, scan the vault’s QR code (or pick it from the list), and tap Move to confirm.

3. Tap the Status field and choose Storage.

The item’s Location history now shows each stop: the ozone room, then the vault.

(Tip: If the Ozone Room location has its own status, moving an item in replaces the Cleaned status. See Let the Location Set the Status below.)

(Tip: To time each cleaning step, such as a 4-hour ozone cycle, technicians can use Restore Mode.)

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Update Several Labels at Once (Batch Scan)

When the same change applies to a whole cart or shelf, scan them all in one pass instead of opening each label.

1. In Job Report → Custody, tap Scan Label.

2. Tap Batch scan on the scanner screen.

3. Scan each label in turn. They build up in a list at the bottom of the screen. Tap the ✕ beside a row to drop one.

4. Tap Done.

5. You land back on the Custody list with every label you scanned selected and held at the top of the list, even if a filter would normally hide them.

6. Use the action bar at the bottom: Edit (status, room, categories), Group, Print, or Move to a location.

(Note: Batch scan needs an internet connection. While the app is offline, Scan Label and the select button are hidden.)

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Let the Location Set the Status

Anyone in your organization can give a location a status of its own in the web app, so anything moved into it gets that status automatically. For example, if a cleaning room is set to Cleaning, moving a label there marks it Cleaning without an extra tap. See Give a Location a Status in Setup Locations.

(Note: Moving an item into a location with a status replaces the item’s current status. For example, an item you marked Cleaned goes back to Cleaning if you move it into a location set to Cleaning.)

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Update an Item’s Room

1. On the item’s card, tap the Room field.

2. Choose the new room from the list (or No Room to clear it). (Note: For tag labels, the room change is applied to every inventory item associated with the label.)

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Add Photos

1. Tap Photo.

2. Take a picture of the item or box. (Note: Photos added here attach only to the selected item or box. They do not create new inventory entries.)

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Best Practices

• Scan QR codes whenever possible to reduce errors. • Update the status and location as soon as the item arrives at each stage, so everyone sees where it is. • Add photos after cleaning to keep a clear history of the item’s condition.

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Troubleshooting

The buttons are greyed out: The job is locked. Ask your office to unlock it. The app says the label is part of a group: Grouped labels move and change together. Open the group (the app offers a button for this) and make the change there. A location isn’t in the list: It hasn’t been created yet. Locations are created in the web app under Sites, and any member of your organization can add one. QR code won’t scan: Clean the label or find the item in the Custody list instead. Status won’t update: Check your network connection and permissions. Photos not showing: Close and reopen the item; syncing may take a moment.

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