Integrated quality management for service teams

Every service round provable: the digital cleaning record via QR code, with guest feedback.

A QR sticker replaces the paper sheet, whether restroom, office or whole floor, whether cleaning, checks or inspections: staff confirm each service round with one click, guests report problems on the spot at the same place, and service managers see everything in real time. No app, no training.

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Hosted in Germany Data center ISO/IEC 27001 GDPR compliant

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How a service round plays out in practice

1Complete, check off, sign

The staff member scans the QR code in the room, sees their tasks in their own language, checks them off and signs on the display.

2Rate and report

Guests scan the same code, give a smiley rating and report what is missing in seconds. Anonymous and with no sign-up.

3Respond and document

Reports land in the dashboard right away and are assigned with one click. For audits, there is still the familiar control sheet as a monthly overview.

Shown here for restroom cleaning. ScanQM works the same way for Grounds care, winter service, janitorial rounds, maintenance and inspections, security patrols, waste collection and any other service with fixed tasks.

ScanQM dashboard: check-ins, feedback and cleaning performance at a glance — Real-time dashboard: check-ins, feedback and overdue zones at a glance

For service teams in

Facility Management Cleaning Companies Hotels & Restaurants Vacation Rentals Public Restrooms Event Venues

The problem: no transparency, no feedback channel, complaints arrive too late

Service managers can't tell in real time whether cleaning rounds actually happened, and guests have no way to report problems on the spot.

Paper lists are unreliable

Sheets go missing, get forgotten or are filled in afterwards. A dependable record is hard to get.

No view of the present

Whether an area was cleaned today is often only discovered afterwards, if at all.

Guests have no channel

If soap is missing or something is broken, there's no way to report it on site. Complaints arrive too late.

The best-known example

Example: the digital restroom cleaning log

It replaces the checklist in restrooms, changing rooms and public areas, ready to use immediately with a QR sticker. The same principle applies to any recurring service.

Example of a cleaning record for a whole month. All entries, times and signatures are invented.

With ScanQM

Staff scan the QR code and confirm the service round with one click
Optionally with photo, signature and status note
Who, when, where: instantly visible in the system and tamper-proof
Service record as PDF at the push of a button, with logo, signatures and photos
No app download and no training required for end users

Not just restrooms, not just cleaning

ScanQM turns any recurring task into a documented, traceable workflow, whether it's cleaning, equipment checks, safety rounds or a customer-facing service.

Restrooms & changing rooms
Offices & meeting rooms
Hotel rooms & floors
Vacation rentals
Equipment checks
Safety rounds
Customer-facing services

In detail: replacing the restroom cleaning log digitally, the digital cleaning record and cleaning records for vacation rentals

The ScanQM difference

Guest feedback on the spot, through to a documented resolution

Guests scan the same QR code and give feedback immediately. The team is notified in real time and documents the follow-up, so the loop from problem to solution stays closed.

Rating and comment in seconds, no app, no login
Real-time email notification to configurable recipients, with context and photo
Add a resolution note straight from the email, via link, no login
Every piece of feedback stays traceable until it's resolved

More: guest feedback via QR code on the spot

ScanQM guest feedback: smiley rating, yes/no questions and comment field after scanning the QR zone — Feedback page after the QR scan, right in the browser

Features

Everything for proof, feedback and control

From the QR scan to the exportable service report, on one platform.

Described in detail for facility management and cleaning companies.

QR check-in per zone

Every room, floor and area gets its own QR code. A scan records who, when, where, optionally with task list, photo and comment.

Service reports without QR scan

Staff can report faults, damage or anomalies on the go via the app, with free text and a photo.

Real-time dashboard

Overview of all locations, zones and staff: fulfilment rate, overdue zones and customer ratings. Manual entries are possible directly.

Email alerts

For fault reports, negative feedback or service reports, configurable recipients get an email immediately, with context and photo.

Resolution notes

Every report can carry a note: in the admin or via a token-based link from the email, no login. The resolution is documented.

Time tracking & backlog

Time tracking per service and an overview of overdue zones based on service frequencies.

PDF & XLSX export

Service reports as PDF with logo, signatures and photos; feedback and report overviews as XLSX, filterable by date, zone and location.

Privacy & pseudonymization

Staff names can be pseudonymized in external outputs such as emails and web views. GDPR-compliant and configurable per tenant.

Own environment per customer

Every customer gets an isolated environment with its own subdomain and database, with own language, branding and location structure.

How it works

From paper to proof in four steps

Attach QR stickers

In restrooms, offices, changing rooms, equipment areas and elsewhere, each zone gets its own code.

Scan & confirm

Staff check in via QR scan and confirm the service round with one click, optionally with photo and signature.

Guests report directly

Guests scan the same code and give feedback. The team gets an email with context right away.

Note & prove

Add a resolution note, check the dashboard and export the service report as PDF.

Also as an app: the ScanQM app for iOS and Android

From the service team's perspective

What makes your staff's daily work easier

Tasks in their native language

Tasks are displayed in each staff member's own language, which means fewer misunderstandings and fewer follow-up questions.

Offline support

Caching keeps work possible even with poor or no reception, for example in basements or restroom wings.

Recording of time on task

The time a service takes is recorded, as a basis for planning and proof.

Report anomalies & defects directly

Faults and damage can be reported on the spot, with free text and a photo, even without a QR scan.

Task list per zone

A task list can be stored for each zone. Staff see what needs doing as soon as they check in.

Photo, signature & status in one click

The service round is confirmed with one click, optionally with photo, signature and status note.

Comparison

ScanQM vs. typical QR-check tools

QR-based tools document service rounds. ScanQM connects the proof with direct guest feedback and documented follow-up.

Feature comparison of ScanQM with typical QR-check tools
Feature	ScanQM	Typical QR-check tools
Digital proof of service via QR scan	Yes	Yes
Guest feedback on the same QR code	Yes	Not always included
Email alert on negative feedback	Yes, in real time	Varies by provider
Resolution note via link, no login	Yes	Varies by provider
Pseudonymization of staff names	Yes, configurable	Varies by provider
Hosting & compliance	Germany, ISO 27001 data center, GDPR	Varies by provider

General market comparison, not a statement about any specific provider. As of 2026.

Pricing

Pricing by scope: zones, locations and staff

From a free start to enterprise rollout.

Trial

Free trial

5 QR zones
1 location
3 staff members
Time tracking
Backlog
Room book
Scheduled reports
Area performance (m²/h)

Request plan

Host

For vacation rentals, Airbnb and apartments

€2.99/month

or €29/year (save 19%)

5 QR zones
1 location
2 staff members
Backlog
Room book

Request plan

Light

€9/month

or €90/year (save 17%)

10 QR zones
1 location
2 staff members
Backlog
Room book
Scheduled reports

Request plan

Starter

€29/month

or €290/year (save 17%)

20 QR zones
3 locations
5 staff members
Time tracking
Backlog
Room book
Scheduled reports

Request plan

Pro

€79/month

or €790/year (save 17%)

75 QR zones
15 locations
25 staff members
Time tracking
Backlog
Room book
Scheduled reports
Area performance (m²/h)

Request plan

Business

€149/month

or €1,490/year (save 17%)

250 QR zones
50 locations
75 staff members
Time tracking
Backlog
Room book
Scheduled reports
Area performance (m²/h)
Custom branding

Request plan

Enterprise

Do you have more than 50 locations, your own IT requirements or special integration needs? We build enterprise packages individually, for example with API interfaces, on-premise hosting, dedicated support and tailored reports. Get in touch.

Unlimited QR zones
Unlimited locations
Unlimited staff members
Time tracking
Backlog
Room book
Scheduled reports
Area performance (m²/h)
Custom branding

Request a quote

FAQ

Frequently asked questions

What is a digital cleaning record?

A digital cleaning record replaces paper lists such as the restroom checklist. Staff scan a QR code and confirm the service round with one click, optionally with a photo, signature and status note. Who, when and where is documented automatically, and all records are instantly visible in the system and exportable as PDF. The principle also applies to offices, hotel rooms, equipment checks and other recurring services and is not limited to cleaning.

What does a digital record offer over paper and Excel?

Paper sheets can get lost, be forgotten or be filled in afterwards. A digital record is created at the moment of the scan with a timestamp, is instantly visible to the service manager and is stored tamper-proof. For clients and audits, service reports can be exported as PDF and overviews as Excel.

What sets ScanQM apart from other QR-check tools?

ScanQM combines proof of service with guest feedback on the spot: guests scan the same QR code and report problems immediately. The team receives an email in real time and can add a resolution note, even without logging in, via a link in the email. The path from problem to solution stays documented.

Do guests or staff need an app and which devices are supported?

Guests do not need an app: they scan the QR code and give feedback directly in the browser. Staff check in via QR scan, in the browser or in the ScanQM app for iOS and Android, and receive their own app PIN. A smartphone with a camera and a browser is enough. The digital cleaning log is ready to use with a QR sticker, with no training for end users.

Does ScanQM work without an internet connection?

Yes, the app uses a local cache: check-ins are stored on the device and sent automatically as soon as a connection is available again.

How do I set up ScanQM?

You create locations and zones, generate the QR signs in the admin area, print them and put them up. Staff are created with their own app PIN, and a task list can be stored per zone. Guests need no introduction.

Can photos and signatures be captured?

Yes. At check-in, a photo, a signature and a status note can optionally be captured. They appear in the PDF service report.

Can defects and anomalies be reported directly?

Yes. Staff report faults, damage or anomalies with free text and a photo, even without a QR scan via the app. Recipients receive an email with context and can add a resolution note.

What happens if a service is forgotten?

The dashboard shows overdue zones based on the service frequencies you have set. Overdue tasks trigger automatic alerts so nothing goes unnoticed.

Can I manage several locations?

Yes. Locations, zones and staff are managed centrally, and the dashboard shows all locations at a glance. How many locations are included depends on the plan.

In which languages are tasks displayed?

Tasks can be stored in several languages and are shown in each staff member's own language. The admin area is available in German and English.

Can I use ScanQM with my own branding?

Yes. Every customer works in its own environment with its own subdomain and database. Custom branding is included in the larger plans, see the pricing section for details.

How long am I bound by contract?

The contract runs for an indefinite period. The minimum term equals the chosen billing period: 1 month for monthly and 12 months for annual billing. You can cancel at any time effective at the end of the current billing period, in the admin area or by email.

What does ScanQM cost?

There are plans by scope, graded by zones, locations and staff, bookable monthly or annually. Current prices and features are in the pricing section, and for Enterprise we prepare individual quotes.

Is there a free trial?

Yes, ScanQM can be tried free for 30 days. After the trial period, you decide whether to book a paid plan.

Do I need to install anything to use ScanQM?

No. The admin area and the check-in pages run in the browser, no installation is needed. Staff can additionally use the ScanQM app for iOS and Android, but it is not required.

Is ScanQM GDPR compliant and where is the data stored?

Yes. ScanQM is hosted in a German data center that is ISO/IEC 27001 certified and runs on 100% green electricity. Staff names can be pseudonymized in external outputs, and privacy settings are configurable per tenant.

What happens to my data after the contract ends?

After the contract ends, your environment is read-only for 30 days. During this time you can export your data, including as PDF and Excel. After that the data is deleted, unless statutory retention obligations apply.

How do I reach support?

Via the support page on scanqm.com. According to the support page, we usually respond within one business day.

Who is ScanQM for?

Facility managers, cleaning companies, hotels and restaurants, hosts of vacation rentals, operators of public restrooms and event venues, wherever recurring services need to be provable.

Is ScanQM suitable for small businesses too?

Yes. Plans are tiered by zones, locations and staff, from a single location up to enterprise environments with several locations.

Is there an API or interfaces to other systems?

There is currently no public standard API. For enterprise customers we build individual interface solutions on request, such as API connections.

About us

From practice, for practice

I am Sebastian and I have been at home in facility management for over ten years. I know the gaps and the classic problems in the daily work of service teams.

My core idea: the laminated sheet has to go, and communication has to take its place. That is why I built ScanQM from practice, for practice.

Sebastian, founder of ScanQM

More about us and the idea behind ScanQM

Over 10 years of experience in facility management
Qualified Fachwirt for facility management
Leadership experience at FM service providers
An eye for both sides: provider and client
Web developer, ScanQM is built in-house

Replace the paper sheet today

Book a free demo and see how the digital restroom cleaning log with guest feedback works in your operation.

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