Axis
OnCrew AI · online
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Cleaning and facilities work has a rhythm most rostering tools misunderstand. Most of it is beautifully predictable — the same sites, the same nights, week after week under contract — and the rest is pure chaos: a cleaner calls in sick at 4:45pm for a 6pm office clean, and the contract says the site gets cleaned regardless. Cleaning rostering software you can actually run a business on has to be excellent at both at once — rosters that repeat without touching, and gaps that fill at speed. That's what OnCrew is built for.
Split a cleaning roster honestly and two very different jobs appear: the contract work that should run itself, and the exceptions that have to be filled at speed. Most tools are good at one and clumsy at the other. OnCrew is built for both at once — the predictable week that builds itself, and the 5am gap that refills before the client notices.
The bulk of cleaning is contract work under a fixed schedule; the rest is the sick call at 4:45pm. OnCrew treats them as two jobs and does both.
Job one is the contract work: Site A five nights a week, Site B Tuesdays and Fridays, the shopping centre every morning before open. You set the recurring pattern once and OnCrew builds the schedule out for you — months ahead — so workers keep their regular sites and the office only touches the pattern when the contract changes. It's the half of cleaning rostering software contractors underrate at purchase and treasure at month three: the week that used to be rebuilt every time now just repeats.
Job two is the exception: the sick call, the no-show, the client who wants a one-off deep clean Thursday. Here speed is everything — the office must be done before 6am, the retail floor before doors open. OnCrew turns the gap into a process: the shift reopens, Smart Fill ranks the available, cleared pool by their history at the site, how close they are and how recently they worked, and one-tap offers go out immediately. The frantic ring-around of the usual three names becomes a ranked offer to everyone who could genuinely take it — with the roster refilling while you watch.
Multi-site is the normal shape of a cleaning business — so it's how OnCrew is built.
Every client holds its sites, every site holds its schedule, its requirements and its supervisor, and the recurring pattern is built per site — out to months ahead — then left to run. Workers can hold regular assignments across several sites, and OnCrew automatically blocks double-booking the same worker across overlapping shifts — which is where spreadsheets quietly fail first. Any site-specific requirement travels with the site and is enforced as a hard gate: a worker missing or expired on it can't be assigned or clocked in there, without the coordinator holding it in memory. Hours are captured against the site and client as they're worked, so the operational roster and the billable picture come from the same record. For a contractor running thirty sites across a city, the setup is an afternoon — the payoff is a schedule that builds itself out and a live view of every site on one screen.
The hour every promise in the brochure either holds or doesn't.
A morning cleaner doesn't appear; the site must still be done before the client's staff arrive. In OnCrew the same 5am runs differently: the clock-in that didn't happen has already flagged the shift, OnCrew can automatically chase the missing cleaner by SMS and voice, and Smart Fill has the ranked refill list ready — every available cleaner cleared for the site, ordered by fit and site history, one tap from an offer. Coordinator involvement compresses to a decision: send the offers. The pattern holds regardless of the hour or who's on duty — the 5am response stops depending on who's awake or which three numbers live in their phone. New coordinators inherit on day one the refill capability veterans built over years, because it lives in the system, not the person.
Cleaning happens when the client isn't there — so proof of attendance is commercial infrastructure, not admin.
Every cleaner clocks in through the OnCrew app with their GPS location captured and checked against the site's geofence — so "the site was serviced" is a timestamped, location-stamped record, and any off-site clock-in is flagged for review. When a client queries whether Tuesday's clean happened, the answer is a timestamped entry retrievable in seconds. This single capability changes client conversations more than almost any other: software that can produce the visit record turns the awkward query into a thirty-second answer — and over a contract's life, that reliability is what renewals are made of.
Every clock-in and clock-out is recorded in the site's local time — which matters more in cleaning than almost anywhere, where after-hours and early-morning windows live at the exact times disputes love. The record settles them: start, finish, site, GPS-stamped. A service history accumulating per site becomes an asset at renewal, a defence in a dispute and a baseline for the next tender. And because supervisor sign-off happens against that same record, the hours a client is billed for are the hours the app recorded and the supervisor approved.
Cleaning margins are thin enough that leakage between worked, paid and billed hours is a real profit line. OnCrew closes the loop with one record: the clock-in becomes the timesheet, the supervisor's approval locks it, and approved hours flow two ways — into a payroll-ready CSV (formatted for Employment Hero's timesheet importer, or a Xero-via-UpSheets bridge file, since Xero has no native timesheet import — so you're not re-keying hours), and into billable hours per client and role for invoicing. When the pay run and every client invoice draw from the same approved hours, under-billing and over-paying both die and month-end reconciliation shrinks to an export.
Underneath the rosters sits OnCrew's client structure, and for cleaning contractors it maps one-to-one onto how the business works: each client, their sites, each site's schedule and requirements, and the supervisors who sign things off. Client supervisors can be given their own OnCrew app access to raise requests — the Thursday deep clean, extra cover for an event — which flow straight into Smart Fill with the site's details attached, and to sign off on the hours where your contracts require it. Contract changes stay contained: a client adds a site, you add the site, the recurring schedule extends, and everything downstream — clock-ins, hours, billing — follows. Site forty is administered like site four, so the next contract is an addition rather than a reorganisation.
Run recurring contract work on a schedule you build once, fill exceptions at speed, capture a GPS-stamped attendance record at sites the client never sees you service, and keep approved hours flowing to both a payroll export and per-client invoicing without re-keying. OnCrew was built with each as a first-class job.
The pattern holds while the exception routes through Smart Fill: the absent cleaner's shift reopens and ranked offers go to the cleared, available pool immediately. The contract schedule is untouched — only the name on tonight's shift changes.
Natively — one-off cleans run as requests through the same ranked-offer flow the recurring work sits beside. Casual fills and contract rostering in one system is the dual mode the sector needs; jumping between tools is how details get dropped.
OnCrew's app on their own phone: their regular sites and shifts, one-tap offers for extra work, GPS clock-in at the site, and their timesheets — no group chats, no paper. Offers only arrive for shifts they're cleared and available for, which keeps the casual pool responsive when you need it most.
Every visit is a GPS-stamped, timestamped clock-in checked against the site's geofence and recorded in local site time — retrievable per site and date in seconds when a client asks, with any off-site clock-in flagged for review. Verifiable service records turn the "did anyone come Tuesday?" call from a credibility problem into a lookup — and they're a tender differentiator most competitors simply can't produce.
That's the design case: per-site schedules, requirements and supervisors, rolled up to one live map and one hours-by-client view. Winning a fifty-site contract is a scaling problem OnCrew is built for, not a re-platforming one — multi-site cleaning rosters at that scale are where the manual alternatives genuinely cannot follow.
One record end to end: clock-in, supervisor approval, then a payroll-ready CSV — formatted for Employment Hero's importer, or a Xero-via-UpSheets bridge file (Xero has no native timesheet import) — alongside billable hours by client and role for invoicing. The pay run and the invoice cite the same approved hours.
Book a 20-minute demo and we'll walk your own week — from the recurring roster to the 5am fill to the attendance record you hand your client.
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