Niftie helps cleaning businesses manage customers, cleaners, jobs, schedules, requests and day-to-day administration in one connected platform.

The platform has two main parts:

• The Niftie mobile app, where customers and cleaners complete all of their tasks. Administrators use the app to view company-wide information, receive updates and open quick links to the web portal.
• The Niftie web portal, used by administrators to manage the business and complete all administrative actions.

The information and options shown in the mobile app depend on the role assigned to the signed-in user.

Creating a company administrator account

A cleaning business must create its administrator account through the Niftie web portal.

Administrator accounts cannot be created through the mobile app. Administrators use their company account to sign in to both the web portal and the mobile app.

Customer and cleaner invitations

Customers and cleaners cannot register themselves. When an administrator creates a customer or cleaner profile in the Niftie web portal, Niftie sends that person an invitation email. If the invitation email is not received, an administrator can set a temporary password through the web portal and provide the user with their login details directly. The user should change this password after signing in for the first time.

What the invitation email contains

The invitation confirms that the account is ready to use and includes the user's sign-in email address, a temporary password, and download links for the App Store and Google Play. The user should change the temporary password from the Profile screen after signing in for the first time.

Internet connection

After a user has signed in, the app can normally display the last information loaded on that device while it is offline, usually including the current month's data. An internet connection is required to submit requests, save changes, update profile or property information, and load the latest data.

What administrators can see in the mobile app

Administrators can see the same job information that a cleaner can see, but across all company jobs rather than only the jobs assigned to one cleaner. This includes the company calendar, job details, property information, customer information, assigned cleaners, notes, requirements and directions where available.

The mobile app also shows incoming requests and provides quick-action buttons on the Requests screen. These buttons open the relevant page in the web portal. If the administrator is already signed in, the portal can be used on the phone, although using it on a desktop or laptop is recommended for routine administration.

After signing in, the app displays the screens available for the user's role.

Home screen

The Home screen may show:

• The next scheduled visit.
• The number of visits remaining today and this week.
• Quick actions.
• Pending request counters.
• Unread notification counters.

Administrators can also see a combined summary of pending cleaning, holiday and availability requests.

Calendar

The Calendar supports day, week and month views. Customers see visits connected to their account, cleaners see jobs assigned to them, and administrators see jobs across the company. Select a job to open its Cleaning Details screen.

Cleaning Details

Depending on the role and the information recorded, a job may show date, start and end time, current job status, property address and map location, customer details, assigned cleaners, property and access information, pets or special requirements, comments connected to the job, and directions to the property.

Managing properties

Customers can create, view and update properties connected to their account, including service address, contact information, key or access-code instructions, room details, pets, special cleaning requirements and the property's map location.

If the displayed map location is not accurate, the customer can move the map pin to the property's exact position and save the change while online. Administrators can also adjust the pin through the web portal.

Requesting cleaning

Customers can submit a cleaning request for one of their registered properties, either a one-time visit or a recurring service. Recurring requests can repeat daily, weekly, monthly or yearly, with a recurrence interval and relevant weekday. A comment can also be added to provide more information.

Booking notice period

A cleaning request must be submitted at least 24 hours before the requested start time. The app will not accept a date or time that falls within this 24-hour period.

Submitting a request does not mean that the job has been accepted. The cleaning company must review it and can approve or reject it, including when there is no availability on the requested date. The customer receives a notification when a decision is made, and an approved job becomes visible in the customer's schedule.

Request status

• Pending — submitted for review and not yet accepted as a job.
• Approved / active — accepted by the cleaning company. The customer is notified and can see the job in their schedule.
• Rejected — the cleaning company cannot accept the request. A notification and rejection reason may be displayed.

Cancelling a cleaning visit

Customers can cancel an upcoming cleaning visit through the mobile app. The cleaning company chooses its cancellation notice period in its portal profile. Niftie uses that setting to decide whether the cancelled visit remains chargeable, not whether the customer is allowed to cancel it.

When a customer cancels with less notice than the company's selected period, the app displays an alert explaining that if they continue the job will be cancelled but will still need to be paid for.

Viewing assigned work

Cleaners can use the Home and Calendar screens to view their assigned jobs. Opening a job displays the service location, the customer and property, access instructions, pets and special requirements, other assigned cleaners, comments and directions.

Holiday allowance

Where a holiday allowance has been assigned, the app may display the cleaner's total holiday allowance and the number of days used. Holiday information is based on the details held by the cleaning company — subcontractors may not have a holiday allowance displayed.

Submitting a request does not mean it has been approved. The cleaning company will review the request and may consider allowance, existing work and other business requirements.

Submitting a holiday request

A holiday request must include a start date and an end date.

For a request covering more than one day, the end date must be after the start date and the start date must be at least 30 days away. If the required notice cannot be given, the cleaner should contact an administrator, who can add the holiday request on the cleaner's behalf through the web portal.

Submitting an availability request

Cleaners can use an availability request to tell the company about a period when they are unavailable, additional time when they are available to work, or both in the same request. A request can include a relevant date, start time, end time and optional note.

At least one date must be entered, and both a start and end time are required for each selected date, with the end time later than the start time. Availability changes can be submitted for the current day — for a current-day request, the start time must be a future whole hour. Availability requests remain pending until reviewed by an administrator in the web portal.

Using the mobile app

The administrator mobile app gives administrators visibility across the business while away from a computer. It is used to view information and open the correct web portal page; all actions that create, change, approve, reject or delete information are completed in the portal.

Administrators can use the app to view all company jobs, view the company calendar, open full job details, see the information cleaners see for every company job, view holiday, availability and cleaning requests, review comments and updates, receive notifications, and use quick-action buttons to open the relevant web portal page.

Using quick actions

The Requests screen includes quick-action buttons for administrators. Selecting one opens the relevant page in the Niftie web portal. If the administrator is signed in, the action can be completed from the phone — though the portal's layout is less convenient on a smaller screen, so a desktop or laptop is recommended for normal administration.

Actions that must be completed in the web portal

• Create, edit or delete jobs.
• Approve or reject customer cleaning, holiday and availability requests.
• Create customer and cleaner profiles, which sends the user an invitation email.
• Create holiday or availability requests for a selected cleaner.
• Create and delete users, and edit customer, cleaner and administrator profiles.
• Manage user access and account status.
• View reports and manage the company profile.
• Set the company cancellation notice period.
• Connect and manage the Xero integration.
• Complete other company management and administration tasks.

Request types administrators can review

The Requests screen can include holiday requests, availability requests and cleaning requests. Administrators can filter the available requests by status, but must use the web portal to take action.

Notifications

Notifications may relate to new or changed jobs, cleaning requests, holiday requests, availability requests, cancellations, job comments or notes, and other schedule or account updates. The app displays an unread count — opening the Notifications screen marks notifications as seen, and opening an individual notification marks it as read. Selecting a notification may open the relevant job, request, calendar date or screen.

Offline access

When the device loses its connection, a signed-in user can normally continue viewing the last data loaded on that device, usually including the current month's jobs and related information. The app displays an offline notice, and the information shown will not update until the connection returns.

An internet connection is required to submit requests, update profile information, save property or map-location changes, complete administrative actions in the web portal, and refresh the latest information.

Passwords and account security

Customers and cleaners can change their password from the Profile screen. The new password and confirmation must match, and the password must contain at least six characters.

Where biometric locking is available and enabled, the app uses the device's biometric security. If biometric checks fail several times, the user is prompted to use the phone's lock-screen PIN as a backup. If biometric locking is unavailable, the user is prompted to create an app PIN instead. A user is automatically signed out when the same Niftie account is used to sign in on another device.

Profile changes

Customers and cleaners can update the profile fields available to them in the mobile app. Administrators must use the web portal to edit any user profile or manage user accounts.

Niftie uses the saved property address and map coordinates to display jobs on a map and provide directions.

If the map does not place the address accurately, the customer can move a custom pin to the property's exact position in the mobile app. An administrator can make the same adjustment through the mobile app or enter the coordinates manually in the web portal. The change must be saved while online.

When a custom pin has been moved, the job may display two addresses: the property's actual saved address and the address identified at the pin's coordinates. Cleaners must confirm with an administrator which address or location should be used before travelling.

From a job, users can open directions using the mapping option available on their device. Location access is used to show job and property locations and is not used to track the user continuously.

Niftie can be connected to a company's Xero account through the web portal. When the integration has been linked, Niftie automatically creates an invoice in Xero after a job's scheduled end time has passed.

Administrators must use the web portal to connect the company's Xero account, review or manage the connection, manage the company and customer information used for invoicing, and check that the integration remains connected. Invoices can then be reviewed and managed within Xero.

I cannot sign in

• Use the email address and temporary password provided in the invitation email.
• Check that the email address and password have been entered correctly.
• Check the internet connection.
• Use the password reset option where available, or contact the cleaning company administrator if the invitation email has not arrived or the details do not work.

My latest jobs or requests are not showing

• Check that the device is online, then refresh or reopen the relevant screen.
• Confirm that the job or request is connected to the correct user account.
• Administrators should check the web portal for the latest company information.

I cannot submit a cleaning request

• Make sure a property has been selected.
• Check that the requested start time is at least 24 hours away.
• Complete all required fields, and check the internet connection.

Why does a cancelled visit still need to be paid for?

• The cancellation was made with less notice than the cancellation period selected by the cleaning company.
• The app still allows the visit to be cancelled, but it displays an alert explaining that the job remains chargeable.
• Contact the cleaning company if you need clarification about its cancellation policy or the charge.

I cannot submit a holiday request

• A one-day request needs at least 7 calendar days' notice; a multi-day request needs at least 30.
• The end date must be after the start date.
• The request may exceed the holiday allowance or conflict with another company rule — if the minimum notice cannot be met, contact an administrator, who can add the request through the web portal.

I cannot submit an availability request

• At least one date must be entered, with both a start and end time.
• The end time must be later than the start time.
• For the current day, the start time must be a future whole hour.

A map location is incorrect

• Customers can move the custom property pin to the exact location and save it while online.
• Administrators can also adjust the custom pin through the mobile app or enter the raw coordinates in the web portal.
• If both the actual property address and the pin-location address are shown, cleaners must confirm with an administrator which location to use.

An administrator cannot approve or edit something in the app

This is expected. Administrative actions are completed in the web portal, not directly in the app. Use the quick-action button to open the relevant portal page — the portal can be used on a phone when necessary, but a desktop or laptop is recommended.

A Xero invoice was not created

• Confirm that the company's Xero integration is linked and active.
• Check that the scheduled job end time has passed.
• Review the integration settings in the web portal and check Xero for the invoice.

Still having a problem?

Customers and cleaners should contact their cleaning company administrator first. Administrators should check the web portal and contact Niftie support when the issue cannot be resolved through the available settings.

• Companies and administrator accounts are created through the web portal. Customers and cleaners cannot register themselves; they receive an invitation email when an administrator creates their profile.
• Customers and cleaners complete all of their tasks in the mobile app. Administrators use the app to view activity and the web portal to complete administrative actions.
• Cleaning requests require at least 24 hours' notice.
• Each company selects its cancellation notice period. Customers can still cancel within that period, but the visit remains chargeable and the app displays a warning.
• Holiday requests require 7 days' notice for one day and 30 days' notice for more than one day.
• Submitting a request does not mean that it has been approved.
• A signed-in user can normally view the last loaded data offline, usually including the current month, but an internet connection is required to submit requests or save changes.
• Automatic Xero invoices are created only when the integration is linked, and only after the scheduled job end time has passed.