How to manage your login, team access and security

Q: Can I give someone access to the schedule without showing them the money?

Yes. Promote them to supervisor from their row on Staff. They get the Dashboard, Schedule, Clients, Staff, Inventory and Reports, and can approve their colleagues' time off and supply requests, but Quotes, Invoicing and Enquiries stay owner-only, so they never see a price, a quote or an invoice.

There are three kinds of account in CleanFlo, and only one of them can see everything. This is how you look after yours, how your cleaners get theirs, and what the product genuinely does and does not do about security.

In the app: Settings 7 min read Last updated 14 August 2026

On this page

The My account tab
What CleanFlo does not have
Owner, supervisor and cleaner: who sees what
How a cleaner gets a login
When someone leaves

In Settings, under You, is My account, headed with the subtitle "Your name, the email you sign in with, and this device." It holds three fields and two save buttons, and that is the whole of it. Everything else about security in CleanFlo happens somewhere other than a settings screen, which is worth understanding before you go looking for options that are not there.

The My account tab

app.cleanflo.io/settings?tab=account

Settings

Your business, your account and how CleanFlo works for you

CompanyMoneyMy accountPlan & billingExport dataPrivacy & closure

My account

Your name, the email you sign in with, and this device.

Full name Sarah Brennan

Email address sarah@example.co.uk your login, change it below

Discard Save changes

Change password

Leave blank if you don't want to change your password.

New password At least 8 characters

Confirm new password Repeat new password

Discard Save changes

Settings in the sidebar opens this screen.
Save changes is the main action on this screen.
New, in the title bar on every screen, adds a clean, client, quote, invoice and more.

My account. Two independent save bars: the top one saves your name, the bottom one changes your password. Changing one does not touch the other.

Full name: Yours, not the company's. It is the name on your messages, the initials in the sidebar avatar, and the actor name on activity rows. Blank is rejected with "Name is required." A good save toasts "Profile saved".
Email address: Shown but not editable here, because it is your login. Change it under Change email, just below.
Change email: Type a new address and save. We send a confirmation link to your current address and to the new one, and your login moves once both are followed. Until then you keep signing in with the old address. If you own the company, your billing receipts follow the new address too.
New password and Confirm new password: Both blank by default. The eye button inside the first box reveals both fields at once, which is the right behaviour when you are typing a password you have just invented.

The password rule is one rule: at least eight characters. There is no complexity requirement, no expiry, no history check and no ban list. The two things that can stop a change are both spelled out in the save bar in red.

The three things the password save bar can say. The green tick is the only confirmation you get on screen; a toast reading "Password updated" appears alongside it.

If your login has expired in the background while the tab sat open, the save bar tells you rather than failing quietly: "Your session has expired. Sign in again to save." Nothing is lost, but the form has to be resubmitted after signing back in.

What CleanFlo does not have

This section exists because assuming a security feature is present is worse than knowing it is absent. None of the following is in the product.

No two-factor authentication. There is no authenticator app, no SMS code and no backup codes. Your password is the whole of your login.
No session list and no sign-out-everywhere. You cannot see which devices are signed in, and you cannot remotely end a session. Changing your password is the nearest lever you have.
No audit log. The Activity tab of the notification feed shows recent events, but it is a feed rather than a tamper-evident record, and it does not go back indefinitely.
No fine-grained permissions screen. There are exactly three kinds of account, owner, supervisor, cleaner, each with a fixed set of screens rather than anything configurable field by field.
No account deletion button. There is no danger zone anywhere in Settings.

What it does have is worth stating in the same breath. Data is held on servers in the EU and encrypted at rest with AES-256. Every table is protected by row-level security keyed to your company, so a query from one account physically cannot return another company's rows. Signing out is a real button, in the account row at the very bottom of the sidebar.

Sarah Brennan Brennan Cleaning Ltd Log out

Log out

The account row at the foot of the sidebar. Your initials, your name, your company underneath, and one menu item.

Owner, supervisor and cleaner: who sees what

Every account is one of three kinds. Owner and cleaner are the two absolute ends; supervisor sits between them, a role an owner grants to a trusted cleaner from their row on Staff, covered in full in Editing, deactivating and removing staff.

	Owner	Supervisor	Cleaner
Signs in to	The web app, all fifteen screens	The web app, six screens, plus the phone app for their own cleans	The phone app only
Sees the schedule	Every clean for every cleaner	Every clean for every cleaner	Only cleans assigned to them
Sees clients and locations	The full record, contacts and all	The full record, contacts and all	The site and access notes for their own cleans
Sees money	Quotes, invoices, revenue, reports	Nothing. No Quotes, Invoicing or Enquiries screen at all	Nothing. No prices anywhere
Sees other staff	The whole team and their performance	The whole team and their performance, and can approve time off and supply requests	Only colleagues in shared channels
Sees inventory and equipment	The full register	The full register	What they have on loan, and can request supplies
Sees health and safety	Every incident, audit and risk assessment	Nothing, Health & Safety is owner-only	Can report an incident from a clean
Settings	Every section	My account and Notifications only	None. Their own settings live under More in the cleaner app
Can add, remove or promote staff	Yes	No	No
Can change billing or company settings	Yes	No	No

A supervisor's six screens are Dashboard, Schedule, Clients, Staff, Inventory and Reports. Everything to do with money, Enquiries, Quotes, Invoicing, and everything owner-only, billing, company settings, adding or removing staff, Health & Safety, stays out of reach, whichever way the account is signed in.

It is enforced at the front door rather than by hiding menu items. A cleaner who signs in on a laptop and types the address of the invoicing screen is redirected straight to the phone app, and the database refuses the queries behind it regardless.

09:41

Amara Okafor Coastal Cleans

This phone

Tell the office

What you are carrying

The cleaner app's More tab: their own name, their work, and Settings.

How a cleaner gets a login

There is no PIN anywhere in CleanFlo, and no shared device code. A cleaner has a real account with an email address and a password, the same as you. There are two routes to creating one, offered as a choice under the legend "How should they get in?" at the top of the Add staff member drawer.

Add staff member

How should they get in? Set a password You choose a temporary password and we email it to them. Fastest if they are with you now. Send an invite They get a link and choose their own password. Nothing to read out, no password in an inbox.

Full name * e.g. Sarah Mills

Email address * sarah@example.com

Phone +44 7700 900000 optional

Job Title e.g. Cleaning Pro optional

CancelCreate Account

Adding a cleaner. "Set a password" is the default because it is the fast route when the new starter is standing next to you; the generated password is 14 characters and avoids glyphs that look alike when read aloud.

Set a password: The account is created immediately and the password is emailed to them. The suggested password is generated from a cryptographic random source, is 14 characters long, and deliberately omits zero, capital O, one, lower-case L and capital I, because these get read out over the phone and typed on a phone keyboard.
Send an invite: No account exists yet. A pending invite is written and you get a shareable link. They open it, choose their own password, and the account is created at that moment. The link is good for 14 days.

The invite route is the better one for anybody who is not in the room, and not only for security. An invite can be pushed through WhatsApp or SMS from your own phone, which is the channel a new hire actually reads, rather than an email from a sender they have never heard of about software they have not agreed to use. Pending invites get their own tab on the Staff screen so you can see who never set themselves up, and each one can be resent or revoked.

If someone loses their password, the Staff screen has a Resend login credentials drawer: you set a new password and it is emailed to them. There is no self-service reset link inside the cleaner app.

When someone leaves

Deactivate them on the Staff screen

Deactivating removes their access immediately. Their record, their clean history and their messages all stay, which is what you want if a question comes up afterwards.

Get the equipment back

Open Equipment, filter to Loaned, and see what is out in their name. Confirm each return as it comes back so the register is honest.

Reassign their cleans

Deactivating does not unassign anything. Anything still booked to them stays booked to them until you move it, and it will keep showing on the schedule.

Leave the conversations alone

Their threads and channel messages stay in your account. That is the point of running team messaging here rather than in a group chat on their personal phone.

Common questions

How do I change the email address I log in with?

In Settings, open My account and find Change email. Enter the new address and save. We email a confirmation link to your current address and to the new one; once you follow both, the new address becomes your login and, for a company owner, where billing receipts go. If you no longer have access to the old inbox, raise a ticket from Support and we will move it for you.

Is there two-factor authentication?

No. There is no 2FA, no authenticator app support and no SMS codes anywhere in CleanFlo. Your password is the whole of your login, which is a reason to use a long one from a password manager rather than one you can remember.

Can I give someone access to the schedule without showing them the money?

Yes. Promote them to supervisor from their row on Staff. They get the Dashboard, Schedule, Clients, Staff, Inventory and Reports, and can approve their colleagues' time off and supply requests, but Quotes, Invoicing and Enquiries stay owner-only, so they never see a price, a quote or an invoice.

A cleaner has forgotten their password. What do I do?

Open their record on the Staff screen and use Resend login credentials. You set a new password and it is emailed to them. There is no self-service forgotten-password link inside the cleaner app.

What’s next How CleanFlo handles your data under GDPR Your data sits in the EU, encrypted, and nothing is deleted when a card fails. This covers how to take a full copy of it, and which parts of UK GDPR stay your clean rather than ours.

Previous: How to switch parts of CleanFlo on and off

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