Digitize your workflows with the new multi-step forms
2026-04-24 | Workforce Management

Digitize your workflows with the new multi-step forms

At FacilityApps, we continue to innovate to make cleaning operations simpler, faster, and more transparent. We are proud to introduce our latest feature: Multi-step forms. With this feature, you can take your existing or new digital forms to the next level by streamlining processes directly within our software and app across different roles in your organization.

What are multi-step forms?

In the daily operations of a cleaning company, a form is rarely handled by just one person. Think of leave requests, vacation approvals, damage reports, or quality inspections that require validation or approval.

Previously, these steps were often handled through different channels (task apps, email, WhatsApp, or paper). With the new multi-step forms, a form becomes a dynamic workflow. One form moves through multiple stages and users, while all information remains stored in one central place.

How does it work in practice?

Imagine: a site supervisor wants to place an order for supplies. This process is now fully automated within FacilityApps:

Step 1 (Employee): The employee submits the order request in the app.

Step 2 (Manager): The regional manager or site supervisor receives a notification in the app, reviews the request, adds a digital signature, and can include a comment.

Step 3 (Procurement/Administration): The procurement team receives the approved request, verifies it, and completes the order process.

The result? No more loose papers, no lost emails, and a much faster turnaround!

Use cases

  • Purchase requests
  • Additional work requests
  • Remote digital signatures
  • Handover of new locations
    • Cleaning team performs initial cleaning
    • Site supervisor checks completion
    • Client approves
  • Workplace inspections / safety rounds
    • Employee reports situation
    • HSE/manager assesses risk
    • Responsible party confirms resolution
  • Onboarding new employees
    • Manager fills in initial details
    • HR confirms data
    • New employee confirms instructions received
  • Performance reviews
    • Employee self-evaluation
    • Manager assessment
    • HR / management confirmation

Or use it for handovers, inspections, or performance conversations.

Benefits at a glance

Full context: Every user in the chain sees previous inputs, ensuring managers always have the right information.

Transparent PDF export: Generated PDFs now include timestamps per section, showing exactly who filled in what and when.

New app overview: In the updated “Forms” section, you’ll find the “Follow-ups” tab, showing all forms awaiting your input so nothing is missed.

Professional appearance: Customers and employees experience a modern, fully digital workflow.

Other applications for cleaning companies

Beyond leave requests, the possibilities are endless:

  • Damage reports: Employee reports damage → Supervisor inspects and estimates → Management approves repair
  • Ordering: Supervisor orders supplies → Regional manager approves
  • Onboarding: New employee enters data → Scheduling assigns location → HR verifies ID documents

Interested in seeing how this feature can work for your organization? Request a demo!