Clean Requests

The Clean Requests feature lets users search, create, and manage clean requests against vehicles. It is available in both the Manager Portal and the Customer Portal and works identically in both.

If you do not see Clean Requests in the sidebar, your role will need the relevant permissions configured. See Permissions below.

Permissions

• ManageCleanRequests - Create, edit, and delete requests. Without this, the pages are read-only.
• DeleteStartedCleans - Delete requests that are no longer in Pending status.
• CleanRequestVehicleLookup - Use the vehicle registration lookup on the manage page.
• ReadDuplicateRequests / ManageDuplicateRequests - Access the approvals page after sending a request for approval.

Searching for Requests

Navigate to Clean Requests from the sidebar.

The search form includes the following filters:

• Date Required - A date range selector. Defaults to the last 7 days.
• Status - Multi-select. Options are Pending, In Progress, and Completed. All three are selected by default.
• Customer - Multi-select list of your accessible customer codes.
• Vehicle Identifier - Free text search. Press Enter to trigger the search.

Click Search to run the query. Click Clear Filter to reset everything back to the defaults.

Results show Date Time Required, Operation Code, Customer Code, Vehicle Identifier, and Status.

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Search criteria are saved in your browser session. If you navigate away and come back, your last search will be restored automatically.

Click Edit on any row to open that request.

Creating a Request

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To create requests, you need ManageCleanRequests in your role.

Click Create on the search page to open a blank request form.

Department and Operation

Select a Department first. Once a department is selected, the Operation dropdown will populate with the available operations for that site. Both fields are required.

Date and Time

Select the Date Required and Time Required. Past dates are not selectable. The available time slots depend on the site's working days and whether half-hour cleans are enabled.

Vehicle and Stock

Enter the Vehicle Identifier (max 7 characters, auto-converts to uppercase). If your role includes CleanRequestVehicleLookup, a lookup icon will appear next to the field to search for a registration.

Stock Number is optional.

Details

Enter a description of the work required in the Details field. This is required.

Vehicle Flags

Toggle any of the following that apply:

• Stock Vehicle
• Courtesy / Demo Vehicle
• Customer Waiting (may be disabled if the site does not allow it)

Additional Operations

If the selected operation supports add-ons, a list of additional operations will appear below the main form. Select any that apply.

Cost Information

A cost breakdown for the selected operations is shown while creating a new request.

Notifications

You can add email addresses to be notified when the clean is completed. Click Add My Email to add your own address quickly.

Once you are happy, click Save. After saving, you will be taken to the manage page for the newly created request.

WARNING

If the system detects a potential duplicate, the Save button will be replaced with Send For Approval. See Approval Workflow below.

Editing a Request

Click Edit on any search result row to open an existing request.

The same fields are available as when creating, with the following differences:

• Completed requests cannot be saved (the Save button is disabled).
• If the request is completed, a read-only section shows the Operator Code, Operator Name, Started, and Completed timestamps.
• If the operation has questions, a read-only Questions section is shown with the answers submitted by the operative.

Menu Actions

The three-dot menu in the top right provides additional actions when editing a request.

Delete Request

Permanently deletes the request. For requests that are no longer Pending, DeleteStartedCleans is also required. A confirmation dialog will appear before the deletion is carried out.

Update Identifier

Only available on completed requests. Opens a dialog to correct the vehicle identifier if it was entered incorrectly.

Approval Workflow

If a request conflicts with an existing one, the system will flag it as a potential duplicate when you click Save. The Save button changes to Send For Approval and a message explains the reason.

Click Send For Approval to submit the request for review. If your role includes ReadDuplicateRequests or ManageDuplicateRequests, you will be taken directly to the approvals page to review the conflict.

Bulk Import

The bulk import page allows multiple clean requests to be created at once from a CSV file.

Navigate to Clean Requests > Bulk Import from the sidebar.

WARNING

Bulk importing bypasses the duplicate check.

Downloading the Template

Click Download Template to get the official CSV template with the correct column headers.

Validating the File

1. Click Select CSV File and choose your file.

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2. Click Validate File. The system will check every row and display the results.

Rows with errors are highlighted. The Error Information column explains what is wrong with each row. The summary at the top shows the total record count and how many have errors.

If there are any errors, correct them in the file and re-upload before proceeding.

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3. Once the file validates with no errors, click Import and confirm the dialog. Avoid navigating away or refreshing while the import is running.

After the import completes, a summary shows how many records were imported and how many failed. Any failed records are listed in a table below.

Click Start Over to reset the page and import another file.