Cases | Upkot: customized cleaning planner

In short

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Challenge

Maintaining cleanliness in shared spaces was hard, especially with students' varying schedules.

Besides, there was no efficient process for holding students accountable for their tasks.

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Solution
We are developed a cleaning schedule integrated into Upkot’s student mobile app. Students get notifications when it's their time to clean and have to upload photos for coaches to approve.

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Approach

The cleaning module is developed in close collaboration with the Upgrade Estate team, students and coaches.

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Outcome

Cleaner kitchens with more accountability for students who don't take responsibility. Because the tool is integrated into the Upkot app, there is no reliance anymore on external platforms like Facebook.

Coaches also have more free time for personal contact.

+4000

users

600

UPKot Kitchens

3 months

development time

Client Ambition

Upkot offers student housing with shared spaces. They strive to make students' living experience as seamless as possible with its easy-to-use app.

Client Challenge

Maintaining cleanliness in shared spaces was challenging and difficult to manage. Students’ varying schedules often disrupted planning, leading to inconsistent cleaning from shared kitchens.
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It was often difficult to hold students accountable and to follow up on whether the tasks were completed as expected.
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Each kitchen has unique requirements and sizes, resulting in customized cleaning schedules and tailored tasks for each kitchen.‍
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With no existing system in place, a structured process needed to be created, digitized, and automated from scratch.

“What stands out to me about we are is their no-nonsense approach. They work efficiently and get straight to the point. They come up with the right solutions and are straightforward, allowing us to achieve results quickly.”

Stein Van Stichel

CIO @ Upgrade Estate

Solution

We developed a cleaning management module integrated into Upkot’s student mobile app:

A clear cleaning schedule outlines tasks, responsibilities, and deadlines.
Students upload photos of completed tasks via the app for coaches to verify.
A swap feature allows students to easily exchange assignments when they aren't available.
A built-in chat and notification system keeps students informed and reminds them of their responsibilities.
Coaches gain real-time oversight of completed and pending tasks through a web application.

+4000

Users

600

Upkot Kitchens

3 months

development time

Approach

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The process started with mapping out the technical architecture and designing the logic to automate everything, such as creating the schedule.
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The kitchen management system was fully developed in close collaboration with the Upgrade Estate team, coaches and students.
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‍Enhancements and optimizations were made to existing features in the app, such as the chat and notification systems, to align with user needs.
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To ensure the implementation went smoothly, we spent a day on-site and were on standby for questions from students and coaches during the rollout.
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Iterative improvements and expansions continue to date, ensuring the app further evolves alongside user needs.

“Thanks to we are, we can also focus more on the implementation. They also helped us to go live with our users. It’s not just a technical matter, it’s much more than that.”

Stein Van Stichel

CIO @ Upgrade Estate

Outcome
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Upkot coaches no longer need to micromanage cleaning tasks, allowing them to focus on personal support and student interactions. They both benefit from shared spaces that are clean and well-managed.
The cleaning planner is integrated into the Upkot Student app, so there is no reliance anymore on external platforms like Facebook or Whatsapp groups.
Because the planning is now automatic and handled by an algorithm, it is much more efficient. It saves a lot of time, eliminates arbitrariness, and reduces the risk of errors.

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