🧠 Debbie Sardone and Juan Chaparro on automating Hiring, HR and Management in your Cleaning Business.

Debbie Sardone interviews Juan Chaparro CEO of Pipehire the all-in-one HR and Management software. In this video they discuss how to automate your hiring and manage everything HR related in the house cleaning business.

🤔 Questions on managing cleaning employees?

Email us at or visit us at Pipehire to learn how to manage better all you cleaning employees.

Business Hiring

💸 Spending Thousands on Indeed Ads for house cleaners? Get the most of your money with Pipehire Scoring.

Indeed is great… but the problem is, it’s getting more expensive by the day. Is it somewhat our fault? Well, I think so; we cleaning-business owners contribute to this by putting more money in the same basket, same category, same ads. Indeed’s pricing algorithm does and will continue to increase pricing in whatever direction they want (up), and now that they own Glassdoor, they own 80%+ of the job search in the US.

Indeed is clearly the biggest player for cleaning-job candidates. But throwing more money at the problem doesn’t give you better results. Yes, you can tweak the ads, the cost per click and the budget, but this is where effectiveness vs efficiency comes in play.

Self-booking applicants to your calendar? Shotgun style is not as effective as it seems.

I believe having someone pass the initial screening questions is “OK” but isn’t a great way to find the best possible employees – not those A-players for sure. Why? Because someone who passed the initial screening questions could show up at my office and, in the middle of the interview, I could find out they’re not a qualified applicant and they live too far away from my service area. Time is wasted meeting with people who just pass the initial screening and book themselves on your calendar. Pipehire’s advanced job-application form allows you to filter and give a score to each applicant.

🎯 Should hiring cleaners be Effective or Efficient?

Efficient hiring is doing it with the least amount of wasted time, money and resources, (e.g., letting cleaners book themselves an interview) but hiring should be done with effectiveness in mind first. Why? Because we need to produce the desired result – a long-lasting, awesome cleaner and a loyal employee. If we can save time and resources as well while being effective, then that’s the cherry on top.

Juan Chaparro

The key to the best ROI is scoring your candidates and meeting the RIGHT people (the A-players) by not letting just anyone book an appointment simply because they have a car, a driver’s license and can work 8am-5pm.

A problem no one had solved.

At year 13 when my cleaning company was growing the fastest, I came to realize that the biggest bottleneck was finding the RIGHT employees. I created a team called Gmaids Digital in which we had one goal in mind: to build a web tool quickly identify cleaning applicants using a scoring system. When you get hundreds or even thousands of applicants, it’s difficult to determine who to call for an interview.

How do you become more effective at hiring cleaning techs?

First you have to think with a “sniper” mindset, not “shotgun” style. I hear a lot of people saying that hiring is a numbers game…well, yes and no. You have to get a great volume of candidates in the funnel so the chances of getting A-players increase. But once you have identify them (green color), then you only focus on the A-players, not on meeting every possible applicant.

What’s next? Once you have those A-players….

Next step is to call and verify (this could be you or the office manager) and then verify all the data in the application. Then you give them two options for an interview and send them an email and text confirmation. They will have to confirm by clicking the link on their cell phone or email. This step might seem inefficient, but it’s critical to get the few ones worth interviewing. Again, I want to be effective here on this step…it doesn’t do any good to sit and wait to talk to 15 people who self-booked an interview, when we just needed to talk to two or three in the first place. You want to be effective first. 🎯

Pipehire Interview appointments, cleaning technician
Pipehire’s 2 way confirmation. An applicant not confirmed is a no show 9 out 10.

🚦 How Pipehire scores cleaning applicants

The score is given to the answers completed by the applicant during the job-application form. Each question could have one or several points assigned, and some others could have negative points. So the more questions with the right answers, the more points = better applicants.

Within Pipehire you can create custom questions that will give you another way to filter and score. Below, you see this custom question that takes away 5 points from the applicant, automatically disqualifying them.

You can build open or close ended questions.

Pipehire also shows the Best Possible Score Form, depending on how you set up your questions score.

Best Possible Score can vary depending on the score assigned to each question.

How do you quickly identify the good, the bad and the ugly?

Each applicant comes with a score and it’s color-coded to see the best candidates quickly (see image below).

When you see applicants in your funnel, you’ll see three colors:

  • Green: “A-player” Best and most qualified. They comply with all the requirements and much more. These are the A-players where you should focus your time and effort.
  • Yellow: “B-player” Fair/OK = It’s an average candidate who complies with the basics such as: owns a car, driver’s license and can work 8am-5pm, but still not a great applicant.
  • Red: “C-player” Disqualified = Abandoned the application (never submitted) and/or simply has none of the basic requirements. No need to waste your time talking to red candidates.
On this image above: Out of 37 applicants, 6 are A-Players, 1 is already working, 1 is in training, 1 more coming to an interview and 3 more waiting to confirm the appointment.

So what to do with Indeed’s raising pricing?

Whatever your budget is, don’t just meet every applicant. Send those applicants to apply to your company using Pipehire’s scoring forms and connect to those marked in green. You can embed the form in your website or get a quickly sharable link like this one in under 5 minutes – just upload your logo and pass it along, post it to Indeed, FB jobs and share it with your employees. They’re the ones most likely to bring you new A-players, and this should be happening if you’re building the right company culture anyway.

🔥 Conclusion: Try to experiment with other channels to find great cleaning techs!


Videos targeted to zip codes where your workers live.

  • Link to job form
  • Track source within your job form and assign points
  • Evergreen content
  • Spend $3K-4K one time


I like employees with hotel experience because they have:

  • Speed 
  • Consistency
  • Rigorous schedule
  • Must be polite to clients
  • Can recruit others for you


Hit-or-miss situation, but still another source on your day-to-day:

  • Have your employees distribute business cards/flyers inside these locations
  • Incentivize with $250 after 3 months of work
  • Track it on the webform

👊 Your Own Workforce is the BEST ROI!

This is by far the best way to grow your workforce. People who come recommended will last longer and be loyal.

  • Must have incentives $250 after 3 months
  • Benefits
  • Solid company culture that will bring more an more people

🤔 Questions on managing cleaning employees?

Email us at or visit us at Pipehire to learn how to better manage all your cleaning employees with our hiring software.


🎯 Cleaning-Business Guide: 7 Hiring Trends and Strategies to Thrive in 2021

We’re all looking forward to 2021 in every aspect of our lives. We’re exhausted by all the news, viruses and political races that 2020 brought.

So, what’s happening in the world of recruitment in 2021? And how can your cleaning business prepare to take advantage of upcoming trends in cleaning HR?. Let’s take a look at what I see coming that’ll be important to thrive – not just survive – in 2021.

1. A More Diverse Workforce

Diversifying your cleaning workforce has become more crucial than ever. I’ve heard from other successful cleaning-business owners like Mark Baker from Motivated Maids that he’s including everyone in the workforce, finding talent where he normally wouldn’t look, and growing his Canadian cleaning service to be one of the largest in the country.

Applicants to cleaning-technician jobs agree that they tend to prefer applying to companies where diversity, equity, and inclusion are in place. So try hiring people you wouldn’t normally, and use a system to do the sorting, rather than yourself. I see this error happening again and again, where the owner is the bottleneck of growth by not putting a system or process in place that allows office staff to do the hiring.

2. Better Company-Employee Relationship

Most job seekers are looking for employers who can handle Covid-19 types of life changes with more compassion and flexibility. Therefore, your recruitment strategy for 2021 should include a focus on building and enhancing the company-employee relationship. Building this relationship with your employees is always a win-win.

From my own experience, one of the best ways to attract top-tier cleaning talent is being intentional in making it a better place for work. I see this with my own employees who, every so often, bring me their friends and family members interested in applying to work with us. This saves time and resources, rather than having to start from scratch when hiring a new cleaner.

3. Company Culture and Branding

Make 2021 the year to finally implement that dream company culture you had in mind.

I define company culture as the personality of your company with your workforce and clients.

This starts from the moment they visit your website and apply for a job, until they meet you for an in-person or Zoom interview. All the touch points matter.

– Juan Chaparro

One of my favorite company cultures today is Trader Joe’s. I love their funny signs, colorful walls, quirky Hawaiian shirts, 🌺 their unique way of doing things, but most importantly, their people. If you approach any of them, they have this cool vibe and real knowledge about their store. I think, as cleaning-business owners, we can create great company culture. We might not have all the cool things that a brand like Trader Joe’s does, but we have the PEOPLE, the most important assets in our businesses.

4. Use of Applicant-Tracking Systems for Hiring

As technology keeps evolving with mobile and browser technologies, it’s very important that your office implements an applicant-tracking system for your cleaning business. Business owners don’t have time to sort manually, looking for the right candidate who meets certain requirements or can work legally in the U.S.

At Pipehire, we’ve implemented a hiring funnel and scoring system for cleaning employees, which takes the guesswork out of the job. Within our funnel, you can see their recruitment score, which helps you quickly select the right person for the position so you can move forward with an interview, vs. looking at hundreds of resumes before making a decision about who moves on to the next stage.

5. Full Online Identity Lookup to Make Better Hiring Decisions

If you were to look into your applicants’ social-media accounts, you wouldn’t hire many of them, right? In 2021, employee social-media monitoring will be more important in order to understand our workforce and make better decisions for our cleaning business.

Also, continuous MVR monitoring of current employees and new candidates will become more important as technology and motor-vehicle departments make the data more accessible. This monitoring will reveal if they’ve been convicted of driving under the influence, traffic violations, or even unpaid parking tickets while working with you and entering your clients’ homes.

⚠️ We tend to forget to monitor our current workforce where there’s a higher risk of failure than a new candidate that has not even started.

– Juan Chaparro

6. Remote Workers vs In-House

As more industries and jobs transition into remote work, cleaning businesses are no exception. More cleaning-business owners have opted for working from home without any issues during 2020.

I’ve been doing it for 10 years with six people spread across several continents, and I love it! Most office-location issues are solved with a co-working space, a virtual mail address and a regular 5×10 storage unit for cleaning supplies and distribution. I’ve even coached a couple of owners into hiring their own virtual assistants, and they are finding success in their journey using the lean maid business model. Tracking remote workers’ time isn’t rocket science; many cleaning businesses use Hubstaff to see what their teams are working on and track their time.

I believe most cleaning businesses can transition to full remote work if they are OK with not micromanaging their staff. 😀

7. Onboarding Process and Candidate Experience

Customer experience is key for our business, but don’t forget candidate experience. Why? Because they’re like clients, looking to buy into a job’s promise and put in their trust and effort to get a paycheck, and be able to provide for their family and achieve their dreams. I see this process very fragmented and poorly designed for most of the industry. I’m constantly looking at cleaning businesses’ websites and finding that their careers / jobs pages are the last thing on their mind. They’re outdated and they sometimes ask people to fax or email resumes.

I’ve learned that my business brand and experience will attract or deter the BEST candidates. I’m not looking for any candidate, I’m looking for the BEST because they want to work for the best cleaning company they can find locally. I have found this to be so true and so overlooked. Paying attention to this brings me better cleaning-tech leads, thus making the hiring process easier and getting better results overall. Now, add to the best candidates a scoring system and funnel, and you have a well-oiled machine to hire and recruit A players.

Don’t underestimate your careers page, your job form and how they get handled afterwards. These interactions will bring better and more stable cleaning techs as you keep growing your business.

Make 2021 your best year ever, thrive don’t survive. 💪


👀 How to identify A, B, C players during the interview process?

Finding the A-Players for you cleaning business doesn’t have to be hard. Here’s some traits we look for:

  • They’re looking for the best job opportunity
  • They call and apply within the same day, call them back asap
  • They fill all the questions to application
  • Prior jobs experience is fully completed
  • You can call those past managers
  • They show up on time to the interviews on time
  • They have a strong word and are committed
  • Their NO is NO and their YES is a YES
  • They show integrity
  • And they ask questions about the company and what’s in it for them

Simple right? Yes now go and get them!

🤔 Questions on managing cleaning employees?

Email us at or visit us at Pipehire to learn how to better manage all your cleaning employees with our hiring software.


🙌 3 Benefits of an ATS (applicant tracking system) in Residential Cleaning Businesses

1. Accelerates Time-to-Hire up to 83%

Time-to-Hire: All hours needed to recruit, onboard, resume scanning, interviewing, and coordination of appointments.- Are you as an owner, wasting time calling, verifying past jobs?

2. Reduced Cost-to-Hire

Cost-to-hire: The total amount of money needed to recruit a new employee.With many tasks being automated, less human hours need to fill a position, your hiring process is more productive and cost-efficient.– Faster onboarding = Faster client growth

3. Increased Quality-of-Hire

Quality of Hire: The total VALUE a new employee brings to a company with their performance.- Lower Turnover – Higher retention of satisfied customers- Better Company reviews/brand recognition- Quality of life for the owner (my favorite!)\

Is there’s an ATS for Cleaning services? Yes, we’ve created Pipehire for this it will help you in:



  • Hiring analytics (conversions, visitors/abandoned metrics)
  • Candidate scorecard
  • Face to face interview score
  • Run background checks


  • Onboarding/tracking
  • Storing documents in one main digital cloud drive


Need help setting up you ATS for your cleaning business? Contact us and get our Customer Success Manager help you migrate for free.


☝️ Uncovering Common Problems in your Hiring Process and How to Fix Them.

Your customers want everything yesterday and your candidates are no different, they want to work for ambitious fast-moving companies, and will put OFF by a dragging recruitment process.

Hiring process in the past:

• Papper application.
• No process – all in your head.
• Slow to reply.
• Weeks to make a decision.
• Owner as a Bottleneck.
• Candidates were not picky.
• Management using a whiteboard, paper or spreadsheet.


Now in 2020.

• Online application.
• Process and systems in one place.
• Same day reply – confirmation of receipt.
• Days to make a decision.
• No bottleneck.
• Digital Onboarding (e-signing).
• Candidates (talent) are treated as a customers.
• Management of HR with metrics, performance and notifications.

Warning signs when you need to Reengineer your Hiring Process.


• You manually enter candidates into an spreadsheet.
• You still have to manually screen resumes/applications.
• You can’t let other people in your office hire new employees.
• You’re taking too long to reply with decision.
• You haven’t been able to grow.
• Waste time in processes and workflows.

Let’s introduce new terms: ATS + HRM

ATS: Which stands for Applicant Tracking System is designed to Automate, Streamline, and Improve the hiring process.

HRM: Approach to the effective management of people in a company such that they help their business gain a competitive advantage. It is designed to maximize employee performance in service of an employer’s strategic objectives.

How’s different from a CRM?A CRM is focused on clients, leads, opportunities…and managing the relationship with the client. Important to have too! So a CRM won’t do the job if ATS or HRM system.

ATS and HR Software Benefits

Accelerates Time-to-Hire up to 83%
Time-to-Hire: All hours needed to recruit, onboard, resume scanning, interviewing, and coordination of appointments.

• Are you as an owner, wasting time calling, verifying past jobs?
• Are you paying an office assistant to do this screening and calls?
• Let the ATS do it for you. Use that resource in a better way, like building a company culture, increasing retention of employees and clients.

How we spend our day is, of course, how we spend our lives” – Annie Dillard

Reduced Cost-to-Hire
Cost-to-hire: The total amount of money needed to recruit a new employee.

• With many tasks being automated, less human hours need to fill a position, your hiring process is more productive and cost-efficient.
• Faster onboarding = Faster client growth.
• Owners time.
• Managers/Office assistant salary.
• Advertising costs.
• Training/tools/supplies.

With many tasks being automated, less human hours to fill a position, your hiring process is more productive and cost-efficient.

Faster onboarding = Faster client growth.


Increased Quality-of-Hire
Quality of Hire: The total VALUE a new employee brings to a company with their performance.

• Lower Turnover
• Higher retention of satisfied customers
• Better Company reviews/brand recognition
• Quality of life for the owner (my favorite!)

Learn how to Hire and Manage better cleaning employees.
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