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Managing Flexible and Agency Workers in Cleaning

In brief: Cleaning companies rely heavily on flexible and agency workers to absorb workload variations. Understanding the rules of your sector collective agreement, employment registration obligations and employment conditions for these flexible workers is essential to stay compliant. Shyfter lets you manage a pool of flexible workers with their availability, assignments and onboarding - all from a single platform.

Why cleaning depends so heavily on flexible labour

The cleaning sector operates by nature with a variable workforce. Client contracts change, volumes fluctuate with the seasons and last-minute absences must be covered immediately. An uncleaned office in the morning means a dissatisfied client in the evening.

Three factors explain this dependence. First, seasonality: deep cleans, post-construction reinstatements and one-off events create demand peaks that cannot be covered with permanent headcount. Second, the high turnover in the sector requires a permanent pool of replacements. Third, the tight margins in cleaning push companies to adjust their workforce costs as close to actual workload as possible.

As a result, flexible and agency workers represent a significant share of hours worked in many cleaning companies. The key is to master the rules governing these arrangements.

Flexible employment in cleaning: key rules

Who qualifies for flexible work arrangements?

Flexible employment arrangements vary by country. Under arrangements such as zero-hours contracts or casual worker schemes, the worker typically provides services as needed without a guaranteed minimum hours commitment. Under the EU Part-Time Work Directive 97/81/EC and the Temporary Agency Work Directive 2008/104/EC, flexible workers are entitled to equivalent basic working and employment conditions as comparable permanent workers.

In practice, many cleaning companies' flexible workers have another main job or are retirees seeking supplementary income. These are often motivated, reliable profiles when managed well.

Key conditions for flexible employment in cleaning

Under most cleaning sector collective agreements, the main conditions are:

A framework agreement must be in place before the first assignment
An individual assignment confirmation is established for each work period
Pay rates are set by sector scales with a legal minimum
Social security contributions apply at applicable rates
Tax treatment varies by country and arrangement type

The financial benefit can be real for both employer and worker. But the trade-off is strict administrative discipline.

Common pitfalls to avoid

Frequent errors in cleaning: using a casual worker who does not meet eligibility conditions (reclassifiable as a standard contract); exceeding income caps for pensioner workers; failing to register the worker before the start of the assignment. Each of these errors exposes the company to reclassification and sanctions.

Agency workers in cleaning: agency vs. direct recruitment

Using a staffing agency

Agency work remains the most common approach for cleaning companies needing short-term reinforcements. The agency handles recruitment, the employment contract, payroll and social obligations. You pay an agency multiplier on gross wages (typically between 1.8 and 2.5 depending on the profile and duration).

The advantage: speed. A specialist cleaning agency can supply a qualified operative within 24 to 48 hours. The disadvantage: cost. On longer assignments, the agency premium weighs heavily on contract profitability. Watch this in your labour cost calculations.

Direct fixed-term contracts

The alternative is a direct fixed-term contract. Less expensive than agency, but requiring more administrative management: drafting the contract, employment registration, payroll management, compliance with sector collective agreement obligations. For recurring, predictable needs, direct contracts are often more cost-effective than agency.

How to choose between the two

The rule is simple. For an urgent, one-off need (sick cover, unexpected peak), agency is faster. For a recurring, plannable need (seasonal reinforcement, new client contract in the start-up phase), a direct fixed-term contract is more economical. Many cleaning companies use both in parallel.

Employment registration for flexible and agency workers

Every worker carrying out work for your company must be registered with the relevant social security authority before starting. Rules vary by worker type.

Casual/flexible workers: registration required before each work period, specifying the type of arrangement
Agency workers: registration is the responsibility of the staffing agency, not your company - verify that the agency has completed it
Direct fixed-term contracts: standard employment registration before the first working day

In the event of a labour inspection, missing registration is a serious breach. In the cleaning sector, inspections are frequent, particularly on multi-company sites and industrial sites.

Fast onboarding for temporary workers

The challenge: operational within hours

An agency worker or casual worker arriving at a client site without knowing what to do, how to access the building and what safety rules apply is a risk for service quality and safety. Onboarding must be fast but complete.

Essential information to transmit

Exact site address and access instructions (codes, badges, parking)
Site-specific cleaning instructions (products to use, sensitive zones, frequencies)
Safety instructions: protective equipment, hazardous products, emergency procedures
Precise hours and time tracking procedure
Site contact in case of a problem

For sites in food production, add HACCP requirements and required certifications. An uncertified worker on a food site is a compliance breach.

The safety briefing

The cleaning sector exposes workers to specific risks: chemical products, working at height (windows), slippery floors, use of machines (scrubbers, single-disc machines). Every new worker, even temporary, must receive a site-specific safety briefing. This is not optional - it is a legal obligation under health and safety at work legislation.

Managing a flexible worker pool with Shyfter

Centralise availability

Shyfter lets you create a pool of casual and agency workers with their availability, skills and geographic areas. When a shift needs filling, you immediately see who is available, qualified and in the right area. No more making ten calls at 5am.

Assign and notify in real time

A permanent operative absent? Check the available cover pool in Shyfter, select the right profile and send a push notification. The worker receives site details (address, instructions, hours) directly on their smartphone via the Shyfter app. They confirm in one tap.

Track hours and limits

For casual workers, Shyfter tracks hours worked and alerts you if a worker is approaching legal limits. For agency workers, hours are recorded with the same geolocated time tracking as permanent operatives. Everything is centralised in one tool, simplifying cost tracking and export to your payroll provider.

Plan the optimal contract mix

By combining the view across permanent operatives, part-time workers, casual workers and agency staff, Shyfter gives you a complete view of your contract mix. You identify sites where agency use is too high (and therefore too expensive) and those where a regular casual worker could replace a recurring agency assignment.

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FAQ

Can a casual worker work for my cleaning company every day?

This depends on the applicable employment framework in your country. Under most flexible employment arrangements, there is no cap on the number of days per week, but income thresholds or eligibility conditions may apply. Ensure the framework agreement is in order and that every assignment is properly registered before it begins.

Who is responsible for an agency worker's safety on a client site?

It is the user company - your cleaning company - that is responsible for the agency worker's safety during their assignment. You must provide the safety briefing, protective equipment and ensure compliance with on-site instructions. The agency remains responsible for the employment contract and payroll, but on-site safety is your responsibility.

How do you reduce agency costs in cleaning?

Three main levers. First, build a pool of reliable casual workers for recurring needs: the cost is significantly lower than agency. Second, anticipate your needs by planning shifts in advance to avoid last-minute agency assignments (always more expensive). Third, convert long agency assignments into direct fixed-term contracts once the need proves ongoing.

More guides on the cleaning sector

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