Service locations and pools

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Add a Service Location and Pool (1:24 video). Open on its own page

Where addresses live (and where to edit them)

• Service addresses are separate service-location records attached to a customer — they are not fields on the customer form. The one address that does live on the customer is the optional billing address, for invoices that go somewhere other than the pool (see Add and manage customers); it is never a service location and is not printed on invoices yet.
• Add a location from the customer's page with the Location button on its Overview tab, or Add location on its Locations tab.
• Edit an address from the customer's Locations tab (open the location, then Edit) — that's where addresses are changed. The Locations tab also shows every pool and spa at each address as its own card, with its equipment, and you can add or edit them right there (see below).
• When you import a spreadsheet, rows sharing an email become one customer with multiple service locations — see Import your customers.

Sort the Service Locations and Bodies of Water lists

• On the Service Locations page, click the Address or Customer column header to sort every location by it (not just the rows loaded so far); click again to flip the direction. The Tags and Jobs columns do not sort. Until you pick a column the list is in the order the locations were added. While you search, results are listed best match first and the headers stop sorting.
• On the Bodies of Water page, click Name, Type, Service Location, or Customer the same way. A pool without a name sorts by its type (Pool, Spa, Hot Tub...), the same label the Name column shows. Searching keeps the sort and narrows the list.
• The sort is kept in the page address, so a reload or the back button keeps it, and Export CSV on Service Locations downloads the rows in the same order.

Move a location to a different customer

When a property changes hands, you don't have to rebuild anything. Open the location's edit form and use the Customer dropdown to reassign it to a different customer.

• The location and its active jobs move to the new customer.
• Past invoices stay with the old customer, so billing history remains accurate.
• The location's on-site contacts are removed when you save, because they belong to the old owner (their tenant, their family). The On-Site Contacts section shows who will be removed. If one should stay (a property manager who keeps managing the house), turn on Keep these contacts for the new customer before saving. A contact you add in the same save is kept. On the technician app the old contacts are always removed; add any the new owner needs after saving.
• George does the same when you ask him to move a location: his approval card lists the on-site contacts being removed, and you can tell him to keep them.

The service location page

Open any location to see everything about that property. The header has Edit and Archive/Restore buttons, a pill linking to the customer, and an Open in Maps pill that opens the address in Google Maps. Two stat tiles count Service Visits and Bodies of Water, and a Create Actions row quick-creates a Recurring Service, Work Order, Quote, or Body of Water pre-filled with this customer and location.

• Location — an embedded map of the address.
• Bodies of Water — the pools and spas at this address (details below).
• Jobs and Upcoming Schedule — the work at this location and its next visits.
• Service History and Service Photos — recent completed visits (date, job, tech, photos, rate) and the photo gallery from them. The rate of a recurring service shows what it is charged per (for example $180/month or $45/visit), so a monthly flat rate is not mistaken for the price of each visit; a work order shows its amount alone.
• Photos — pictures of the property itself (gate, equipment pad, backyard access). Upload up to 5 on the location's create/edit form.
• Location Notes plus a timestamped notes timeline. Only people with the View location notes (gate codes, access) permission see them (on for every built-in role, see "Who can see notes" below).
• To change the Location Notes, click the notes (or Edit notes next to the heading), type, and click Save notes; with no notes yet, click Add notes. This needs the Edit service locations permission. The notes timeline below is separate: Add Note there adds a new dated entry and does not change the Location Notes, and timeline notes can be deleted but not edited.

Tag a location

Locations have their own tags, separate from customer tags, so you can label the property itself: "Gated", "Dog on site", "Rental", "Commercial", "Salt pool". On the location's page, click Add tag under the address, search your existing location tags or type a new name (say, Gated) and pick Create "Gated". Hover a tag and click its × to remove it. Tags also show as small chips under each address in the Locations list on the customer's page.

Tag a pool straight from a technician alert: open the alert (from Technician Alerts, or the alerts on a customer, job, or unplanned stop). In the Related box, under the location's address, the Location tags row shows the location's tags with the same Add tag button and × to remove one. So when a tech reports flaking plaster you can tag the location "Needs resurface" without leaving the alert, and pull up every such pool later with Filter by tags.... The row only appears when the alert is linked to a service location.

• Adding, creating, and removing location tags needs the Edit service locations permission. Archived locations can't be tagged.
• Search and filter by tag: on the Service Locations page, the Filter by tags... dropdown next to the search box shows only locations that have all the tags you pick, and a Tags column shows each location's tags. The search box also matches tag names, and the two work together. The filter appears once your company has at least one location tag.
• In the technician app, customer search does not match location tag names; techs see a location's tags on its page.
• Location tags are a separate list from customer tags. A customer tag does not appear in the location tag picker, and customer filters, email blasts, and text broadcasts use customer tags only.
• Technicians see a location's tags on the location page and on the job in the mobile app, but can't add or remove them there.
• There is no page to rename or delete location tags yet.

Find every location with certain equipment

On the Service Locations page, click Filter by equipment... next to the search box. Pick a Type (the list shows the equipment types your pools and spas actually have, such as Pump or Filter, or Any type) and/or type words in Brand or model, for example Pentair IntelliFlo. The list keeps only locations with a pool or spa that has a unit matching all of it: the type must match, and every word must appear in that one unit's brand, model, name, or type. So Pump + "Pentair IntelliFlo" is every location with a Pentair IntelliFlo pump.

• It works together with the search box, Filter by tags..., and Show archived service locations, and Export CSV downloads exactly the filtered list.
• Archived pools and spas are ignored. Equipment is matched on what is recorded on each body of water's Equipment list, so units nobody entered won't be found.
• Click Clear equipment filter in the same box to show every location again.
• The filter is on the web dashboard only; the technician app has no equipment filter.

Who can see notes

Customer notes and location notes each have their own permission in Roles & Permissions, so you can, for example, keep customer notes office-only while technicians still get gate codes:

• View customer notes — the Customer Notes field on the customer and the customer's notes timeline (including the Customer notes on the mobile Complete Job screen).
• View location notes (gate codes, access) — the Location Notes on a service location (including the gate-code strip on a route stop and the Location notes on the mobile Complete Job screen) and the location's notes timeline.
• Both are on for every built-in role, so nothing changes until you turn one off. Go to Roles & Permissions, edit the Technician role (or any role; built-in roles except Owner are edited in place), and uncheck View customer notes. They keep seeing location notes.
• Without the permission the notes are hidden everywhere: web pages and forms, the mobile app (including the offline copy on the phone), and George's answers. Saving a customer or location they edit never erases notes they can't see.
• Job notes and on-site contact notes are not affected by these permissions.

On-site contacts

When the person at the property isn't the person who pays — tenants, property managers, gate guards — add them as On-Site Contacts on the location's create/edit form. Add as many as you need; each has a name (required), role, phone, email, and notes (gate codes, access instructions).

• Each contact has a "Receive service reports" toggle, on by default. Contacts with the toggle on and an email address get the service report email after each visit at this location — alongside the customer's own recipients. It affects service reports only, never invoices. See Service reports.
• Each contact also has a Receive "on the way" texts toggle, off by default. Contacts with the toggle on and a phone number get the "on the way" text when the technician sends one for a job at this location — alongside the customer, or instead of them if the customer has no phone or texting consent. Perfect for tenants at a rental property where the owner pays the bills. See running your route for how techs send the text.
• The location page shows each contact with a role pill, a green Reports pill, and a blue On the way texts pill when the matching toggles are on.
• Technicians see the location's on-site contacts on the job and on the location's own page in the mobile app, with tap-to-call and tap-to-text — and can add or edit contacts from the mobile edit form too.
• George can add, change or remove an on-site contact for you, behind an approval card: ask something like "add Tom Reyes as a contact at Dana Whitfield's, he's her brother-in-law, 239-555-0199". The relationship goes in the contact's role. Needs the Edit service locations permission.
• On-site contacts live on the service location, not on the customer. There is no separate "secondary contact" on the customer record: a second person for the property is an on-site contact, and extra billing emails go in the customer's additional emails.
• When the location moves to a different customer (the house sold), its on-site contacts are removed unless you choose to keep them. See Move a location to a different customer above.

Service locations in the mobile app

Service locations are full pages in the technician app, not just address lines. Tap a location on a customer's page, or View Location Details on a job or unplanned stop, to open it.

• The location page shows the address (tap to navigate), a link to the customer, the location's tags, location notes, on-site contacts with tap-to-call / text / email, bodies of water (each with its Equipment and equipment photos), location photos, service history, service photos, and a notes timeline. Once viewed, the core details stay available offline.
• Edit — the pencil in the header opens the full edit form: address (the Address button opens the full-screen address search, which is also where "Use my current location", your recent addresses, and manual entry live — there is no separate current-location button on the form any more), location notes (fix a wrong gate code on the spot), on-site contacts (add a tenant, with the Reports and "on the way" toggles), photos, and even reassigning the location to a different customer — the same capabilities as the web edit form. Requires the Edit service locations permission, which the built-in Technician role has by default, so a tech can fix a wrong gate code from the phone without calling the office.
• Create — the Add Service Location form (from the Actions list or a customer's Create row) takes the address (same full-screen address search), notes, on-site contacts, and photos, and can chain straight into adding a body of water.
• When creating a work order, quote, invoice, recurring service, or body of water for a customer with multiple locations, the app asks you to pick the location instead of silently using the first one. Customers with a single location are picked automatically.
• Archiving or restoring a location is web-only — the mobile app shows an Archived badge, but the archive action itself lives on the web location page. It needs the Archive and restore service locations permission (Owners, Administrators, Office Managers and Technicians by default); without it the Archive/Restore buttons and the table's Archive/Unarchive menu items are hidden.

Bodies of water

Each service location can have multiple bodies of water. Each one shows as its own card in the Bodies of Water section of the service location page, and under its address on the customer's Locations tab: its name, type, gallons, sanitizer, surface, photos, and full equipment list. Add one with Add body of water under the cards (or the Body of Water button in the location's Create Actions or on the customer's Overview tab); it opens the form in a window on the same page. Each card's Edit opens the same form for that pool, and Details (or clicking its name) opens the body of water's own page with its chemistry and service history. Bodies of water are optional: a location and its jobs work without one. When a technician records water chemistry at a stop that has none, the app files the reading under a plain Pool it adds to that location on its own (no gallons), which you can rename or fill in later. The form asks for a display name (e.g. "Main Pool"), a type (Pool, Spa, Hot Tub, Fountain, Pond, or Other), and — for pools, spas, and hot tubs — the gallonage.

Finding the Bodies of Water page: the company-wide Bodies of Water list (every pool and spa across all customers, with its templates) is not in the sidebar. The sidebar's Customers section has Customers and Service Locations tabs, but no Bodies of Water tab. Open it by pressing ⌘K (Ctrl+K on Windows) and typing "Bodies of Water". To get to one pool, open its service location (sidebar → Customers → Service Locations, or the customer's page → Locations) and click it in the Bodies of Water section; a job's page also links to the bodies of water it covers.

• Water chemistry readings save to a specific body of water. In the mobile completion flow, a chip at the top of the reading section names the body the reading will save to, plus its gallons when on file (e.g. "Main Pool · 15,000 gal").
• Tapping the chip lists every body of water at that address, and an "Add body of water" button adds one without leaving the completion screen (needs the Add & edit pools and equipment permission, on for the built-in Technician role) — see Complete a visit. At a stop with no body of water the chip is hidden and the reading saves to a Pool added automatically.

Set a pool's volume (gallons)

1. 1Open the customer's service location page.
2. 2In the Bodies of Water section, edit the body of water.
3. 3Enter the volume in the Approx. gallons field (on the new service location form the same field is labelled Gallonage).

Don't know the gallons? Press Calculate next to the field to estimate it from measurements instead of guessing:

1. 1Pick the Shape: Rectangle, Round, Oval, Kidney, or Freeform.
2. 2Enter the dimensions in feet — Length and Width for a rectangle, Diameter for a round pool, Long side and Short side for an oval, Length plus Widest width and Narrowest width for a kidney, or Longest length and Widest width for a freeform pool.
3. 3Enter the depth as Shallow + deep (the Shallow end and Deep end are averaged for you) or switch to Average and type one Average depth.
4. 4The estimate updates as you type, rounded to the nearest 100 gallons. Press Use this to put it in the gallons field, then save the form as usual.

The math is cubic feet × 7.5 gallons: length × width × average depth × 7.5 for rectangles, diameter × diameter × average depth × 5.9 for round pools, long × short × average depth × 5.9 for ovals and freeform pools (freeform is treated as an oval, usually within 10–15%), and (widest + narrowest width) × length × average depth × 3.38 for kidneys. The calculator only fills in the gallons number — the measurements themselves are not saved, and it doesn't handle L-shaped pools directly (add up two rectangles yourself). The same Calculate button appears on a lead's pool details and on the new service location form. It is on the web dashboard only, not in the technician mobile app.

Once a gallonage is on file, technicians see it everywhere they need it in the mobile app:

• On the chip at the top of the water chemistry reading section.
• On a similar chip in the "Chemicals Used" section — that one only appears for bodies of water with a gallonage on file.
• On the mobile job detail screen and in the chemicals body-of-water picker.

Chemistry settings, equipment, and photos

A body of water can carry far more than gallons. On its create/edit form, an optional "Advanced: chemistry & water profile" section (for pools, spas, and hot tubs) records the water's character — it feeds the LSI calculation and chemistry context technicians see on visits (see Water chemistry settings):

The Tap Water Profile records the baseline chemistry of the fill water: pH, Total Alkalinity, Calcium Hardness, CYA/Stabilizer, Free Chlorine, Salt, TDS, and Phosphates, plus a last-tested date and notes (e.g. "Well water, high iron content"). Technicians can view it as a reference card during completions.

Filter pressure on the pool page

For pools, spas, and hot tubs, the body of water's page has a Filter section (between Chemistry Settings and Risk Factors) that reads like "Filter: 18 psi · clean baseline 12 psi · last cleaned 34 days ago" — the latest filter-pressure reading a technician logged, the pressure the gauge shows right after a clean, and when the filter was last cleaned ("never recorded" until it has been). Above the line, a small track shows where the latest reading sits between the baseline and baseline + 10 psi; past that ceiling the section turns amber and says it is time to clean the filter.

• Click the pencil next to clean baseline (or set clean baseline) to type the psi and press Enter or the check mark; leave it blank to clear it. This needs the "Add & edit pools and equipment" permission.
• Mark cleaned stamps today as the last-cleaned date. It does not change the baseline — edit that separately, or let a technician set both at once by flipping Filter cleaned today beside the reading in the mobile app (see complete a visit).
• Filter pressure is only logged when it is enabled in your water chemistry settings (it is optional by default). The baseline also draws the target band on the Chemistry Trends chart and powers the "over baseline" chemistry alert in Technician Alerts.

Chemistry trends and chemical spend on the pool page

A body of water's page is also where you read its history back. A Chemistry Trends section charts every recorded test over time against its target range, including LSI — see chemistry trends. Further down, a Chemical Usage & Cost section shows what chemicals went into that pool, what they cost, and what was billed — see chemical usage and cost analytics. Neither section is collapsed — both load with the rest of the page. The service location page carries both as well, with a pill switcher when the location has more than one body of water.

Equipment

The Equipment list tracks the gear on the pad, entry by entry: a type (Pump, Filter, Heater, Salt Cell, Cleaner, Control System, Light, Blower, Skimmer, Valve — or type your own), a brand (common brands are pre-seeded, custom allowed), model, serial number, install date, warranty expiration, notes, and photos of the unit itself. It all shows on the body of water's card and its page — so "what pump is out there and is it still under warranty?" is answered without a truck roll.

Finding equipment on a customer: the customer's Overview tab (the one that opens first) has an Equipment panel listing each pool and spa with its number of units, a few unit names, and photo thumbnails. Click Add equipment on a pool there to add a unit without leaving the page, or Manage equipment to jump to the Locations tab, where each unit can be edited. Equipment always belongs to a pool or spa, so a customer with no body of water yet shows Add a pool to track equipment with an Add body of water button (a customer with no location yet is asked to add a location first), and an address with no pool or spa says No pools or spas yet. If your role can't add or edit equipment, the panel says which permission you need (Add & edit pools and equipment) instead of showing the button.

Adding equipment and equipment photos on the web dashboard: every body of water card has an Equipment area, on the service location page, on the customer's Locations tab, and on the body of water's own page. With nothing recorded it says No equipment yet next to an Add equipment button; once units exist, Add equipment sits beside the Equipment heading and each unit has a pencil to edit it. Each unit shows its brand and model, serial number, install date, warranty (an expired one reads Warranty expired in red), notes, photos (click one to enlarge it), and work history.

1. 1Click Add equipment on the pool or spa. An Add equipment window opens on the same page.
2. 2Pick a Type (required; Pump, Filter, Heater and the rest, or type your own), then fill in Brand, Model, Serial #, Install Date, Warranty Exp., Status (Working or Not working; Working unless you change it), Display name, and Notes as needed.
3. 3Under Photos, click Add photos (or drag and drop) to upload up to 5 photos of the unit, such as its data plate.
4. 4Click Add equipment to save it. It appears on the card right away, and technicians see it in the app.

To change a unit, click the pencil next to it: the Edit equipment window has the same fields, with its photos (keep, remove, or add more). Save equipment saves; Remove equipment deletes the unit and its work history after a confirmation. Status marks a unit Not working (a broken salt cell, a heater that's turned off): the unit then shows a red Not working tag on the card and in the app, and any job task tied to it (see adding a task at pools with certain equipment) is skipped on visits until you set it back to Working. Status is a manual setting: nothing marks a unit not working on its own, and it doesn't create an alert or a work order. The body of water form (Edit) still lists all of its equipment too, with an Add equipment button in its Photos & Equipment card. Adding, editing or removing equipment needs the Add & edit pools and equipment permission. An archived body of water or location shows its equipment but can't be edited until restored.

Technicians can capture equipment on site, too. In the mobile app's Add Body of Water flow (Actions list → Create → Body of Water), an Equipment section lets them add each unit with up to 5 photos (camera or gallery — snap the data plate), a type and brand (one-tap suggestion chips, custom text allowed), model, serial number, install date, warranty expiration, an optional display name, and notes — the same fields as the web form.

Technicians see equipment and its photos in the mobile app. On a job's page (Bodies of Water section) and on the location's page (Bodies of water section), each body of water shows Equipment (N) with the photo count. Tap it to expand the list: each unit's name, type, brand and model, serial number, install date, warranty (an expired one shows Warranty expired in red), notes, and a row of photos. Tap a photo to open it full screen, swipe between photos, and pinch to zoom. Equipment added on the web or from the phone shows the same way. Seeing it needs the View service locations permission, which technicians have by default. Equipment details work offline for the day's stops; photos need a connection unless the phone already loaded them. Techs can add, edit, and remove equipment from the app too (with the Add & edit pools and equipment permission, on for Technician by default): tap Add equipment under a body of water (it shows even when there is no equipment yet), or expand Equipment (N) and tap the pencil next to a unit. The Add Equipment / Edit Equipment form has Photos (up to 5, camera or gallery; keep, remove, or add photos), Type, Status (Working or Not working), Brand, Model, Serial Number, Install Date, Warranty Expiration, Display Name, and Notes. Save Equipment saves your changes; Remove equipment at the bottom deletes the unit after a confirmation. Editing equipment needs a connection.

Equipment work history. Each unit keeps a log of the work done on it: Installed, Replaced, or Serviced, with the date, the technician, a note, photos, and the job it was done on. Technicians log it while completing a visit, in the Equipment section of the Extras step (Log equipment work; see completing a visit). Installed and Replaced also update the unit itself: its install date becomes the day of the work, any new brand, model, or serial number replaces the old one, and the new photos become the unit's photos. The history shows as a Work history timeline under each unit, newest first (the latest three, with Show all for the rest), on the body of water's page on the web dashboard and in the app's equipment list; click a photo to enlarge it, or the job name to open the job. Editing a unit's details, on the web or in the app, keeps its history. There's no button to log work from the web dashboard: log it from the app, or ask George (for example "log that we replaced the filter cartridges at the Garcia pool"). Removing a unit deletes its history with it, so when a part is swapped, log a replacement instead of removing and re-adding the unit.

Each body of water also holds up to 5 photos of its own, separate from equipment photos and visit photos.

Body of water templates

If most of your pools look alike, set the configuration up once as a template — type, gallonage, surface, sanitizer, risk factors, and an equipment list — and reuse it everywhere. Templates live in a collapsible Templates section on the Bodies of Water page (press ⌘K and search "Bodies of Water" to open it).

• Create one by checking "Save as template" at the top of the Add Body of Water form, or press Save as Template on an existing body of water to turn it into a reusable preset (its serial numbers, dates, and photos are stripped — templates carry the configuration, not the one-off details).
• Each template's menu has Edit, Archive, and Restore.
• Apply to All creates a body of water from the template at every service location that doesn't have one yet — the confirm dialog lists the affected addresses before you commit. Locations that already have a body of water are left alone.
• On a single location with no bodies of water yet, a From template dropdown in the Bodies of Water section adds one from a template in one click.

Frequently asked questions

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