Service records

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Overview

Service records let you record structured details about work performed during appointments. Unlike general notes, service records capture specific data points like measurements, materials used, and observations in a consistent, searchable format. Service records are always linked to a specific appointment, making it easy to track what was done during each visit.

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Types of service records

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Observations

General notes about what you noticed during the visit:

• Pool condition (“Pool water is crystal clear”)
• Issues found (“Found minor algae buildup in corners”)
• Customer requests (“Customer asked about weekly service”)
• Weather conditions affecting service
• Equipment status notes

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Chemical readings

Track chemical test results and measurements:

• pH levels
• Chlorine levels (free, total, combined)
• Alkalinity
• Hardness
• CYA (Cyanuric Acid)
• Other water chemistry readings

Each reading includes:

• Reading type (what was measured)
• Value (numeric measurement)
• Unit (pH, ppm, etc.)
• Optional notes

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Chemical applications

Document chemicals or products added during service:

• Pool shock
• Chlorine tablets
• Muriatic acid
• pH increasers/decreasers
• Algaecides

Each application includes:

• Chemical name
• Amount added
• Unit (lbs, oz, gal, qt)
• Optional notes about where/why applied

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Materials

Track other materials or supplies used during the visit:

• Parts installed (e.g., “Filter cartridge”)
• Equipment replaced
• Supplies consumed (not chemicals)
• Amount and unit (unit, lbs, oz, bags, cu yd)
• Optional notes

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Adding service records

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During appointment completion

The best time to add service records is when completing an appointment:

1. Open the appointment from the calendar or service details page
2. Click Complete Appointment to open the completion form
3. Enter your completion notes in the text field
4. Click Parse Notes with AI to automatically extract entries from your notes
5. Or click Add Entry to create entries manually
6. Review all entries before completing
7. Click Complete Appointment to finish

The completion form appears directly on the appointment detail page, making it easy to review appointment details while you document the work.

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After appointment completion

You can also add service records after an appointment is completed:

1. Open the completed appointment
2. Scroll to the Service Records section
3. Click Add Entry
4. Select the entry type and fill in the details
5. Click Save Entry

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Using AI to parse notes

The fastest way to create service records is using AI:

1. Write your notes naturally in the completion notes field
2. Click Parse Notes with AI
3. The system automatically creates service records from your text
4. Review and edit the parsed entries
5. Remove any incorrect entries
6. Add any missing entries manually
7. Click Complete Appointment

Example note that parses well:

“pH was 7.2, chlorine at 3 ppm. Added 2 lbs shock and replaced the filter cartridge. Pool looked clear, no algae.”

This creates:

• Chemical Reading: pH = 7.2
• Chemical Reading: Chlorine = 3 ppm
• Chemical Application: Shock = 2 lbs
• Material: Filter cartridge
• Observation: “Pool looked clear, no algae”

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Adding entries manually

To add a service record manually:

1. Click Add Entry during completion or on a completed appointment
2. Choose the entry type (Observation, Chemical Reading, Chemical Application, or Material)
3. Fill in the required fields based on the type
4. Add optional notes for context
5. Click Save Entry

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Observation fields

• Notes (required) - Description of what you observed

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Chemical reading fields

• Reading Type (required) - What was measured (e.g., “pH”, “Chlorine”, “Alkalinity”)
• Value (required) - The numeric value
• Unit (required) - Unit of measurement (e.g., “pH”, “ppm”)
• Notes (optional) - Additional context

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Chemical application fields

• Chemical (required) - Name of chemical applied
• Amount (required) - How much was added
• Unit (required) - Unit (lbs, oz, gal, qt)
• Notes (optional) - Why it was added or where it was applied

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Material fields

• Product (required) - Product or material name
• Quantity (required) - How much was used
• Unit (required) - Unit (unit, lbs, oz, bags, cu yd, etc.)
• Notes (optional) - Why it was used or where it was applied

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Editing service records

To edit an existing service record:

1. Open the completed appointment
2. Find the entry in the Service Records section
3. Click the edit icon (pencil)
4. Update the information
5. Click Save

You can change the entry type (e.g., from Observation to Material) when editing.

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Deleting service records

To remove a service record:

1. Open the completed appointment
2. Find the entry in the Service Records section
3. Click the delete icon (trash)
4. Confirm the deletion

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Viewing service records

Service records appear in multiple places:

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On completed appointments

Open any completed appointment to see all service records for that visit.

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On customer pages

The customer detail page shows all service records across all properties and services for that customer, ordered by most recent first.

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On property pages

The property detail page shows all service records for that specific property across all services.

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Searching service records

On customer and property pages, you can search through service records:

1. Find the Service Records section
2. Use the search box to filter by:
   • Entry notes or descriptions
   • Service name
   • Measurement names
   • Material names
   • Any text in the entries

The search updates in real-time as you type.

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Best practices

Be consistent: Use the same terminology and units across entries. For example, always use “pH” (not “ph” or “PH”) and “ppm” for chlorine readings. This makes historical data easier to review. Use AI parsing: Write natural notes and let AI create the entries. It’s much faster than manual entry and reduces data entry errors. Record measurements before and after: For chemical readings, note values before and after adjustments to track changes and validate your work. Document issues: Use observations to record problems found, even minor ones. This helps identify recurring issues and demonstrates thoroughness. Track all materials: Record everything used, not just chemicals. This helps with inventory management and can support billing for materials. Review before completing: Check parsed entries for accuracy before clicking Complete. AI is good but not perfect - always verify the extracted data. Be specific with service records: Instead of “Fixed pump”, write “Replaced impeller seal on main circulation pump”. Specific details help with warranty tracking and future troubleshooting.

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Service records vs. notes

Service records are for structured, searchable data:

• Chemical readings and test results
• Chemical applications and treatments
• Materials and parts used
• Specific observations about service conditions

Notes are for unstructured information:

• General customer preferences
• Access instructions
• Before/after photos
• Long-form documentation

See Adding notes and photos for working with notes.

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Why use service records

Consistency: Structured data ensures information is recorded the same way every time, making it easy to compare across visits. History: View trends in measurements over time to identify patterns and make better service decisions. Accountability: See exactly what was done during each visit, who did it, and when. Efficiency: AI parsing makes data entry fast and easy - just write notes naturally and let the system structure them. Searchability: Find specific information quickly by searching across all entries for a customer or property. Professionalism: Detailed service records demonstrate thoroughness to customers and support premium pricing.