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 Adjustments

Document chemicals or products added during service:

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

Each adjustment 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 on a completed appointment:

• 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. Tap Complete Visit to open the completion form
3. Enter your notes in the Visit Notes field
4. Click the AI Assist button (✦) to automatically extract service records from your notes
5. Or tap any record category card (Observations, Chemical Readings, Chemical Adjustments) to open that category’s screen
6. Within the category screen, tap Add to create a new entry manually
7. Review all entries before completing — you can edit or remove entries directly from the category screen (see Editing during completion below)
8. Tap Complete Visit to finish

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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 Record
4. Select the entry type and fill in the details
5. Click Save Record

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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 Visit Notes field of the completion form
2. Click the AI Assist button (✦) that appears below the text field
3. The system automatically creates service records from your text
4. Review and edit the parsed entries — tap any category card to see what was extracted
5. Remove any incorrect entries
6. Add any missing entries manually
7. Tap Complete Visit when ready

Example note that parses well:

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

This creates:

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

Materials in your notes aren’t turned into service records — add materials and parts as invoice line items so the customer is charged for them.

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Adding entries manually

To add a service record manually:

1. Tap Add in a category screen during the completion form (Observations, Chemical Readings, or Chemical Adjustments only), or Add Record on a completed appointment (any type, including Material)
2. Choose the entry type — on a completed appointment you can pick Observation, Material Used, Chemical Reading, or Chemical Application
3. Fill in the required fields based on the type
4. Add optional notes for context
5. Click Save Record

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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. Choose from the list (pH, Chlorine, Alkalinity, etc.) or select Other… to type a custom reading type not in the list.
• Value (required) - The numeric value
• Unit - Unit of measurement, set automatically based on reading type (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 of measurement. Choose from the list (lbs, oz, gal, qt) or select Other… to type a custom unit.
• 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 of measurement. Choose from the list (unit, lbs, oz, bags, cu yd, etc.) or select Other… to type a custom unit.
• Notes (optional) - Why it was used or where it was applied

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Editing service records

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Editing during completion

While completing an appointment, all entries in a category screen are shown in edit mode — there is no separate edit button. Open any category card (Observations, Chemical Readings, or Chemical Adjustments) in the completion form to see and update all entries in that category. Each entry stays in its own category — entries can’t switch types from the completion form. If an entry is in the wrong category, remove it and add a new one in the correct category instead.

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After completion

Once an appointment is completed, service records become read-only. To change a record, delete it (see Deleting service records below) and add a new one with the corrected details. Use Add Record from the Service Records section on the completed appointment to add the replacement — this is the only place you can pick Material Used as the entry type.

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Deleting service records

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Removing during completion

To remove an entry while completing an appointment, open the category card in the completion form (Observations, Chemical Readings, or Chemical Adjustments) and tap the remove button on the entry row.

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Deleting after completion

To remove a service record from a completed appointment:

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 the dedicated service records page

Each property has a dedicated “Service Records” page that shows a comprehensive table of all service records for that property, with powerful filtering and search capabilities. To access it:

1. Navigate to a customer’s page
2. Find the property in the Properties section
3. Click Service Records on the property page

The table displays:

• Type - Record type badge (Observation, Chemical Reading, Material, or Chemical Application)
• Details - The main information (reading value, material used, etc.)
• Service - Which service the record belongs to
• Date - When the work was recorded
• Recorded by - Team member who created the entry

Records are ordered by most recent first, making it easy to see the latest activity.

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Date separators

The table organizes records by date with helpful separators:

• “Today” for records from the current day
• “Yesterday” for the previous day
• Date labels (e.g., “Feb 4”) for older records

This makes it easy to scan through records and understand when work was performed.

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Filtering and searching

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Filter by type

Use the type dropdown to show only specific types of records:

• All Types (default)
• Observation
• Chemical Reading
• Material
• Chemical Application

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Search records

Use the search box to find records by:

• Notes or descriptions
• Service name
• Property address
• Measurement names (e.g., “pH”, “chlorine”)
• Material or chemical names
• Any text in the entry details

The search updates instantly as you type. If no records match your search, you’ll see a helpful message.

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Combine filters

You can use both type filtering and search together to narrow down exactly what you’re looking for.

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Date range filtering

Filter records by date range to view work from specific time periods:

• All time - Shows all records (default)
• Today - Records from today only
• Yesterday - Records from yesterday only
• This week - Records from the current week
• This month - Records from the current month
• Last 30 days - Records from the past 30 days
• Year to date - Records from January 1st to now

This is especially useful for:

• Reviewing recent work for quality control
• Generating reports for specific time periods
• Finding records from a particular service visit
• Tracking trends over time

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Empty states

If no records match your filters, you’ll see a message explaining what to do next.

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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 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.