Getting Started
Signing in and user roles
How people sign in and how the platform adapts to each role: office administrators, working managers and field technicians.
Where to access
Open the app login page and enter your credentials. After sign-in you are routed to the workspace that matches your role.
How it works
Open the login page and enter your username and password. The platform recognizes your role and opens the right workspace automatically: the admin workspace for office users, or the mobile field app for technicians. Office administrators see the full back office; working managers see operational tools; technicians see their daily route and service tools. Use the sign-out option whenever you finish a session on a shared device.
Roles keep each person focused on the tools they actually need, which makes onboarding new team members faster. If you are redirected to a password screen on first login, set a strong password before continuing.
Getting Started
Account security and passwords
Built-in protections keep accounts safe: protected sessions, secure password recovery, mandatory password changes and modern passkey sign-in where enabled.
Where to access
Security applies everywhere. Password recovery starts from the login page; administrators manage reset requests from the admin workspace.
How it works
Sessions time out after inactivity to protect shared or unattended devices. Use the password recovery link on the login page if you forget your password. When required, you will be asked to change your password before accessing the workspace. Where passkeys are enabled, you can sign in with a device-based credential instead of a password.
Sensitive actions are protected against forged requests, so always submit forms from within the app. Administrators can review and approve pending password reset requests in one place.
Getting Started
First-time setup
A guided setup helps you configure the essentials so your team can start working quickly: company details, services, team and preferences.
Where to access
Open Initial Setup from the Settings area of the admin workspace.
How it works
Add your company details and branding so documents and the portal look professional. Define your service types and the fields technicians fill in during a visit. Add your technicians and assign their roles. Confirm email and messaging settings so notifications and invoices can be delivered.
Complete setup once and the rest of the platform inherits your configuration automatically. You can revisit any setup step later from Settings.
Getting Started
Recommended setup order (zero to first service)
The recommended order to register your information after Initial Setup so your team can schedule and complete the first service without missing a dependency.
Where to access
Follow this order across the admin workspace right after you finish Initial Setup.
How it works
Finish Initial Setup first: company details, contacts, email, operation defaults and service categories. This is the foundation everything else inherits. Add your technicians (Team & Equips, Pool Techs). You need at least one technician before you can build a route, because every scheduled stop is assigned to one. Create your clients (Client Management, Client Directory). Each client is the anchor for pools, routes, billing and history. Add each client's bodies of water inside the client record. A client can have one or more pools, spas or water features, and routes and visits attach to a specific body of water. Recommended: complete the pool profile for each body of water (Route Management, Pool Profiles). Add gate codes, access notes, equipment and photos so any technician can deliver the visit. Optional: build your item catalog (Billing, Item Catalog) with your services and products and their prices, so invoices and estimates are fast and you can link a cleaning price to a body of water. Optional: review your service form, service types and route tags in Settings. Sensible defaults already exist, so adjust them only if you want to before go-live. Schedule the work in Command Center (Route Management): pick the technician, the client and the body of water, then set the frequency and start date. This creates the stop the technician will see. Run the first service in the field app: the technician opens the stop, completes the service form with readings and photos, and submits. The completed visit then flows into service history and billing.
Steps 1 to 4 are the minimum required before you can schedule and complete a first visit; steps 5 to 7 make service smoother but can be done later. Add technicians before clients: Command Center will not let you schedule a stop without a technician. If a client has more than one body of water, schedule each one so every pool gets its own visit and history. You can revisit any of these areas at any time as your business grows; this order just avoids getting blocked on a missing prerequisite.
Dashboard & Daily Operations
Overview & Action Center
The home dashboard shows live KPIs and an action center that surfaces exactly what the office should handle next.
Where to access
Open Overview, the first item in the admin workspace.
How it works
Review key indicators for services, routes, tasks, reminders, issues and alerts at a glance. Use the action center to spot visits missing photos, route exceptions, overdue tasks and recurring problems. Click any card to jump straight into the related area and resolve it. Arrange the cards to match your team's daily routine.
Treat Overview as your first screen every morning before opening individual modules. Quality alerts here help you catch problems before customers do.
Dashboard & Daily Operations
Notifications Hub
A single place that gathers pending items and important events so nothing gets missed across the team.
Where to access
Open Notifications Hub from the top of the admin workspace menu.
How it works
See a consolidated list of pending items that need a response or follow-up. Open a notification to go directly to the record or action it refers to. Clear items as you handle them to keep the count accurate for the whole team. Use it alongside the menu badges for fast daily triage.
The pending count appears as a badge in the menu, so you always know when there is something to review.
Dashboard & Daily Operations
Daily Briefing
A morning summary that prepares the office and the field for the day: workload, pending items, route risks, filters due and upcoming holidays.
Where to access
Open Daily Briefing from Route Management. Technicians also see a briefing in the mobile app.
How it works
Review the day's workload, tasks, shopping needs and filters that are due. Check route risks and the estimated end-of-day time before crews leave. Note manager reminders and upcoming holidays that affect scheduling. Share the briefing context so the field starts the day aligned.
A consistent morning briefing reduces missed tasks and last-minute surprises.
Route Management
Route Command Center
The control room for routes: build recurring routes, sequence stops, transfer work between technicians and visualize everything on a map.
Where to access
Open Command Center from Route Management.
How it works
Create routes by technician, day, service type and customer. Reorder stops manually and see estimated duration and arrival times. Add supplier stops so purchasing fits into the same daily flow. Transfer, pause or apply exceptions to routes when plans change.
A well-sequenced route cuts drive time and increases the number of completed visits per day. Reminders and tasks can appear alongside route stops when they affect the day.
Route Management
Live Route Progress
A real-time view of how the day is going: which stops are planned, in progress, completed, skipped or behind schedule.
Where to access
Open Route Progress (live) from Route Management.
How it works
Watch the status of each technician's route update through the day. Spot stops without a photo, exceptions or visits running behind the expected time. Drill into a stop to see details and take action from the office. Use it to answer customer questions about timing with confidence.
Live visibility lets the office solve problems while the technician is still on site.
Route Management
Client Map
An interactive map of customers and stops that makes route planning and territory decisions visual and obvious.
Where to access
Open Client Map from Route Management.
How it works
See customers and stops plotted geographically. Use the map to balance territories and group nearby work. Identify gaps and clusters that affect drive time. Plan smarter routes based on real locations.
Use the map when adding a new customer to assign them to the most efficient route.
Route Management
Daily Planning
Balance the day across your technicians so the workload is fair and realistic before crews head out.
Where to access
Open Daily Planning from Route Management.
How it works
Review the stops assigned to each technician for the selected day. Move work between technicians to balance the load. Confirm the plan and the day is ready for the field. Use it together with the briefing to set expectations.
Balanced days reduce overtime and keep service quality consistent.
Route Management
Weekly Plan
A week-at-a-glance grid that shows how work is distributed across days and technicians.
Where to access
Open Weekly Plan from Route Management.
How it works
View the full week as a grid by technician and day. Spot heavy and light days early. Adjust assignments to smooth out the week. Plan ahead for holidays and seasonal demand.
Planning the whole week reduces day-of scrambling and improves predictability.
Route Management
Pool Profiles
A complete technical profile for every body of water: access details, equipment, gate codes, pets, photos and water-chemistry history.
Where to access
Open Pool Profiles from Route Management, or open a profile from a customer record or route stop.
How it works
Store access details such as gate codes, entry notes and whether a pet is present. Record equipment, filter information and reference photos. Review water-chemistry trends and history before a visit. Keep multiple bodies of water for a single customer, each with its own profile.
A strong pool profile means any technician can deliver consistent service, even on a route they do not normally run. Profiles are available to technicians in the field, right before they start the visit.
Work Management
Work Orders
Plan and track non-routine work: repairs, extra jobs and follow-ups, assigned to a customer, technician and date.
Where to access
Open Work Orders from Work Management.
How it works
Create a work order with the customer, the task, the assigned technician and a due date. Add priority, notes and reference photos so the field has full context. When a work order falls on the same day as a regular visit, it appears together on a single route card. Track each work order from open through completion.
Use work orders for anything beyond the standard visit so extra work is never forgotten or unbilled. Completed work orders feed service history and can flow into billing.
Work Management
Reminders
Lightweight follow-ups tied to a customer, route, technician and date, with optional photos and notes.
Where to access
Open Reminders from Work Management.
How it works
Create a reminder linked to a customer or route and a date. Mark urgency and add a note or photo for context. Relevant reminders surface on the technician's route for the day. Resolve reminders as they are handled to keep the list clean.
Reminders are ideal for small promises to customers that would otherwise slip through the cracks.
Work Management
Calendar
A calendar view of work and visits across the month, week or day to keep scheduling clear.
Where to access
Open Calendar from Work Management.
How it works
Switch between month, week and day views. See scheduled work and visits in one timeline. Use it to forecast workload and avoid conflicts. Open any item to view its details.
The calendar is a great shared reference for planning meetings and time off around the workload.
Work Management
Skipped Services
A controlled flow for visits that could not be completed, with reasons and an approval step so skips are accountable.
Where to access
Open Skipped Services from Work Management.
How it works
When a visit cannot be completed, the technician records the reason. The office reviews skipped visits and approves or rejects each one. Approved skips are documented; rejected ones can be rescheduled. A badge shows how many skips are waiting for review.
Tracking skips protects revenue and reveals access problems that need a permanent fix.
Work Management
Filter Tracking
Track filter cleanings and media replacement so maintenance happens on schedule and is never overdue.
Where to access
Open Filter Tracking from Work Management.
How it works
See which customers are due or overdue for a filter cleaning or media replacement. Record completed filter work so the clock resets automatically. Use the list to plan filter work into upcoming routes. Keep a history of filter maintenance per pool.
Proactive filter maintenance prevents equipment problems and supports add-on revenue.
Work Management
Issues Center
A central place to manage operational problems, raised manually or detected automatically from visit data, until they are resolved.
Where to access
Open Issues Center from Work Management.
How it works
Issues are created by the office or generated automatically from readings, photos and checklist answers. Each issue has a customer, severity, status, category, description and supporting context. Filter and prioritize issues, then update status as you work them. A menu badge keeps open issues visible to the whole team.
Resolving issues quickly protects customer trust and prevents small problems from becoming churn.
Work Management
Issue SLA
Monitor how quickly issues are resolved against your service targets, and surface anything that is overdue.
Where to access
Open Issue SLA from Work Management.
How it works
See issues measured against your response and resolution targets. Spot breached or at-risk issues with a clear badge. Prioritize the work that is closest to missing its target. Use the data to set realistic commitments with customers.
SLA tracking turns "we will get to it" into a measurable, dependable promise.
Field App for Technicians
The technician day route
The mobile home screen for technicians: the day's stops with status, service type, arrival guidance and quick actions.
Where to access
Technicians open the mobile field app after signing in.
How it works
See the day's stops in order with customer, address, service type and estimated arrival. Open a stop to start the service, view the pool profile, or get directions. Use the quick menu for the briefing, shopping list, reminders and overdue invoice alerts on the route card. Send a manual payment reminder text from the stop when an invoice badge shows overdue (optional office automation can also send a separate reminder after each completed visit). Move through the day; each completed visit updates the office in real time.
Everything a technician needs for a stop is one tap away, so less time is spent searching and more on service. Navigate dates to review past or upcoming routes. Route-card overdue badges are for on-site action; automatic post-visit balance texts are configured in office settings.
Field App for Technicians
Photos & water chemistry
Capture water-chemistry readings and before/after photos that build a trustworthy, trend-rich service record.
Where to access
Inside the service form during a visit.
How it works
Enter chemistry readings into the configured fields. Capture chemistry photos and final photos directly from the device. Readings build a per-pool history with trend charts over time. Photos and readings become part of the customer-facing service report.
Consistent photos and readings reduce disputes and make your service quality visible to customers.
Field App for Technicians
Truck & fleet report
Technicians submit a quick vehicle report with readings and photos to keep the fleet accountable and well maintained.
Where to access
Open the truck report from the mobile app; it can be required before starting a route.
How it works
Record the assigned vehicle's condition and readings. Attach photos as part of the report. Submit before starting the route when required. Reports feed the back-office fleet records.
Daily vehicle checks catch maintenance needs early and protect your fleet investment.
Reports & Intelligence
Service History
A complete, searchable record of completed visits with photos, checklist answers, readings and the option to send or export reports.
Where to access
Open Service History from Reports.
How it works
Browse visits by customer, technician and date range. Open a visit to see its photos, checklist, readings and notes. Send the service report to the customer, share a link, or export it. Make administrative corrections to a completed visit when needed.
Service history is your proof of work: it settles questions and reinforces the value customers receive.
Reports & Intelligence
Green Pool Alerts
Automatic detection of pools that are turning green or have water-quality problems, so the office can act before the customer complains.
Where to access
Open Green Pool Alerts from Reports.
How it works
The platform flags pools showing signs of algae or poor water condition. Review each alert with its supporting context. Turn an alert into an issue or a follow-up visit. A badge highlights new alerts you have not seen yet.
Catching a green pool early protects the customer relationship and avoids costly recovery work.
Reports & Intelligence
Chemical Cost report
Understand what you spend on chemicals so you can protect margins and price service accurately.
Where to access
Open Chemical Cost from Reports.
How it works
Review chemical cost across your operation for a period. See how costs break down so you can spot outliers. Use the data to adjust pricing and purchasing. Combine with margin reporting for the full picture.
Knowing your true chemical cost per visit is the foundation of healthy pricing.
Reports & Intelligence
Operational Cost by Client
See the monthly operational cost attributed to each customer to understand who is profitable and who needs a price review.
Where to access
Open Operational Cost by Client from Reports.
How it works
Review estimated operational cost per customer for the month. Compare cost against what each customer pays. Identify accounts where price no longer matches the work. Use the findings to guide renewals and price adjustments.
A short list of unprofitable accounts often explains a tight month; this report finds them.
Reports & Intelligence
Margin Report
Bring revenue and cost together to see your margin, so growth decisions are based on profit, not just sales.
Where to access
Open Margin Report from Reports.
How it works
Review revenue against cost across the period. See margin by the dimensions that matter to your business. Spot trends that affect profitability. Use it to set targets and measure progress.
Reviewing margin monthly keeps growth healthy instead of just busy.
Reports & Intelligence
Chemical Demand
Forecast and review chemical usage and quantities so purchasing is planned instead of reactive.
Where to access
Open Chemical Demand from Reports.
How it works
Review usage and quantity trends over time. Anticipate what you will need for upcoming demand. Plan purchasing to avoid shortages and rush buys. Pair with supplier records to streamline ordering.
Planning chemical demand smooths cash flow and avoids emergency purchases at higher prices.
Reports & Intelligence
Chemical Alerts
Surface readings that fall outside healthy targets, such as low chlorine or out-of-range balance, for fast follow-up.
Where to access
Open Chemical Alerts from Reports.
How it works
See pools with readings outside target ranges. Review the specific values driving each alert. Schedule a corrective action or create an issue. Track resolution so water quality returns to target.
Acting on chemical alerts quickly keeps water safe and customers confident.
Reports & Intelligence
Client Statement
A clear account statement per customer showing charges, payments and balance, ideal for billing questions.
Where to access
Open Client Statement from Reports.
How it works
Select a customer to view their account activity. See charges, payments and the running balance. Share the statement to resolve billing questions quickly. Use it during collections conversations.
A tidy statement answers most "what do I owe?" questions before they become disputes.
AI & Automation
AI Briefing
A plain-language executive summary of your operation: today's priorities, risks and what changed, generated automatically.
Where to access
Open AI Briefing from Reports.
How it works
Open the briefing to read a concise summary of the current state of the business. See highlighted priorities, risks and notable changes. Use it as a fast daily or weekly executive read. Jump from the briefing into the areas it mentions.
The AI briefing turns scattered activity into a clear story you can act on in a minute.
AI & Automation
AI Search
Ask questions about your operation in plain language and get direct answers, without building reports or filters.
Where to access
Open AI Search from Reports.
How it works
Type a natural-language question about your customers, visits or activity. Read a direct answer drawn from your operation. Refine the question to dig deeper. Use it to answer ad-hoc questions instantly.
AI search is the fastest way to get an answer when you do not know which report to open.
AI & Automation
AI-assisted messaging & replies
Draft customer messages and survey replies in the right tone in seconds, then review and send.
Where to access
Available where you compose messages and respond to satisfaction feedback.
How it works
Start a message or a reply to customer feedback. Generate a suggested draft in a professional tone. Edit the draft to fit the situation. Send with confidence, faster than writing from scratch.
Assisted drafting keeps customer communication consistent and on-brand across the whole team. This covers both Message Center email templates generated from a short description and recovery replies drafted for NPS detractor feedback.
AI & Automation
Smart dosage & quality detection
Guidance that helps standardize service: dosage suggestions from readings and automatic detection of water-quality problems.
Where to access
Suggestions appear in the field workflow and quality alerts appear in the office.
How it works
Readings can drive dosage suggestions that guide the technician. Water condition is monitored to flag problems automatically. The office reviews flagged pools and acts early. Consistent guidance raises service quality across the team.
Smart guidance helps newer technicians deliver the same quality as your most experienced staff. Dosage suggestions come from the readings entered on the service form; see the dedicated articles for green pool detection and the chemical test strip reader.
AI & Automation
Poolly, your AI assistant
Poolly is the built-in AI assistant available across the Admin panel, the Pool Tech app and the Client Portal. Ask a question in plain language and Poolly answers using your real, live data.
Where to access
Open Poolly from the floating chat button in the bottom corner of the Admin panel, the Tech app and the Client Portal.
How it works
Tap the chat button and type your question, or tap the microphone to speak. Poolly understands what you need, looks up the relevant data and answers directly, often with a link to open the exact screen. It replies in the same language you used: ask in Portuguese and it answers in Portuguese; ask in English and it answers in English. Use the history button to reopen past conversations, or start a new one any time.
Poolly only shows data you already have permission to see, and by default it is read-only: it never changes anything unless your administrator enables confirmed actions. See the role-specific guides for what you can ask as an admin, technician or customer.
AI & Automation
Poolly for admins & managers
In the Admin panel Poolly answers operational and financial questions across the whole company and links you straight to the right screen.
Where to access
Open Poolly from the floating chat button in the Admin panel.
How it works
Routes and schedules: "Which clients are scheduled next Tuesday?", "What is Mike's route on Friday?", "How many clients are scheduled next week?". Billing: "Which clients have invoices awaiting payment?", "Which invoices are overdue?", "What is the statement for client Smith?". Operations: filters due or overdue, work orders, reminders, calendar, skipped services, open issues and SLA, chemical alerts and demand, green pools. Customers & insight: client lookup, pool profiles, client health, NPS, estimates and pipeline, profitability and margin, "what needs my attention", and global search across everything.
Relative dates work in English and Portuguese: today/tomorrow, weekday names (next Tuesday), this/next week. When the answer includes records, Poolly shows clickable links that open the matching invoice, client or report.
AI & Automation
Poolly for technicians
In the Pool Tech app Poolly answers questions about your own route and clients, scoped to you, so you get answers without digging through screens.
Where to access
Open Poolly from the assistant button in the Tech app.
How it works
Your day: "How many stops do I have today?", "What does my route look like this week?", "What work orders do I have today?". Filters & shopping: "How many filters do I have to wash tomorrow?", "What is on my shopping list?". A client on your route: recent service history, pool size and equipment, filter history and chemical trend by client name. Yourself: weekly performance, pending skips/transfers, and manager reminders for the day.
Speak your question with the microphone; it keeps your spoken language and Poolly answers in the same language. Poolly only sees your own route and clients, never company-wide financial data.
AI & Automation
Poolly in the Client Portal
In the Client Portal Poolly answers questions about your own account, pool and service, in your language.
Where to access
Open Poolly from the chat button in the Client Portal.
How it works
Service: "When is my next visit?", "What day do you service my pool?", "Show my visit history". Billing: "What is my balance?", "Show my recent invoices", "Send me my statement for the last 90 days". My pool: pool size and equipment, and the readings from my last service. More: pending estimates, my monthly service cost, my referral link, saved cards, and replies from the team.
Poolly only shows your own information and cannot change your schedule, pay invoices or edit your account; it points you to where to do that or to Support.
AI & Automation
Configuring Poolly
Administrators control how Poolly behaves: which data tools each role can use, default language, model, persona and safety options.
Where to access
Open Settings, then the AI tab, and the AI Assistant (Poolly) section.
How it works
Turn Poolly on or off, and pick the default widget language (auto, Portuguese or English). Enable or disable the available data tools per role (technician, admin, client portal). Optionally set a model override, a persona addendum and custom knowledge-base notes for your company. Set the per-minute rate limit, enable routing telemetry, and optionally allow confirmed write actions.
Replies always mirror the user's question language regardless of the default; the language setting only affects the widget labels and greeting. Write actions stay off until you enable them, and even then Poolly only acts after the user confirms.
AI & Automation
Green pool detection
AI reviews service photos and automatically flags green or algae-affected pools so the office can react quickly.
Where to access
Detection runs on photos taken during a service; flagged pools appear in Green Pool Alerts under Reports.
How it works
A technician completes a service and uploads the pool photo. The image is analyzed and a green/algae condition is flagged automatically. Flagged pools surface in Green Pool Alerts and in the dashboard. The office reviews the list and schedules follow-up before it becomes a complaint.
If AI is unavailable, a built-in image heuristic still provides a fallback check.
AI & Automation
Chemical test strip reader
Photograph a chemical test strip on the service form and AI reads the pad colors into chemistry values for you.
Where to access
On the Service Form, in the chemistry section, when the test-strip reader is enabled.
How it works
Take a photo of the test strip during the visit. AI matches the pad colors to the configured brand chart. Suggested readings are filled in for the technician to confirm. Confirmed values are saved with the service log.
Configure your test-strip brand in settings so the reader matches the correct color chart.
AI & Automation
Voice input & transcription
Speak instead of typing: dictate to Poolly and record voice notes on the service form, with automatic transcription.
Where to access
The microphone in the Poolly chat and the voice-note button on the Service Form.
How it works
Tap the microphone and speak your question or note. The audio is transcribed to text automatically. Poolly keeps your spoken language; service voice notes are turned into written notes. Review the text and send or save it.
Voice is handy in the field when typing is awkward; the audio is temporary and removed after transcription.
AI & Automation
Note translation & improvement
Translate service notes between Portuguese and English, and clean up grammar and clarity without changing the meaning.
Where to access
On the Service Form notes, and on assistant replies (translate to Portuguese).
How it works
Write a note in your own language. Use translate to switch between Portuguese and English. Use improve to fix grammar and wording while keeping the same language. Save the polished note with the service.
Great for mixed-language teams: technicians write naturally and the office reads it clearly.
AI & Automation
Before-photo check
AI gives quick advisory observations on the "before" service photo to help the technician notice issues early.
Where to access
On the Service Form when capturing the before photo (when enabled).
How it works
Capture the before photo at the start of the visit. AI returns short advisory observations about visible conditions. The technician uses them as a prompt, not a verdict. Service proceeds and findings can be logged as issues if needed.
Observations are advisory only; the technician's judgment always decides.
AI & Automation
Issue severity suggestion
When creating an issue, AI suggests a severity (Minor, Major or Critical) to keep triage consistent.
Where to access
When creating or editing an issue from a visit or the Issues Center.
How it works
Describe the issue you found. AI suggests a severity level based on the description. Adjust the level if needed before saving. Severity feeds the Issues Center and SLA tracking.
Consistent severity makes SLA tracking and prioritization far more reliable.
AI & Automation
Vendor receipt OCR
Photograph a supplier receipt and AI extracts the purchase details so you do not have to type them.
Where to access
Where supplier purchases are recorded (vendor/supplier workflow).
How it works
Take a photo of the supplier receipt. AI reads the line items, amounts and vendor details. Review the extracted data and correct anything if needed. Save the purchase record.
Useful for keeping chemical and parts costs accurate without manual data entry.
AI & Automation
Client history summary
AI writes a short trends paragraph from a customer's recent service history so you grasp the situation at a glance.
Where to access
On the client record / history view.
How it works
Open a customer with recent service history. Generate a short summary of recent trends and recurring problems. Use it to prepare for a call, visit or escalation. Dig into the full history for the details.
A quick summary helps anyone on the team get up to speed on a customer in seconds.
Client Management
Client Directory
The central directory of customers with addresses, contacts, grouping and tags, connected to their pools, routes and billing.
Where to access
Open Client Directory from Client Management.
How it works
Search and browse all customers with quick access to their details. Maintain addresses, contacts, groups and tags. Open a customer to reach their pools, visits, billing and history. Use search and autocomplete to find anyone instantly.
A well-organized directory with tags makes segmentation, routing and campaigns far easier.
Client Management
Client Health
A health score that combines payment behavior, issues, water quality and responsiveness to flag accounts at risk of churn.
Where to access
Open Client Health from Client Management.
How it works
Review each customer's health score and the signals behind it. Spot at-risk accounts before they cancel. Reach out proactively to repair the relationship. Track whether health improves after you intervene.
Saving an at-risk customer is almost always cheaper than acquiring a new one; this is where you start.
Client Management
NPS & Satisfaction
Collect customer satisfaction and Net Promoter feedback, route happy customers to public reviews and unhappy ones to a private fix.
Where to access
Open NPS / Satisfaction from Client Management.
How it works
Send satisfaction surveys to customers. Review scores and written feedback as they arrive. Encourage promoters to leave a public review. Turn low scores into an internal follow-up so problems get fixed.
Channeling great feedback into public reviews is one of the strongest, lowest-cost growth levers you have.
Client Management
Message Center
Send targeted email and text campaigns with templates, audience segmentation, scheduling, opt-out handling and delivery history.
Where to access
Open Message Center from Client Management.
How it works
Pick an audience using segments such as route, day, technician or balance status. Preview the recipient count and a sample before sending. Send now or schedule the campaign for later. Review delivery history, events and any errors.
Segmented, well-timed messages get far better results than one-size-fits-all blasts. Opt-out handling keeps your messaging compliant and trusted.
Client Management
Message Automations
Trigger the right message automatically when something happens, such as a completed visit, a due filter or an overdue balance.
Where to access
Open Message Automations from Client Management.
How it works
Choose an event that should trigger a message. Select the template and audience rules. Activate the automation so it runs on its own. Monitor results and refine over time.
Automations keep customers informed and engaged without adding daily work for your team.
Client Management
Equipment Warranties
Track equipment and warranty coverage per customer so you never miss a covered repair or a renewal opportunity.
Where to access
Open Equipment Warranties from Client Management.
How it works
Record equipment and its warranty details for a customer. See coverage status at a glance. Reference warranties when planning repairs. Use upcoming expirations as a service conversation.
Knowing what is under warranty saves customers money and positions you as a trusted advisor.
Client Management
Card on File
Securely keep a payment method on file with customer consent to streamline recurring billing and reduce late payments.
Where to access
Open Card on File from Client Management; customers can also manage this from the portal.
How it works
Invite the customer to securely store a payment method with clear consent. Use the stored method for recurring or one-time charges as authorized. Keep an auditable trail of consent and activity. Customers can update their method from the portal.
A method on file dramatically reduces late payments and the time spent chasing them.
Billing & Revenue
Invoices
Create, send and track invoices with recurring billing, branded documents, online payment links and payment recording.
Where to access
Open Invoices from Billing.
How it works
Create an invoice from a catalog of items, with taxes and notes. Save as draft, send now, schedule for later, or record a payment. Share a branded document and a secure online payment link. Set up recurring templates for routine monthly billing. Optionally enable an automatic balance reminder text after each completed service visit (separate from the service report).
Recurring templates plus online payment turn billing from a chore into a background process. Multiple payment methods make it easy for customers to pay how they prefer. Post-visit balance texts work best with a friendly tone and a client cooldown so weekly routes are not over-messaged.
Billing & Revenue
Estimates (quotes)
Build and send price quotes that customers can review and approve, then convert them into invoices.
Where to access
Open Estimates from Billing.
How it works
Create an estimate from catalog items with clear pricing. Send it to the customer for review. Track its status from sent to approved. Convert an approved estimate into an invoice.
Fast, professional quotes win more jobs and set clear expectations on price.
Billing & Revenue
Item Catalog
A reusable catalog of services and products with prices, so invoices and estimates are fast and consistent.
Where to access
Open Item Catalog from Billing.
How it works
Add the services and products you sell, with default prices. Reuse catalog items on invoices and estimates. Update a price once and use it everywhere going forward. Keep your offering consistent across the team.
A clean catalog speeds up billing and prevents pricing mistakes.
Billing & Revenue
AR Aging
See what is owed and how overdue it is, so collections focus on the right accounts first.
Where to access
Open AR Aging from Billing.
How it works
Review outstanding balances grouped by how overdue they are. Identify the accounts that need attention now. Trigger reminders or a collections conversation. Use the gentle post-service balance text (when enabled) as a timely touchpoint right after a visit. Track the balance coming down over time.
Working aging weekly keeps cash flow healthy and surprises rare. Post-visit texts complement email reminders; they do not replace your scheduled due-date emails.
Billing & Revenue
Online payments
Let customers pay invoices online with a secure link, plus support for recurring payments and multiple payment methods.
Where to access
Online payment links are available on invoices and in the customer portal.
How it works
Share an invoice with a secure online payment link. Customers pay quickly with a supported method. Payments are recorded automatically against the invoice. Use recurring payments to automate routine billing.
The easier you make it to pay, the faster you get paid; online links remove friction.
Billing & Revenue
Overdue invoice text after service
After each completed visit, send a separate, friendly text about open invoices — at the moment the customer just received service.
Where to access
Settings → Email & messaging → Service report design → SMS delivery.
How it works
Turn on Overdue invoice SMS after visit. Choose which invoices qualify: overdue only or open and overdue, and set how many days past due count. Set a client cooldown (for example 7 days) so weekly routes do not repeat the same text every visit. Customize the message template with the customer name, balance, due date and pay link placeholders. Make sure customers have a phone number on file and invoices have an online pay link. Optionally turn on Copy SMS to manager so the office receives a prefixed copy identifying the customer.
This text is separate from the service report link — customers may receive two messages when both are enabled. A warm thank-you plus a gentle reminder often works better than a cold collections tone. This complements scheduled email reminders; it does not replace them. With Copy SMS to manager enabled, the manager sees which customer received the billing reminder.
Billing & Revenue
Invoice & estimate settings
Control how invoices and estimates look and behave: numbering, terms, taxes, branding and defaults.
Where to access
Open Invoice settings and Estimate settings from the Settings area.
How it works
Set numbering, payment terms and default notes. Configure taxes and currency. Apply your branding to documents. Set sensible defaults so new documents need less editing.
Good defaults make every invoice faster to create and more professional.
Estimates & Proposals
Building proposals
Create rich, professional proposals with a pricing calculator, formatted text and a photo and video gallery that sell the work.
Where to access
Open Clients Estimates from Admin Tools.
How it works
Start a proposal for a customer and describe the scope and findings. Use the pricing calculator and presets to build the numbers. Add formatted text, photos and videos that make the case. Save and publish the proposal as a polished page.
Visual, well-structured proposals close at higher rates and higher prices than a plain quote. Reusable problem and text libraries make proposals fast to assemble.
Estimates & Proposals
Public proposal & approval
Share a proposal as a secure web page customers can review and approve online, with the approval recorded for your records.
Where to access
Each proposal has a shareable public page; it can also appear in the customer portal.
How it works
Share the proposal link with the customer, optionally protected by a password. The customer reviews the proposal as a clean landing page. They approve electronically; the approval is recorded with date and details. The approved proposal can flow into an invoice.
Online approval removes back-and-forth and speeds up the moment a customer says yes.
Estimates & Proposals
Estimate Pipeline
A pipeline view that moves proposals from sent to approved to invoiced, so revenue opportunities never stall.
Where to access
Open Estimate Pipeline from Admin Tools.
How it works
See every proposal grouped by its stage. Follow up on proposals that are waiting on the customer. Move approved work toward invoicing. Track conversion from quote to cash.
Managing the pipeline turns sent quotes into booked revenue instead of forgotten emails.
Marketing & Growth
Referral Program
Turn happy customers into a growth channel with a structured referral program and rewards.
Where to access
Open Referral Program from Marketing.
How it works
Configure how referrals work and what rewards you offer. Invite customers to refer friends and neighbors. Track referrals as they come in. Reward customers for successful referrals.
Referrals from satisfied customers are your highest-trust, lowest-cost source of new business.
Marketing & Growth
Referral Leads
A queue of incoming referred prospects so new opportunities are followed up quickly.
Where to access
Open Referral Leads from Marketing.
How it works
See new referred leads as they arrive, with a badge for new ones. Review each lead's details. Follow up to convert the lead into a customer. Track which referrals turn into business.
Speed wins referrals: the faster you respond, the more you convert.
Marketing & Growth
Referral Campaigns
Promote your referral program with targeted campaigns that ask happy customers to spread the word.
Where to access
Open Referral Campaigns from Marketing.
How it works
Create a campaign that invites customers to refer. Target the right audience for the ask. Send or schedule the campaign. Measure the referrals it generates.
Timing referral asks right after a great visit or a high satisfaction score boosts response.
Team & Equipment
Pool Technicians
Manage your technicians: profiles, roles, contact details, photos and compensation models.
Where to access
Open Pool Techs from Team & Equips.
How it works
Create technician accounts with role and status. Set a compensation model such as salary, percentage or per-stop. Maintain contact details and a profile photo. Open a profile to review activity and pay context.
Clear roles and profiles speed up onboarding and keep field access appropriate.
Team & Equipment
Technician Scorecard
Measure technician performance with indicators like photo completeness, productivity and issues generated or resolved.
Where to access
Open Tech Scorecard from Team & Equips.
How it works
Review performance indicators per technician. Compare productivity and quality across the team. Recognize top performers and coach where needed. Use the data in reviews and incentives.
A fair, visible scorecard motivates the team and makes coaching conversations objective.
Team & Equipment
Truck Fleet
Manage vehicles, assign them to technicians and keep maintenance reports and photos in one place.
Where to access
Open Truck Fleet from Team & Equips.
How it works
Add vehicles to your fleet. Assign a vehicle to a technician. Collect periodic reports with readings and photos from the field. Use the records to plan maintenance.
Tracking the fleet protects a major investment and reduces unexpected breakdowns.
Admin Tools & Operations
Operational Cost Setup
Define the cost items and rules that power cost-per-client and margin reporting.
Where to access
Open Operational Cost Setup from Admin Tools.
How it works
List your recurring operational cost items. Set how each cost is allocated. Confirm the configuration that feeds the cost reports. Revisit periodically as your costs change.
Accurate cost setup is what makes the margin and cost-per-client reports trustworthy.
Admin Tools & Operations
Suppliers & Vendors
Keep supplier records with contacts and addresses, and track purchase documents and supplier stops on routes.
Where to access
Open Suppliers & Vendors from Admin Tools.
How it works
Add suppliers with their contacts and addresses. Record purchase documents and items. Include supplier stops in the daily route flow. Use the records to manage purchasing relationships.
Centralizing supplier info makes purchasing faster and keeps costs traceable.
Admin Tools & Operations
Pool Pricing
A reference for your service pricing so quotes and invoices stay consistent and profitable.
Where to access
Open Pool Pricing from Admin Tools.
How it works
Review your standard pricing for services. Use it as the source of truth when quoting. Keep pricing aligned with your costs and margin targets. Update as the market and your costs change.
Consistent pricing protects margin and avoids undercharging across the team.
Admin Tools & Operations
Password Resets
Review and approve pending password reset requests from your team in one secure place.
Where to access
Open Password Resets from Admin Tools.
How it works
See pending reset requests, with a badge for new ones. Verify the request and approve it. The team member regains access securely. Keep a record of reset activity.
A controlled reset process keeps accounts secure while avoiding lockouts that stall the day.
Admin Tools & Operations
To Do (admin)
An internal task board for the office with checklists, tags, attachments, comments and reminders.
Where to access
Open To Do Admin from Admin Tools.
How it works
Create internal tasks with checklists and tags. Attach files and add comments for context. Organize work on a simple board. Set reminders so nothing is forgotten.
A shared office to-do board keeps internal work organized without leaving the platform.
Templates & Communications
Communication Log
A history of messages sent from the platform, with alerts when something fails to deliver.
Where to access
Open Communication Log from Templates & Logs.
How it works
Review messages the platform has sent to customers. See delivery status and spot failures with a badge. Investigate and resolve delivery problems, including post-visit balance texts when enabled. Use it as an audit trail of customer communication.
Catching delivery failures early prevents missed invoices and confused customers. Billing reminder texts after a visit appear in the same delivery history as service report messages.
Templates & Communications
Email Templates
Reusable, branded templates for the emails the platform sends, so communication stays consistent and professional.
Where to access
Open the email templates area from Templates & Logs.
How it works
Edit the templates used for notifications and customer messages. Apply your brand voice and styling. Reuse templates across campaigns and automations. Update once and every future message benefits.
Polished templates make a small team look like a large, professional operation.
Templates & Communications
Service Report Design
Control how the service reports customers receive look, so every report reinforces your brand and the value delivered.
Where to access
Open Service report design from Templates & Logs.
How it works
Choose what appears on the customer-facing report. Apply branding and layout preferences. Configure automatic text delivery: service report link and, separately, overdue balance reminders after a visit. Preview how a report will look to a customer. Save your design for all future reports.
A clear, branded report after every visit is one of the simplest ways to show your value. Report link texts and balance reminder texts are independent — you can use email for the report and text for payment reminders, or any combination.
Templates & Communications
Payment activity log
A technical log of online payment events used to confirm and reconcile payments.
Where to access
Open the payment events log from Templates & Logs.
How it works
Review incoming payment events. Confirm that payments were recorded correctly. Use it to reconcile when a question arises. Keep an audit trail of payment activity.
This log is your safety net for verifying that an online payment truly went through.
Client Portal
Client Portal overview
A branded, secure space where customers see their account: financial summary, recent invoices, proposals and the next visit.
Where to access
Customers sign in to the portal with their own credentials.
How it works
Customers see a dashboard with their balance, recent invoices and next scheduled visit. They review a 12-month billing overview at a glance. They access invoices, proposals and support in one place. Everything is presented under your brand.
A self-service portal reduces phone calls and builds the kind of trust that retains customers.
Client Portal
Portal invoices & payment
Customers view and pay their invoices online from the portal, with proposals available to review and approve.
Where to access
Inside the customer portal.
How it works
Customers see their invoices and balances. They pay online with a secure method. They review and approve proposals. Payments and approvals are reflected back to your office.
Letting customers pay on their own schedule, online, accelerates your cash flow.
Client Portal
Portal support requests
Customers submit support requests with category, priority and preferred timing; the office manages them in one queue.
Where to access
Customers open requests in the portal; the office reviews them in the admin workspace.
How it works
A customer submits a request with details and preferred timing. The office sees the request with a badge for new ones. Your team responds and tracks it to resolution. The customer follows the conversation in the portal.
Structured requests beat scattered texts and voicemails, and nothing gets lost.
Client Portal
Portal user management
Manage which customers can access the portal, send invitations and handle access securely.
Where to access
Open Client Portal Users from Client Management.
How it works
Create or invite portal access for a customer. Link the access to the right customer record. Manage resets and access changes securely. Keep portal access aligned with active customers.
Inviting customers to the portal during onboarding sets the tone for a modern relationship.
Settings & Configuration
Branding & company info
Set your company name, logo, theme and contact details so documents, the portal and messages all look like you.
Where to access
Open Settings from the admin workspace.
How it works
Add your company name, logo and contact details. Choose your visual theme. Confirm the information that appears on documents and the portal. Save; your branding applies everywhere automatically.
Consistent branding across invoices, reports and the portal builds a professional, trustworthy image.
Settings & Configuration
Email & messaging settings
Configure how the platform sends email and text so invoices, reports, reminders and campaigns are delivered reliably.
Where to access
Open the communication settings from Settings.
How it works
Configure your email sending settings. Set up text messaging where you use it, including post-visit report links and optional balance reminders. Confirm the sender identity customers will see. Send a test to verify delivery.
Getting delivery settings right once means invoices and reports reliably reach customers. Balance reminder texts after service use the same messaging setup but are controlled under Service report SMS delivery.
How to reduce drive time on pool routes
Practical ways pool service companies cut windshield time and fit more stops per day.
Where to access
Use Route Command and daily planning in Pool Manager.
How it works
Review your current stop sequence against actual geography. Balance workload so no technician is overloaded mid-week. Use daily briefing so techs leave with the right supplies. Track completion times and adjust routes weekly.
Even 10 minutes saved per stop adds hours of capacity across a route.
Green pool alerts before customers complain
Catch algae and water quality issues early with proactive monitoring.
Where to access
Issues Center and quality alerts in Pool Manager.
How it works
Enable green pool and quality heuristics on service readings. Review the Issues Center each morning. Assign follow-up visits before the customer notices. Document corrective action in service history.
Proactive quality control is one of the fastest ways to earn referrals.
Admin Tools & Operations
Spreadsheets vs pool service software
When spreadsheets stop scaling and what a connected platform changes for growing pool companies.
Where to access
Pool Manager replaces disconnected spreadsheets, texts and ad-hoc tools.
How it works
List where data is duplicated today (routes, chems, billing). Identify errors that cost money (missed billing, wrong dosages). Pilot one workflow in software: routes + field forms. Measure time saved in the office each week.
Most owners switch when admin work exceeds 10 hours per week on manual tracking.
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