What is Pool Pilot Pro?

Streamline your pool cleaning business with intelligent routing, customer management, and service reporting.

How do I add my first customer?

Navigate to the Customers page from the sidebar and click 'Add Customer.' Fill in the customer's name, address, service days, and pool details. Once saved, the customer will appear on your route on their scheduled service days.

How do I import active customers from QuickBooks?

On the Customers page, click 'Import from QuickBooks.' In QuickBooks, filter your customer list to Active, export it, and save the file as CSV. Upload that CSV to Pool Pilot Pro and review the preview before importing. The CSV must include First Name, Last Name, and Billing Address. Email, phone, city, state, ZIP, and notes are optional. The importer skips rows marked inactive, flags missing required information, and identifies possible duplicates by email, phone, or address. Nothing is automatically merged, and imported customers are kept within your company account. Imports are limited to 500 customer rows per CSV.

How do I set up my technicians?

Go to the Technicians page (admin only) and click 'Add Technician.' Enter their name, contact info, pay type, and home address. Set a unique PIN code (4–6 digits) for each technician — this is how they'll log into the Technician Portal. Once created, you can assign customers to them and they'll appear in the route selector.

How do technicians log in?

Technicians use the Technician Portal to access their daily route. The login is a simple two-step process: 1. Enter the company name — this identifies which company they belong to (not case-sensitive, so 'Blue Water Pools' and 'blue water pools' both work). 2. Enter their PIN code — the 4–6 digit PIN you assigned to them on their technician profile. This ensures each technician only sees their own company's data. You can find the Tech Portal link on the Pricing page or share the direct URL with your team.

I'm a solo owner with no employees — do I still need to add a technician?

Yes! If you're a one-man show running your own routes, you'll need to add yourself as a technician. Go to the Technicians page and create a technician profile for yourself using your own name and details. Set the 'Tech Type' to 'Both' so you can handle both regular service routes and repair/estimate jobs. Set a PIN code for yourself, and assign your customers to yourself. Since you're already logged in as an admin, you'll have full access to the daily route, service stops, repair scheduling, and everything else right from your admin account — no need to use the separate Tech Portal.

How do I assign customers to a technician?

When editing a customer, scroll to the 'Assigned Technician' field and select the technician from the dropdown. The customer will then appear on that technician's daily route on their scheduled service days.

What's the difference between admin and technician accounts?

Admin accounts have full access to all features including customer management, reports, company settings, and technician management. Technicians log in through the Technician Portal using their company name and PIN code, and see a streamlined mobile-first interface focused on their daily route, service forms, and basic customer info. Technicians can only see data belonging to their own company.

What if two technicians at different companies have the same PIN?

No problem! The technician login requires both the company name and PIN. PINs are only matched within the specified company, so two techs at different companies can have identical PINs without any conflict or data exposure.

How does route optimization work?

When you click 'Generate Route,' the system uses a nearest-neighbor algorithm to organize your stops in the most efficient driving order. You can choose to start from the technician's home address or the company address. Addresses are automatically geocoded the first time for accurate distance calculations.

Can I manually reorder my route?

Yes! Simply drag and drop stops in the route list to reorder them. You can also use the 'Re-optimize Remaining Stops' button after completing some stops to re-optimize only the ones you haven't visited yet.

What happens when I complete a service stop?

When you mark a stop as 'Complete,' the system records your departure time, calculates the duration, and automatically sends a service report email to the customer (if they have an email on file). The report includes water readings, chemicals added, cleaning tasks performed, any notes, and before/after photos if uploaded.

Can I save a stop and come back to it later?

Yes — use the 'Save Draft' button to save your progress without completing the stop. It will be marked as 'In Progress' and you can return to finish it later.

How does an admin view technician service reports and photos?

Go to Customers from the sidebar, select the customer, and open their History page. Under the Service Reports tab, each visit shows the technician's readings, chemicals added, completed tasks, notes, and any uploaded service photos. Click a photo to open it full size in a new tab.

How do before & after photos work?

During a service stop, you'll see dedicated 'Before' and 'After' photo slots in the service form. Tap either slot to take a photo with your device camera or upload from your gallery. These photos are included in the service report email sent to the customer.

How long are service photos stored?

Before and after photos are stored for 90 days from the service date. After 90 days, the photo URLs are automatically cleared from the service record to manage storage costs. The rest of the service data (readings, chemicals, notes, etc.) is retained for the full 12-month period. If you need to keep specific photos longer, we recommend downloading them before the 90-day window.

Can I also upload additional photos beyond before & after?

Yes — on the mobile service form, there's an 'Additional Photos' section below the before/after slots where you can upload as many extra photos as needed. These follow the same 90-day retention policy.

What image formats are supported?

All standard image formats (JPEG, PNG, HEIC) are supported. Photos taken directly from your phone camera will work perfectly. Images are uploaded and stored securely in the cloud.

How long are service records kept?

Active service records are kept for 12 months. After 12 months, completed and skipped service stops are automatically archived. Archived records are accessible via the 'Archived' tab on each customer's history page for an additional 12 months, after which they are permanently deleted.

What's the full data retention timeline?

Here's the breakdown: • Service stop data (readings, chemicals, tasks, notes): 12 months active, then 12 months archived (24 months total) • Before & after photos: 90 days from service date • Additional service photos: 90 days from service date • Customer records: Kept as long as the customer is active • Estimates: Kept indefinitely • Service agreements & waivers: Kept indefinitely • Communication history: Kept indefinitely

What happens to records for inactive customers?

If a customer has been marked inactive for more than 90 days, their completed service stops are also archived during the nightly cleanup process, even if they're less than 12 months old. This helps keep your active database lean and fast.

Can I access archived service records?

Yes — go to any customer's profile, then click the 'Archived' tab in their service history. You can browse all archived records for that customer with full details including readings, chemicals, and tasks performed.

Is the archiving process automatic?

Yes. A nightly automated task handles all archiving and cleanup. It archives old service stops, clears expired photo URLs, and removes permanently expired archived records — all without any action needed from you.

What is repair and estimate scheduling?

Pool Pilot Pro includes a built-in Repair & Estimate Scheduler that lets you schedule dedicated repair jobs and estimate visits for your customers — separate from regular weekly service stops. This is perfect for one-off repairs like equipment replacement, acid washes, leak detection, or any job that needs its own scheduled visit.

How do I set up a technician as a repair tech?

Go to the Technicians page (admin only) and edit the technician's profile. You'll see a 'Tech Type' field with three options: • Service — handles regular weekly pool service routes only • Repair — handles repair and estimate jobs only • Both — can be assigned to both service routes and repair/estimate jobs Set the technician to 'Repair' or 'Both' so they appear as an option when scheduling repair and estimate stops.

How do I schedule a repair or estimate stop?

Navigate to the Repairs page from the sidebar (admin only). Click 'Schedule Repair/Estimate' and fill in the form: 1. Select the stop type — Repair or Estimate 2. Choose a technician (only techs set to 'Repair' or 'Both' will appear) 3. Select the customer 4. Pick the scheduled date 5. Choose a common job type or enter a custom description 6. Add any notes for the technician Once saved, the stop will appear on the Repairs page and on the technician's Daily Route for that date.

How do repair and estimate stops show up on the daily route?

Repair and estimate stops are automatically included in the technician's Daily Route alongside their regular service stops for that day. They appear with a distinct badge (orange for repairs, blue for estimates) so the technician can easily tell them apart from regular service stops. When the technician generates or optimizes their route, repair and estimate stops are included in the route optimization just like service stops.

How does a technician complete a repair or estimate stop?

When a technician opens a repair or estimate stop from their Daily Route, they'll see a dedicated form where they can: • Add notes about the work performed or the estimate details • Upload before and after photos • Upload additional photos • Confirm they sent the repair summary or estimate to the customer (required before marking complete) The technician must check the confirmation box verifying they sent the repair summary or estimate to the customer before the 'Complete' button becomes active. They can also save as a draft and return later.

What's the difference between a repair stop and an estimate stop?

An estimate stop is for visiting the customer's property to assess the work needed and provide a quote. A repair stop is for actually performing the repair work. Both types are scheduled and tracked the same way, but they're labeled differently so you can track which visits are assessments vs. actual jobs.

Can I track whether the repair summary or estimate was sent to the customer?

Yes — when completing a repair or estimate stop, the technician must confirm they sent the repair summary or estimate to the customer by checking a mandatory checkbox. Once completed, the stop card displays a badge showing whether it was confirmed as sent. This ensures proper follow-up on every job.

How does technician pay tracking work?

Each technician has a pay type and pay rate set on their profile. Pool Pilot Pro supports two pay types: • Per Pool — Pay is calculated by counting the number of completed service stops and multiplying by the per-pool rate. • Salary — Pay is calculated by taking the annual salary, dividing by 365 days, and multiplying by the number of days in the selected date range. You can set or change a technician's pay type and rate at any time from the Technicians page.

How do I run a payroll report?

Go to Reports & Analytics from the sidebar and click the 'Payroll' tab. You'll see a full payroll breakdown for all technicians within the selected date range. Use the date picker or quick-range presets (This Week, This Month, Last Month, etc.) to set the pay period. You can also filter by a specific technician. The report shows each technician's pay type, rate, number of stops, hours worked, a detailed calculation breakdown, and total pay — with a grand total at the bottom.

How is pay calculated for per-pool technicians?

For per-pool techs, the system counts the total number of completed service stops within the date range and multiplies by the per-pool rate. For example: If a tech completed 120 stops in a pay period at $8/stop, the total pay would be 120 × $8 = $960.00. The payroll report shows the exact stop count and calculation.

How is pay calculated for salaried technicians?

For salaried techs, the system takes the annual salary, divides it by 365 to get a daily rate, and multiplies by the number of calendar days in the selected date range. For example: If a tech earns $45,000/year and the selected range is a 14-day period, the pay would be ($45,000 ÷ 365) × 14 = $1,726.03. This gives you a consistent pro-rated salary amount for any pay period length.

Can I export the payroll report?

Yes — the Payroll tab includes export buttons for both CSV and PDF formats. The CSV export is great for importing into your accounting or payroll software, while the PDF provides a clean printable report with all the details and totals.

What can I track with Fleet Management?

Fleet Management gives admins one place to manage company vehicles, including vehicle details, assignments, mileage, maintenance and repair history, registration and insurance dates, costs, accidents, and service status. Dashboard alerts help you identify vehicles that need attention.

How do technicians update vehicle mileage?

Technicians can enter an odometer reading for their assigned vehicle from the Daily Route. Pool Pilot Pro records the mileage history and miles driven so admins can review weekly and monthly mileage activity and plan upcoming maintenance.

How does Misc Parts tracking work?

Admins build the Misc Parts catalog with each part's cost, customer price, and quantity in stock. During a service visit, the technician selects the parts installed and enters the quantity. When the stop is completed, Pool Pilot Pro records the installation against the customer, technician, service date, and service stop.

How does installing a misc part affect billing and inventory?

Completing the service stop automatically reduces the part's inventory quantity. The installation also records the cost, sale amount, and profit for billing and reporting. Installed parts appear on the customer's service report and in Misc Parts, financial, customer profitability, technician performance, and daily summary reports so admins can bill accurately and track margins.

Does Pool RX work with Misc Parts tracking?

Yes. Pool RX is tracked as a protected Misc Parts catalog item. When a technician installs it, inventory, customer pricing, cost, profit, and reporting are recorded like other parts, and Pool Pilot Pro creates the customer's six-month replacement reminder.

Does service entry work offline?

Yes. In both the signed-in Daily Route and PIN-based Technician Portal, service readings, chemical entries, completed tasks, notes, and photos are saved locally on the technician's device while the service form is open. The form shows whether work is saved locally, pending sync, syncing, or synced.

What happens when I complete a stop without a connection?

Tap Complete as usual. Pool Pilot Pro stores the completed report on the device and marks it Pending Sync. When connectivity returns, the report and locally saved photos upload automatically—no second submission is required. Keep the app open or reopen the same technician route after reconnecting so automatic sync can run.

Can reconnecting create a duplicate service stop?

No. Offline work stays tied to the original service stop ID. Automatic retries update that same visit instead of creating another one, so interrupted or repeated sync attempts are duplicate-safe.

How do I know whether offline work has synced?

A status message appears in the service form, and a pending-sync notice appears on the route when completed work is waiting. It changes to Syncing when the connection returns and disappears after the report is safely uploaded.

What types of forms can I send to customers?

Pool Pilot Pro supports several form types: Service Agreements, Drain & Acid Wash Waivers, Credit Card Authorization forms, Price Increase Letters, and 1099 Subcontractor Agreements. Each can be customized with your company's specific terms and sent to customers or subcontractors for signature.

Can I customize the form templates?

Yes! Every form type has an 'Edit Template' button (gear icon) that lets you modify the title, section headings, and body text to match your company's specific language and requirements. You can add, remove, or reorder sections. There's also a 'Reset to Default' button if you ever want to go back to the original template.

How do digital signatures work?

When you send a form, the customer receives a link to view and sign the document on their device. They draw their signature, confirm their details, and submit. The signed form is stored securely with a timestamp and the signer's information.

Are the form templates legal documents?

No — the form templates provided by Pool Pilot Pro are generic starting points only. They are NOT drafted by attorneys and are NOT tailored to any specific jurisdiction or business situation. We are a software company, not a law firm, and we do not provide legal advice. We STRONGLY recommend that you: • Have an attorney licensed in your state review and customize every template before using it with customers or subcontractors. • Ensure all forms comply with your local, state, and federal laws. • Understand that Pool Pilot Pro bears no responsibility for the content, enforceability, or legal consequences of any document created through the platform. This applies to all form types including Service Agreements, Drain Waivers, Credit Card Authorizations, Price Increase Letters, and 1099 Subcontractor Agreements.

Is Pool Pilot Pro liable if a dispute arises from a form I sent?

No. Pool Pilot Pro provides the software tools to create and send documents — we are not a party to any agreement between you and your customers or subcontractors. You are solely responsible for the content of any document you create, customize, and send through the platform. If a dispute arises between you and a customer or subcontractor involving a form created through Pool Pilot Pro, that dispute is entirely between you and the other party. Pool Pilot Pro has no liability whatsoever for any claims, damages, or legal proceedings related to documents created on the platform. Please review our Terms of Service for full details.

What about the 1099 Subcontractor Agreement — does using it mean my worker is a contractor?

Absolutely not. The availability of a 1099 Subcontractor Agreement template on our platform does NOT constitute guidance on whether any individual should be classified as an employee or independent contractor. Worker classification is determined by federal (IRS) and state laws based on the actual working relationship — not by what a contract says. Misclassifying employees as independent contractors can result in significant fines, back taxes, and penalties. We strongly recommend consulting with a qualified employment attorney or tax professional before using this or any contractor agreement to ensure you are in compliance with all applicable laws.

How is my data secured?

All data is encrypted in transit (HTTPS/TLS) and at rest. Access is controlled through authenticated user accounts with role-based permissions. Credit card information is handled entirely by Stripe and never stored on our servers.

Frequently Asked Questions

Everything you need to know about Pool Pilot Pro

Getting Started

8 questions

Daily Route & Service

4 questions

Before & After Photos

5 questions

Data Retention & Archiving

5 questions

Repairs & Estimates Scheduling

7 questions

Payroll & Technician Pay

5 questions

Fleet & Misc Parts

5 questions

Connectivity & Offline

4 questions

Estimates & Forms

6 questions

Security & Privacy

3 questions

Troubleshooting

4 questions

Still have questions?

We're here to help you get the most out of Pool Pilot Pro.