Managing Pools,
Spas, and Equipment
Learn how to add and manage detailed information about each body of water at a customer's service location. Accurate pool data is the key to providing precise chemical treatments, performing the correct service procedures, and ordering the right parts for repairs.
Duration
22 minutes
Category
Customer Relationship Management
Part 1: The "Why": Beyond Just an Address
In the last module, you learned how to manage a customer's service location—the physical address. Now, we'll dive one level deeper to manage the assets at that location: the pools, spas, and equipment.
Why is this important?
🧪 Accurate Chemical Dosages
Knowing a pool's exact volume in gallons is the only way to calculate correct chemical dosages. This prevents over-treating (which is expensive and can damage surfaces) and under-treating (which leads to algae and unhappy customers).
⚙️ Correct Service Procedures
Is it a chlorine or saltwater pool? Is the filter a DE, cartridge, or sand type? The information you enter here directly informs the technician what chemicals and tools to bring.
🔧 Efficient Repairs
When a pump motor fails, knowing the exact make and model (e.g., "Pentair IntelliFlo VSF") means you can order the correct replacement part the first time, saving a trip and getting the customer's equipment back online faster.
Part 2: Adding Your First Pool
Let's add a pool to the service location you created for your first customer.
Step-by-Step Process
Navigate to the Customer Profile
Go to the Customers page and click on your customer's name.
Select the Pools Tab
In the main content area, click on the "Pools" tab. This is where you'll manage all bodies of water for the selected service location.
Click "Add Pool"
You'll see a button to add a pool. If the customer has multiple locations, you may see a dropdown to select which location you're adding the pool to.
Fill out the AddPoolModal
A dialog box will appear. Let's walk through the fields:
AddPoolModal Fields Explained
💧 Volume (gallons)
The most critical piece of information for chemical calculations. If you're unsure, you can use an online pool volume calculator.
🏊 Type
Select "In-ground," "Above-ground," "Spa," etc. This helps the technician prepare for the right service type.
🧪 Chemical Type
Is it a "Chlorine," "Salt," or "Bromine" pool? This determines the primary sanitizer to be used.
⚙️ Equipment
This is a free-text field for important equipment details. Be specific!
✅ Good Example:
"Pump: Pentair VSF, Filter: Hayward C4030, Heater: Jandy JXi 260"
❌ Bad Example:
"pump and filter"
📊 Baseline Pressure (PSI)
Enter the filter's pressure reading (in PSI) when it is perfectly clean. This is your baseline. When the tech sees the pressure is 8-10 PSI above this number, they know it's time to clean the filter.
📝 Maintenance Notes
Add any permanent notes for this specific pool.
Examples:
• "Backwash valve is sticky, requires extra force."
• "Customer has an automatic cover, please close it after service."
Click "Create Pool"
Once saved, the pool will appear as a "Pool Card" within the Pools tab.
Part 3: The Pool Shopping List
Inside each Pool Card, you'll find a dedicated Shopping List. This is not for routine chemicals; it's for tracking specific parts and equipment needed for future repairs or upgrades for that specific pool.
How it works:
A technician is on-site and notices the pump basket is cracked.
They open the Upbuoy app, navigate to this pool's card, and click "Add Item" on the shopping list.
They add an item like: "Pentair IntelliFlo Pump Basket, Part #516112".
This item now appears on the main Shopping List for the office staff to see.
The office can order the correct part and schedule a "Repair" work order, ensuring the technician arrives with the right equipment for the job.
This feature bridges the gap between field observation and office action, making your repair services more efficient and profitable.
Part 4: Managing and Editing Pools
Need to update a pool's information?
From the Pools tab on the customer profile, simply click the Edit icon (<Edit2 />) on the Pool Card.
This will open the pool editing interface, which contains the same fields as the add modal.
You can update the volume, change equipment details, or even delete the pool if it's no longer in service.
Key Takeaways
A Location is the address; a Pool is the asset at that address. A single location can have multiple pools/spas.
Accurate pool data is not optional. It's essential for correct chemical dosages, which saves you money and protects your customers' equipment.
The Pool Shopping List is for non-routine parts needed for repairs or upgrades, not for general-use chemicals.
Use the Equipment and Maintenance Notes fields to create a permanent record for any technician who services that pool, ensuring consistent, high-quality service.
Next Steps
You've documented your customer's physical assets. Now, let's look at another powerful way to document your work and protect your business: using photos.
Ready to learn about photo documentation?
Proceed to Module 9: Using Customer Photos for Better Service