There are two ways you can add or update a pool: Manually or through bulk import. In this article, we will outline the steps on how you can create and update a pool. We will also delve into other information that can be captured when creating a new contact. 

• Create a new pool
• Pool details  
  • Linked Contacts
  • Pool information  
  • Pool Specifications 
  • Equipment 
  • Pool Photos 
• Pool details page 

Create a new pool

There are several avenues where you can create a new pool: 

1. Quicklinks on the Overview page. 

2. Using the global Add New icon located at the top-right corner of the page. 

3. Through the Pools list page. Click on the New Pool button to begin adding a new contact. 

4. Using the Import option where you can bulk import several contacts at a time. 

Pool details  

Linked Contacts

1.  Click on the Create Contact option if the pool you are creating still does not have any associated contact created.
    
   
2. If the pool already has a contact, you can search for the first and last name or part of the address and possible matches will appear.

A pool needs to be linked to a contact for owner-tenant/agent records, communication, and billing purposes. The invoice can be split between multiple contacts given that the pool is linked to the said contacts.

Pool information  

1. Add a pool name to identify the pool
   
   
2. Use the search address field to ensure accurate geolocation information, this will allow for more reliable routing of your technicians via the mobile app. 
3. Tags can be added to the pool to help you categorise and filter your data.
   
   

Pool Specifications 

Pooltrackr needs to know the volume, surface and sanitiser used before recommendations can be provided but you can also add further details such as the pool’s location, classification, ground level, filter type and more. Volume can be calculated using the volume calculator.

Click on the calculator icon within the pool volume field to open the volume calculator.

These characteristics can be used to set exceptions for the various chemical tests and adjust the min, max and targets.

Example: you might set an exception in Setup → Water testing → Chemical tests where Free Chlorine is run at a lower level for commercial pools. When Pooltrackr sees a pool with its classification set as Commercial, it will alter the Free Chlorine recommendation accordingly.

1. Keys can be set If you use key numbers for house keys/pool gates. These will be shown as part of any job details for that pool in the technician’s mobile app.
2. Add the date when the pool was built if you have this information.
3. You can add any other relevant information about the pool in the pool notes section
    
4. The Technical specs field is where you can add more comprehensive information about the pool's specifications and features. This may include details such as pool dimensions, depth, material composition, and any additional technical aspects relevant to the pool.

You will need to set the Volume, Surface and Sanitiser before you can save the pool. If you don’t know this data - enter the most common pool specs in these fields (volume: 40000L - Surface: Pebblecrete - Sanitiser: Salt 4000) and make a note in the pool notes section to ensure your tech updates this information when they service the pool.

Equipment 

Once the pool is saved, you’ll be able to add equipment information to the pool and can also add photos of the pool and its equipment. Click on the (+) New equipment icon to add new equipment. The pencil icon (✎ ) allows you to edit the existing equipment information while clicking the trash icon will delete the equipment information. 

Pool Photos 

1. Click on browse to add a photo to the pool details
    
   
2. Click the pencil icon to edit the label of the photo
3. Click the trash icon to delete the photo 

 Ask your techs to take a photo of the pool itself and associated equipment when they arrive on site so you can maintaina visual record.

Pool details page 

When accessing details of a pool you will also see tabs across the top of the screen providing access to other areas relating to the pool's activity in the system.

1. Jobs - view all jobs scheduled for the selected pool
   
   
2. Quotes - view any quotes issued to a selected pool
   
   
3. Invoices - view any invoices sent to the selected pool
   
   
4. Water tests - view water tests taken for the pool. Water tests taken in-store can be resent and redownloaded and can be identified by the download icon
   
   
5. Job photos - view any photos taken as part of a service job done for the pool
   
   
6. Logs - Any changes done to the pool will be shown here. It will contain the event (created, updated, synced, etc.), the user who made the changes and the timestamp as to when the changes were made.
   
   
7. Notes - The searchable notes section in the right-hand sidebar allows notes and attachments to be added to the contact.
   
   
8. Data Management - You can use the data management section to export the contact's details in CSV format or to permanently delete the pool from your records.