1. Creating Your First Clients

Web App · Admin

A client is the person or company you bill. A property is a physical place you service: a backyard pool, a community spa, a fountain. One client can own several properties — the bills go to the client, while the work happens at the property.

Note: A client without a property has no pool to service. Always create at least one property for each client, either while you create the client or straight afterwards.

Opening the Clients area

Click Clients in the left-hand menu, under People & Billing. The Clients area has four views, switched with the icons at the top-left:

• Client Profiles — a searchable list on the left and the selected client’s details on the right.
• Client List — a sortable table of all your clients.
• Property List — a sortable table of all your properties.
• Client Reviews — the ratings your clients leave on visits and invoices.

Creating a client

1. Click Add Client. The New Client form opens.
2. Fill in the required fields, marked with a red asterisk:
   • First Name
   • Last Name
   • Display Name — how the client’s name appears throughout PSS and on invoices.
   • Client Type — for example Residential or Commercial.
3. Add any contact details you have: Company Name, Phone Number, Mobile, Email and Fax, plus the Primary Address (start typing the street and pick a suggestion).
4. (Recommended) Fill in the Add Service Property section to create the client’s first property at the same time — see below.
5. Set the billing options at the bottom, such as Auto Pay and Send Invoice PDF Attachment.
6. Click Save.

Note: Enter the client’s Email. It is where visit reports and invoices are sent.

The Add Service Property section

• Same as primary address — tick to copy the client’s address into the property address.
• Name — a label for the property, such as Pool, Spa or Fountain.
• Address — the service address. Pick the address suggestion so the property lands in the right spot on the route map.
• Service Frequency — Every Week, Every 2 Weeks, Every 3 Weeks, Every 4 Weeks, or Only Jobs (no service route; one-off jobs only).
• Manager — the team member responsible for the property. Required whenever you enter an address.
• Recurring Service Routes — click the day(s) of the week the property is serviced, then choose a Technician and Stop Number for each day. Clear Day removes the selected day.

Note: You don’t have to set everything up here. The property is only created if you enter an address, and you can manage all of a client’s properties later from the Properties tab.

Adding more properties to an existing client

1. Open the client from the Client Profiles list.
2. Click the Properties tab.
3. Click Add Property, fill in the form, and pick the address suggestion.
4. Click Save.

Each property card shows the property type and name, its service schedule, the address, the equipment count, and its status (Active, Paused or Temp Moved). The ⋯ menu on the card lets you view, edit, pause or delete the property.

Checking your work

Once you have entered a few clients, switch to the Client List view (the list icon). The title shows your total, for example Client List (10). Click any column heading to sort, and use the column picker at the top-right to choose which fields appear.

Note: Have a list already? Instead of typing clients one by one, you can import clients and properties from a spreadsheet under Settings → Export & Import Data.

Creating a client on the Mobile App

Mobile App · Admin

Useful when you pick up a new customer while you’re out in the field.

1. Tap ☰ and choose Clients.
2. Tap the green +. The New Client screen opens.
3. Fill in the name card. Display Name and First Name are required.
4. Fill in the contact card (Email, Phone, Mobile, Fax) and the billing address.
5. Set Type, Status and Auto Pay.
6. (Recommended) Fill in Add Service Property — address, service frequency, manager, the service day buttons, technician and stop number.
7. Tap Save.

Everything in the mobile app is reached from the ☰ menu at the top-left. As an Admin, it contains:

• Routes — the day’s service route stops.
• Uploads — visits not yet sent to the server; tap Retry All to push any that failed.
• Visit History — completed visits and jobs.
• Shopping List — items to buy or load for properties.
• Clients — your client list; add a new client here.
• Jobs — open and closed jobs.
• Invoices — your invoices; create a new one here.
• Sync — downloads the latest data from the server onto the phone.
• Team — your team members.
• Settings — app preferences, including Master Tech Mode.

Note: A Technician sees a shorter menu: their own Routes, Uploads, Visit History, Sync and Settings (plus Jobs if they have the Jobs Management privilege). Technicians can’t create clients or invoices.