Set up your account to create Routes

Three pieces of setup are needed before you can create service routes:

1. Team members added with the right roles
2. Clients and their Properties
3. Default Task Views for visit tasks and chemistry costs

Add Team Members

Team management is covered in full in section 8; this is the minimum you need for routing.

1. Go to Team in the left sidebar (under PEOPLE & BILLING).
2. Click Add Team Member.
3. Fill in Name and Email, and tick one or more Role(s): Admin, Manager, Technician. You can click Add Another Person to invite several people at once, and optionally include a message.
4. Click Send Invitation. PSS emails an invitation to each person.

PSS supports the following roles:

• Admin — full access to the web and mobile apps, including invoicing, configuration, and the ability to grant roles to other team members.
• Manager — same access as Admin, except cannot grant roles.
• Technician — uses the mobile app to record route and job activity. When a member has the Technician role, their Edit Team Member Details page shows a Privileges section with these per-user toggles:
  • Enable as Master Tech — see below
  • Allow Jobs Management — let the tech create and edit jobs from the mobile app
  • Allow Client Phone Access — surface the client’s phone number in the mobile app
  • Allow Catalog Pricing Access — let the tech see catalog item prices on the mobile app
  • Only Allow Camera Upload(s) — restrict the tech to capturing photos/videos only
  • Tech Only Sees Direct Job Assignments
  • Allow Same Day Stops Reordering (Self) — let a Technician-only user reorder or optimize their own stops for the current day in the mobile app

Two other fields on the team member record matter for routing:

• Work Starting Address — where the technician’s day begins. Route optimization (section 2.5) uses it as the default start and end point.
• Color — the technician’s marker and route-line color on the Routes map. You can also change it by clicking the color dot next to the tech’s name on the Routes page (Tech Color dialog).

Master Tech mode. A Technician can be enabled as a Master Tech — when the tech switches the mode on in the mobile app, they can view and service routes and jobs that belong to other technicians. This is useful for cover days, training, or a working manager who occasionally jumps in.

To enable Master Tech mode for a technician:

1. Open the team member’s profile from Team.
2. Click Edit.
3. Scroll to the Privileges section and toggle Enable as Master Tech on.
4. Click Save.
5. Have the technician open the mobile app Settings and turn on the Master Tech Mode switch — the web-side toggle grants the capability; the technician chooses when to use it. (Admins and Managers see the same switch and are prompted to turn it on the first time they open Routes on mobile.)

Add Clients and their Properties

In PSS, a Client is the billing entity (who pays) and a Property is the serviced body of water — a pool, spa, fountain, etc. A single client can own multiple properties, and each property is configured independently. Clients and properties are covered in full in section 1; the routing-relevant parts are summarized here.

To add a client:

1. Go to Clients (sidebar > PEOPLE & BILLING).
2. Click Add Client.
3. Fill in the contact info: Display Name, Phone, Email, Billing Address, Client Type.
4. Click Save.

To add a property under that client:

1. Open the client and switch to the Properties tab.
2. Click Add Property.
3. Provide a Property Name (e.g. “Pool”, “Spa”), the property Type, and the full street Address — wait for the Google autocomplete suggestion to appear and select it so PSS captures the correct latitude and longitude. A property without coordinates cannot be placed on the Routes map.
4. Click Save.

Each property has its own configuration that is not inherited from the client. The Edit Property form is grouped into the following field sets:

Identity and location

• Property Name
• Address — must geocode cleanly; wait for Google’s autocomplete suggestion and select it to get correct lat/lng
• Type
• Salt Pool — Yes / No
• Pool Volume, Bather Load

Service configuration

• Manager — which Admin/Manager owns the relationship with this property
• Service Frequency — Every Week, Every 2 Weeks, Every 3 Weeks, Every 4 Weeks, or Only Jobs (the property has no service route and only receives jobs)
• Service Start date and optional Service End date
• Service Routes — shown only when the frequency is not Only Jobs. Click a weekday button (Mon–Sun) to schedule that day, then choose the Technician and Stop Number for it; Clear Day removes the selected day. The chosen days appear under Scheduled Days:

Operational details

• Gate Code, Surface Type, Baseline Filter Pressure, Pet Name

Communication preferences

• Send Visit Email — Yes / No
• Send Visit SMS — Yes / No

Account and billing

• Monthly Revenue — used by the Dosage Costs & Invoicing widget to compare chemical cost against revenue (section 2.8)
• Acquired Date
• Advertising Source — dropdown
• Tags — multi-select for segmentation

Internal notes

• Notes for Technician — visible to techs on the mobile app
• Notes for Management Only — only visible to admins/managers

Side panels (configured on the Property Details view, after save)

• Task Views (Service Routes) — Readings View, Dosages View, Checklist View, each defaulting to the “Default View”
• Tech Pay (Service Routes) — optional per-visit pay override (Calculation Method, Pay Amount per Visit)
• Alternate Contact — optional second point of contact, with choices for who receives Visit/Job Reports, Job Quotes and On My Way Notifications

A small but important nuance about where each piece of the recurring schedule lives:

• The service frequency and Service Start / End dates are stored on the property.
• The day(s) of the week, the assigned technician and the stop number make up the service route itself. You can set them from the property (the Service Routes block of the Edit Property form, or the Service Routes card on Property Details) or from the Routes page (section 2.3) — both paths update the same underlying schedule.

Note: The Service End date is enforced automatically. Once it has passed, a nightly process removes the property’s service routes (including any paused ones), so the property stops appearing on technicians’ days. Leave it blank for ongoing service.

About Auto Pay

Auto Pay is a per-client setting that automatically charges the client’s saved payment method for each invoice — no manual collection step required. It is covered in detail in section 6 (Invoicing); the short version:

• The client’s Auto Pay? field is set to Yes, and the Auto Pay Invoice Type says which invoices it applies to.
• The client has a saved payment method (a card, or a bank account that has finished verification).
• The invoice is in Sent or Late status. Draft invoices are excluded — they remain unpaid until you send them.

Clients can also enable or disable Auto Pay themselves from the public invoice view they receive by email. If the client opts out there, you will see Auto Pay? = No on their profile until you re-enable it on their behalf.

Configure Task Views and Visit Messages

Task Views define what the technician sees and records on each visit. Configure them once and assign them per property:

1. Go to Settings (bottom of the sidebar).
2. Open Visit Tasks & Costs.
3. Configure each of the three tabs:
   • Readings — water chemistry parameters the tech records (e.g., Free Chlorine, pH, Total Alkalinity).
   • Dosages — chemicals the tech can dose, along with their cost and unit (see section 2.8).
   • Checklist Items — per-visit tasks (skim, vacuum, brush walls, empty baskets, etc.).
4. In each tab, use Add Item to add items, and set per-view options such as whether an item is shown or required. Every company starts with a Default View; click Add View to create additional named views (for example a “Commercial” readings view) that you can then assign to specific properties.
5. Click Save.

Visit messages control what your clients receive by email and SMS around each visit. To customize them, go to Settings > Messages. The tabs are Client Welcome, Visit Completed (the report sent when a tech finishes a service-route stop — choose the intro text, whether the tech’s name and notes appear, which media categories and which readings are included), Visit Skipped, Tech Comments and On My Way.