Find, export and correct an application record
For the office
Every product a tech applies becomes a row on Records, and you can search them, export them and correct a finished one.
Find a record. Open Records (the Applications tab). Above the list, pick When (last 7, 30 or 90 days, last 12 months, or Custom with a From and To date) and a Technician. Type in the search box to match a customer, address, product, EPA no. or pest. Tick Restricted-use products only or Termite work only (visits that need a termite report, including a WDI or wood destroying insect inspection whatever it is called, and any visit with the word termite in its name, like a bait station check) to narrow it. Press a row to open the full record. Under the figures, Termite reports for the state says how many are to file and how many are late; if an inspection report to your qualifying party is late, a second line says so. The red number beside Records in the menu is those late reports added together. A visit with nothing applied has no row; open it from the customer’s Visits tab, or, if you are the owner, get it in Settings, Your data, Download everything.
What a record holds. Customer and address, service, time in and out, the applicator and their license no. (and a supervisor’s), target pests, areas treated, each product with its EPA reg. no., amount, mix, where and method, re-entry, bait stations, notes, weather, checklists, the structure diagram, photos and the customer’s signature. Print / PDF prints it.
Export. Press the Export button at the top. It shows the count, like Export 42 records (CSV). It writes the fields the state lists, one row per product, with the office’s corrections in place of the tech’s first entry. If the range holds 20,000 rows or more, the page says it was cut short and the button becomes Export every record (CSV), which gathers all of them.
Restricted-use records. The Restricted use tab lists those applications on their own, with their own export, because the state wants them kept apart.
The other tabs. Company records holds three pages with a row of names over them: Supplies, Company file and Incidents (see supplies, the company file and incidents and vehicles). State rules is the last tab.
Record check. On a record, the side panel lists what the state asks for that the record doesn’t have yet, or says Complete. While a stop is open, the tech can’t finish it until those items are in. Nobody can close a visit without them: not the tech, not the office, and no reason changes that. The check runs on the tech’s phone when they tap Finish service.
Closed with a gap. Two things are not the state’s: a checklist your own office marked required (a sighting log), and the bait stations on file at the property. A tech can close a visit without them by giving a reason: Not at this property, Customer refused or not home, Couldn’t get in, or Something else with a note. When they do, you get an alert, A visit closed without something its checklist or station scan asked for, and the visit shows on Today under To check. On the record, Closed with a gap lists what was skipped, the reason, who and when, and it prints with the record. Press Mark seen (with a note if you like) when you have looked. The reason stays on the record, and so does who marked it seen. On Records, tick Closed with a gap to see those visits, and the export has a Closed without column. Download everything has them in closed-without.csv. A trainee, who is not a certified applicator, can close without the bait stations the same way, but for a checklist your office marked required they ask the office.
Customer refused. When a customer refused a re-treatment or a post-construction treatment, the tech records it on the stop and the record shows Customer refused: what they refused, what they were given to read, the note and the customer’s signature. It prints with the record and is kept as long as the visit. Correct the refusal fixes a mistake in what was refused, what they were given, the note or the name above the signature, with a reason; the customer’s signature itself can’t be changed. A refusal made off a visit, like a phone call or an email, is not on a visit, so Barrierline does not keep it: keep that proof yourself.
Correct a finished record
- Open the record.
- Press the Correct the record button at the top right. It is an icon (hover over it to see its name) and shows only on a finished visit.
- Change the notes, target pests, areas, conditions, weather, who signed, the service, the tech, or a product’s amount, unit, mix, where, method or target.
- Under Why the change?, say why.
- Press Save corrections.
The tech’s original stays on file. Corrections lists each change: what it was, what it is now, why, and who. Notes, target pests, areas, amounts and mixes also show corrected on the record itself. Customer, date, time and licenses can’t be changed.
A finished visit keeps its Service and its Tech as recorded. On Schedule they show as plain words, and the only way to change either is Correct the record, with a reason. The old service or tech stays in the history.
Email the report. On a finished visit, Email this report at the top sends the customer a short email of the record, as your company, when the owner has turned on visit reports (see email). It shows who it goes to and lets you read it first with See the email. If you correct the record after a report went, the visit says the customer has the old one and offers Email the corrected report.
How long records are kept. Settings, Company, Keep records for (years). The owner sets it, and it can’t go below 3.
See also termite reports and state inspections.
Still stuck? Email help@barrierline.com.