How Odenaro Pool Service works

Odenaro keeps the customer, pool, recurring agreement, field work, service evidence, billing and customer access connected in one workspace.

Customer → Pool Profile → Technician → Service Plan → Generated Visit → Field Work → Service Report → Invoice → Customer Portal / Online Payment

1. Configure the workspace

Enter company and VAT settings, configure SMTP, define water-reading ranges, and create team accounts.

2. Build the customer record

Create the customer first, then add a separate Pool Profile for each pool, spa or service location.

3. Create recurring work

Create a Service Plan, assign the pool and technician, choose frequency, checklist and billing method, then generate upcoming visits.

4. Complete field service

The technician opens My Visits, starts the visit, records work, readings, chemicals, materials, issues and photos, and completes the service.

5. Report, invoice and communicate

Send the Service Report, issue the correct invoice, monitor delivery in Communication Center and give the customer portal access.

Recommended order for a new account: Settings → SMTP → Pool Settings → Customers → Pool Profiles → Service Plans → Generate Visits.

Initial setup checklist

Complete these items before the team starts entering live service work.

Area	What to configure	Why it matters
Company settings	Company name, address, email, telephone, currency, VAT and document numbering.	These details appear on invoices, reports and customer emails.
SMTP	Host, port, username, SMTP password/key, From email and encryption.	Required for portal credentials, reports, reminders, campaigns and test emails.
Pool settings	Target ranges, temperature unit, volume unit and technicians.	Controls reading warnings and the names available for assignment.
Team logins	Create manager or technician usernames and link technician logins to the correct technician record.	Without the link, a technician cannot see assigned work in My Visits.
Customer data	Email, phone, full address, payment terms and tax details.	Used for calls, directions, portal access, reports and invoices.

Do not start mass communication before sending both an SMTP connection test and a real test email to an address you control.

Roles, technicians and team login accounts

A technician record and a technician login are two different items. Both are required when the technician must sign in and use My Visits.

Step 1 — Create the technician record

Open Pool Settings. Under Technicians enter Name, Email, Phone and optional Notes. Keep Active enabled and press the plus button.

Step 2 — Create the login account

Under Team login accounts enter a unique Username, Email and a temporary password of at least 8 characters.

Step 3 — Select the correct role

Choose Technician for field staff or Manager for operational administration.

Step 4 — Link the technician

For a Technician login, choose the same person from Linked technician. This connection is what filters My Visits to the technician’s assigned work.

Step 5 — Test the account

Sign in with the new username, open My Visits and confirm that only the correct assigned visits appear.

Role	Main access	Recommended use
Subscriber / Admin	Complete workspace, Settings, billing, reports, users, portal and payments.	Business owner or primary administrator.
Manager	Operational Pool Service pages, planning, technicians, visits, issues, reports and billing.	Office manager, service manager or supervisor.
Technician	Assigned daily visits and the Pool Service tools required for field work.	Field technician. Link the login to the matching technician record.
Customer portal user	Only the customer’s own invoices, balance, pool visits, reports and photos.	Client access. It is created from Pool Profiles when portal access is enabled.

Creating only the technician record allows assignment but does not create login access. Creating only a login without linking it displays a warning and no assigned route.

Pool Service Settings with reading ranges, technicians and team login accounts — Pool Service Settings: first create the technician record, then create and link the login account.

Correct SMTP configuration

SMTP is the email delivery connection used by Odenaro. Configure it before sending portal passwords, service reports, reminders or Communication Center campaigns.

Path: Settings → Email → SMTP settings

1. Enter the provider credentials

Use the SMTP values from the provider’s transactional email or SMTP page, not the normal incoming-mail settings.

2. Run Test SMTP Connection

This checks the server, port, encryption and credentials. It validates the connection but does not send an email.

3. Save Settings

A successful connection test does not replace saving the settings. Save the page after the test succeeds.

4. Send a real test email

Open Communication Center, enter your own email in Test email address and press Send test. Confirm delivery and check the spam folder.

5. Verify domain authentication

Configure SPF and DKIM with the provider and preferably DMARC for better deliverability and domain protection.

Field	What to enter	Important check
SMTP host	The outgoing server supplied by the email provider.	Do not enter the website URL or an IMAP/POP server.
SMTP port	Usually 587 for TLS/STARTTLS or 465 for SSL.	The port must match the selected encryption.
SMTP username	The SMTP login provided by the provider; it may differ from the From email.	Copy it exactly, including the full domain where required.
SMTP password	The SMTP password or SMTP key created by the provider.	Use an SMTP key when the provider offers one; do not use an API key.
From email	A verified sender address on your business domain.	It should be authorized by the SMTP provider to avoid rejection or spam placement.
Encryption	TLS with port 587, SSL with port 465, or None only when explicitly required by the provider.	Do not combine port 587 with SSL or port 465 with TLS unless the provider specifically instructs it.

Brevo example	Value in Odenaro
SMTP host	smtp-relay.brevo.com
Port / encryption	587 / TLS
Username	Brevo SMTP login
Password	Brevo SMTP key, not an API key
From email	A sender verified in Brevo

Never place the main mailbox password in screenshots or support messages. Store only the provider’s SMTP credential inside Odenaro and rotate it immediately if it is exposed.

Pool Service Dashboard

The Dashboard is the manager’s daily control screen. It highlights work that needs immediate attention and provides direct operational shortcuts.

Today’s visits: every visit scheduled for the current date.
Completed today: visits already marked completed.
Overdue: past visits that are neither completed nor cancelled.
Active plans: currently active recurring Service Plans.
Open issues: issues not yet marked resolved.
Reports not sent: completed visits without a recorded report email.
Today’s schedule shows customer, service, technician, status, address, visit details and Google Maps directions.

Start every workday from the Dashboard. Clear overdue visits and unsent reports before creating new manual work.

Pool Service Dashboard — Dashboard KPIs, quick actions and today’s schedule.

Customers: create the client first

Every Pool Profile, Service Plan, Visit, Invoice and portal account ultimately belongs to a customer record.

Create one customer per paying client

Do not create a second customer for each pool unless they are genuinely separate billing entities.

Complete contact details

Enter the correct email, telephone, service address, city and postal details. My Visits uses the phone and address for Call and Directions.

Set financial details

Add VAT/tax information and payment terms so invoices receive the correct due date and customer details.

Use a deliverable email

The same customer email is used for portal access, Service Reports, reminders and Communication Center campaigns.

Incorrect or shared customer emails can expose invoices and service information to the wrong person. Confirm the address before enabling portal access.

Pool Profiles and Customer Portal access

A Pool Profile stores the technical identity of a pool or service location and keeps it linked to the customer record.

Select the customer

Choose an existing active customer. The profile, visits, invoices and portal all use this customer record.

Confirm the customer email

The email is synchronized with the customer and must be valid before portal access can be enabled.

Enable Customer portal access when required

Odenaro creates or synchronizes the portal account. If SMTP succeeds, credentials are emailed; otherwise the temporary password is shown to the administrator.

Enter the technical profile

Record pool type, volume and unit, surface, sanitizer, filter type, pump type and notes.

Use one profile per pool or location

A customer with two pools should normally have two Pool Profiles so each location can retain its own plans, equipment and history.

The History action opens the customer’s combined Pool Service timeline.
Editing the customer remains available directly from the Pool Profiles list.
Deleting a Pool Profile keeps the customer and invoices, but removes that technical profile.

Pool Profiles screen — Create the technical pool record and optionally enable synchronized Customer Portal access.

Service Plans: recurring service and billing rules

The Service Plan is the operating agreement that tells Odenaro what work repeats, who performs it, what is included and how the customer is billed.

Generate upcoming visits

Choose 4, 8, 12 or 26 weeks. Odenaro creates visits from active recurring plans and does not duplicate existing plan dates.

Use Monthly Billing Center

Select the billing month and create all missing fixed-monthly invoices. Existing plan invoices for that month are recognized and skipped.

Review before deleting

Deleting a plan removes the recurring definition. Inactivate or pause a plan when you need to retain the commercial history.

Setting	How to use it
Customer and Pool / location	Link the agreement to the paying customer and, when available, the exact Pool Profile.
Plan name	Use a clear commercial name such as Weekly Pool Care or Premium Maintenance.
Frequency and service day	Weekly, biweekly, monthly or custom, plus the normal service day.
Assigned technician	The technician is copied into generated visits. It can still be changed later per visit.
Default service and minutes	Used to prefill the visit service description and expected duration.
Per visit billing	A visit may create an invoice when it is saved and Create invoice is enabled.
Fixed monthly billing	One monthly invoice is generated from Service Plans, not from each visit.
Price, VAT and invoice day	Define the contracted amount, VAT rate and preferred monthly invoice day from 1 to 28.
Dates, pause and auto-renew	Use start/end dates, Paused until and Auto-renew to reflect the real agreement period.
Agreement content	Record included services, included chemicals, extra chemical policy, cancellation notice and full terms.
Default checklist	Selected tasks are copied automatically into every generated visit for consistency.

For most regular pool contracts, use Fixed monthly billing and generate monthly invoices from the Billing Center. Use Per visit for ad-hoc or separately chargeable work.

Pool Service Plans screen — Visit generation, Monthly Billing Center, full agreement setup, checklist and plan list.

My Visits: the technician’s daily route

My Visits is the simplified field screen. A technician sees only visits assigned to the technician record linked to that login.

Choose a date and press Open to load that day’s route.
Each card shows scheduled time, pool/location, customer, service, address and current status.
Open visit displays the complete visit record and operational actions.
Call opens the customer telephone action on mobile.
Directions opens the service address in Google Maps.

If My Visits displays “Your login is not linked to a technician”, an administrator must link the account in Pool Settings → Team login accounts.

My Visits technician route screen — A mobile-friendly daily route with Open visit, Call and Directions.

Pool Calendar: reschedule and cancel planned work

The Calendar groups visits by day for the selected month and is intended for office planning and schedule corrections.

Choose the month

Use the month selector at the top to load the required schedule.

Review every visit

The row shows time, customer and pool, service, technician and current status.

Reschedule

Change the visit date and time and press Save. A cancelled visit that is rescheduled is returned to scheduled status.

Cancel

Press Cancel only when the visit should no longer be performed. The visit remains in history with cancelled status.

Use the Calendar for date and time changes. Use the Visit screen when you also need to change technician, service, checklist or billing details.

Pool Calendar monthly schedule — The full monthly list can be scrolled inside the screenshot or opened at full size.

Pool Visits: planning and recording the complete service

The Visit is the central operational record. It combines scheduling, technician assignment, checklist, materials, issues, photo evidence and the link to billing.

Scheduled → Start Visit

Starting changes the visit to in progress and records the start timestamp.

Record the work

Update the checklist, notes, chargeable items, issues and photos while the information is still accurate.

Complete Visit

Completion records the completed timestamp and makes the visit ready for final report and billing review.

Reopen only when correction is required

A completed visit can be reopened from Visit Details if work or evidence must be corrected.

Visit area	What it controls
Customer, pool and plan	Connects the work to the correct customer, Pool Profile and commercial agreement.
Date, status and next visit	Controls when the work occurs, its workflow status and the expected next service date.
Technician, service and duration	Assigns responsibility and records the type and duration of work.
Create invoice	Available for per-visit plans. Fixed monthly plans must be invoiced from Service Plans.
Work checklist	Confirms the tasks actually completed. Generated visits inherit the plan’s default checklist.
Chemicals added	Record chemical, quantity, unit, cost, notes and whether it is chargeable.
Parts and materials used	Record quantity, unit, internal cost, invoice price and whether the item should be charged.
Issues and follow-up	Create an issue with type, action, estimated amount, status and optional customer approval.
Photos	Use a general gallery of up to 5 photos or enable exactly one Before and one After photo for side-by-side reporting.

Do not enable Create invoice for a fixed monthly plan. The system intentionally separates monthly plan billing from individual visits to prevent repeated charges.

Complete Pool Visits screen — Daily summaries, complete Visit form, checklist, chemicals, materials, issues, photos and visit history.

Visit Details and Service Reports

Visit Details is the final operational review screen. It brings together the service record and gives direct actions for status, editing, PDF, email and invoice review.

Start, Complete or Reopen the visit according to its current status.
Open Edit when checklist, notes, chemicals, materials, issues or photos need correction.
PDF Report creates a customer-ready service document.
Email Report sends the report to the customer email and requires working SMTP.
When the customer email is empty, the Email Report action is disabled until the customer record is corrected.
A linked invoice appears directly in Visit Details for financial follow-up.
The report can include completed tasks, linked readings, chemicals, issues, notes and gallery or Before/After photos.

Before sending, review the PDF once. This catches wrong customer details, missing photos or incomplete notes before the customer receives them.

Pool Readings and target ranges

Pool Readings keeps a dated water-chemistry history and compares key values with the target ranges configured in Pool Settings.

Select the customer or related visit

Whenever possible, select Related visit. Odenaro automatically matches the customer and uses the visit connection in reports and history.

Record the reading date

Use the actual sample date, normally the same date as the visit.

Enter chemistry values

Free Chlorine, Total Chlorine, pH, Alkalinity, CYA, Salt and Temperature are available.

Add action notes

Describe water condition, corrective action or anything that should be visible in the visit record.

Review status

Odenaro highlights Balanced or Check based mainly on configured Free Chlorine and pH ranges.

Set the company’s normal target ranges before entering live readings. Otherwise technicians may see warnings based on unsuitable defaults.

Pool Readings screen — Reading entry linked to a visit, chemistry columns, status and full history.

Issues, customer approval, quotes and follow-up

Use an Issue for any fault, repair, additional cost or action that should remain open after the original visit.

Issue → Approval link → Customer response → Quote → Follow-up Visit → Repair → Invoice → Resolved

Filter Active, Resolved or All issues.
Use Open, Waiting, Scheduled and Resolved statuses to show the real next action.
Set a due date and record resolution or follow-up notes.
Open visit returns to the original service record.
Create follow-up visit starts a new visit for the same customer.
Approval link creates a secure customer link with Approve, Decline and Contact me responses plus an optional note.
Create quote prepares a linked quote from the issue and prevents repeated creation when a quote already exists.

Do not mark an issue Resolved merely because a quote was sent. Resolve it only after the required action is completed or formally closed.

Pool Issues screen — Issue status, due date, follow-up notes, approval link, quote and follow-up visit actions.

Pool Equipment

Equipment records keep important asset details available before inspections, repairs, warranty claims and replacements.

Select the customer and enter equipment type, such as Pump, Filter, Heater or Controller.
Record brand, model and serial number exactly as shown on the equipment plate.
Use Installed and Warranty until dates for service and warranty decisions.
Use Notes for capacity, configuration, known faults or installation details.
Set equipment Inactive when replaced or permanently removed instead of immediately deleting useful history.

Pool Equipment screen — Equipment registration with serial, installation, warranty, status and actions.

Repairs & Equipment History

This screen creates a dated maintenance history for equipment already registered in Pool Equipment.

Select equipment

The selection identifies the customer and exact asset. Create the equipment record first if it is not available.

Choose the action

Inspection, Repair, Part replacement, Cleaning or Warranty claim.

Enter date and cost

Use the actual action date and internal or service cost according to the company’s process.

Set Next service

Use this for follow-up inspection or preventive maintenance planning.

Write a useful description

State what was inspected, diagnosed, repaired or replaced and any recommendation for the next visit.

Repairs and Equipment History screen — Create and review equipment inspections, repairs, replacements and next-service dates.

Invoices and Pool Service billing

Pool Service uses the normal Odenaro financial area, so recurring service, visit charges, quotes, credit notes and payment status remain in one invoice history.

Filter by date, customer, status, document type and search text.
Document types include Invoice, Quote/Offer and Credit Note.
Use Edit to review customer, items, VAT, discount, due date and totals.
Open PDF for the final printable document.
Send reminder emails only after SMTP is tested and the customer email is correct.
Mark Paid only after confirming payment or rely on automatic status updates when online payments are enabled.

Billing case	Correct action
Fixed monthly maintenance	Open Service Plans → Monthly Billing Center → choose month → generate missing invoices.
Per-visit service	Enable Create invoice in the Visit when the visit should be charged.
Repair requiring approval	Create Issue → approval link → quote → follow-up work → invoice after completion.
Manual extra charge	Create or edit an invoice directly and add the required items.

Before generating monthly invoices, select the correct billing month and review any manual invoices already issued for the same service period.

Invoices list and filters — Invoice filters, paid/unpaid status, document types, totals and actions.

Communication Center: campaigns, queue and delivery history

Communication Center sends bulk or targeted plain-text emails through the subscriber’s SMTP configuration and keeps a delivery record for every recipient.

Create the campaign

Enter an internal Campaign name, the customer-facing Subject and the Body.

Choose recipients

For Pool Service, choose All active customers or Manual email addresses. Only active customers with valid non-empty emails are queued.

Use manual addresses correctly

Enter one email per line or separate addresses with commas or semicolons. Invalid values are ignored and duplicates are removed.

Use placeholders

Available business placeholders include {name}, {company_name}, {school_name} and {portal_link}.

Send a real test first

Enter your own address in Test email address and press Send test. It sends immediately only to that address and does not add it to the campaign.

Queue the campaign

Press Queue campaign. Delivery continues server-side; the browser does not need to remain open.

Monitor delivery

Use the status cards, Campaigns table and email history to monitor sent, pending, retrying, processing, failed or cancelled messages.

Retry failures

Failed messages can be retried individually or with Retry failed. Odenaro also performs controlled automatic retries before final failure.

Edit carefully

A campaign can be edited while no messages are currently processing. Pending or failed queue entries are rebuilt from the updated campaign.

Queue status	Meaning	Recommended action
Pending	Waiting for the next sending batch.	No action unless the item must be cancelled.
Retrying	A previous attempt failed and Odenaro scheduled another attempt.	Check SMTP only if many messages remain retrying.
Processing	The current batch has claimed the message for delivery.	Wait for the result; do not repeatedly edit the campaign.
Sent	SMTP accepted the email for delivery.	No action. Provider logs can provide deeper delivery details.
Failed	Repeated delivery attempts failed.	Read Last error, correct SMTP or recipient details, then Retry.
Cancelled	The queued message was intentionally stopped or sending is disabled in demo mode.	Create a new campaign only when it should actually be resent.

The public demo does not deliver real campaign emails. Use a real tenant workspace with verified SMTP for final testing.

Communication Center screen — Campaign form, test email, campaign history, queue filters, delivery status and errors.

Customer Portal: Client Dashboard

The Customer Portal is isolated from the administrator area. Each portal user sees only data belonging to the linked customer.

The welcome area identifies the customer account.
KPIs show total invoices, outstanding balance and the latest invoice.
Payment Overview compares paid and unpaid invoices.
Outstanding Trend shows the current amount due.
Recent Invoices gives quick access to current documents.
The navigation gives access to Invoices, Pool Service and secure account options.

When onboarding a customer, ask them to change the temporary password after the first login and keep the portal email under their control.

Customer Portal Client Dashboard — Customer-only financial overview and recent activity.

Customer Portal invoices and online payments

The My Invoices page gives the customer a clear invoice history without exposing any other customer or internal administration data.

Filter invoices by All, Paid or Unpaid.
View invoice number, date, total and payment status.
Open the PDF copy of each invoice.
When the workspace includes Online Payments and the invoice is unpaid, the customer can use Pay online.
Successful online payment updates the invoice status in Odenaro.

Online payments require the correct annual package and a completed Stripe connection. Odenaro does not store card details; Stripe handles checkout, verification, payouts and disputes.

Customer Portal My Invoices — Customer invoice list with Paid/Unpaid filters and PDF actions.

Customer Portal: Pool Service Visits

The Pool Service area gives the customer transparent proof of completed and scheduled service.

Filter All, Completed or Scheduled visits.
See date, service, related plan, technician and status.
The Records badges show how many readings and photos are linked to each visit.
View opens the complete customer-facing visit details.
The customer can review checklist, readings, chemicals, issues, notes, photos and the downloadable PDF report where available.

Customer Portal Pool Service Visits — Customer view of service dates, technician, status, readings, photos and visit details.

Recommended operating routines

Consistent routines reduce duplicate billing, missing evidence and forgotten follow-up.

When	Recommended routine
New customer	Customer → verify email/address → Pool Profile → portal access if needed → Service Plan → generate visits.
Start of day	Dashboard → review overdue and today’s visits → confirm technician assignments → technicians open My Visits.
During service	Start Visit → checklist → readings linked to visit → chemicals/materials → issue if required → photos → Complete.
After service	Review Visit Details → PDF preview → Email Report → confirm invoice method → monitor Reports not sent.
Repair workflow	Issue → customer approval → quote → follow-up visit → equipment history → invoice → mark issue resolved.
Monthly billing	Service Plans → select month → generate missing fixed-monthly invoices → review totals → send reminders → monitor unpaid.
Communication campaign	Confirm SMTP → create campaign → send real test → queue → monitor Sent/Failed → retry only after correcting errors.

Troubleshooting and risk controls

Use these checks before reporting a system fault. Most operational issues come from missing links, incomplete customer data or SMTP configuration.

Problem	Most likely cause	Corrective action
Technician sees no visits	Login is not linked, visit is assigned to another technician, or wrong date is selected.	Check Pool Settings → Team login accounts, then verify visit technician and My Visits date.
Portal cannot be enabled	Missing/invalid email or the email is already used by another portal account.	Correct the customer email and ensure it is unique.
Report email button is disabled	The customer record has no email.	Add a valid email to the customer, then reopen Visit Details.
SMTP test cannot connect	Wrong host, port/encryption mismatch, firewall or provider restriction.	Compare settings with the provider, normally 587/TLS or 465/SSL, and retry.
SMTP credentials rejected	Wrong username/key, API key used instead of SMTP key, or expired credential.	Create or copy a fresh SMTP credential and update Odenaro.
Campaign messages fail	SMTP problem, unauthorized From email or invalid recipient.	Read Last error, test SMTP, send a real test and retry only after correction.
Duplicate monthly charge concern	Manual invoice may already exist outside the plan link.	Review the Invoices list for the customer and month before generating billing.
Reading status looks wrong	Target ranges or units were not configured for the company.	Open Pool Settings and correct min/max ranges and measurement units.

Before deleting plans, profiles, equipment or visits, consider whether Inactive, Pause or Cancel preserves a more useful audit trail.

Security, demo limitations and subscription

Use separate accounts, verified email infrastructure and customer-specific portal access to protect operational and financial data.

Give every employee a separate login; do not share the administrator password.
Use Manager only for staff who require operational administration.
Use Technician for field staff and link each account to one technician record.
Enable Customer Portal only after confirming the correct customer email.
Rotate SMTP keys when staff or providers change and never reuse personal passwords.
The public demo is reset regularly and blocks or limits sensitive actions such as real email delivery and permanent changes.
The trial provides temporary product access. Continued live use requires the active Pool Service annual subscription.
Online invoice payments require the Pool Service package that includes Online Payments and a connected Stripe account.

Odenaro Pool Service