Help & FAQ

How do I sign up?

Visit poolcompanion.com.au/signup and create an account with your email address. Your 14-day free trial starts immediately — no credit card required.

How do I add my first client?

Navigate to Clients in the sidebar and click Add Client. Enter the client's name, address, contact details, and pool information. The address will be geocoded automatically for map display and route optimization.

How do I create my first job?

Go to Jobs and click New Job. Select a client, choose the job type, set the scheduled date and time, and assign a technician. You can also create jobs directly from the dispatch map by clicking on a location.

How do I view the dispatch map?

Click Dispatch in the sidebar. The interactive map shows all your jobs with colour-coded markers indicating their status. You can filter by date, technician, or job status. Click any marker to view job details or make changes.

How do I create and edit jobs?

Jobs can be created from the Jobs page, the Dispatch map, or the Scheduler. To edit a job, click on it from any view to open the job detail panel. You can update the description, scheduled time, status, assigned technician, and any attached checklists.

How do I assign a technician to a job?

When creating or editing a job, select a technician from the Assigned To dropdown. You can also drag and drop jobs between technicians in the weekly scheduler view.

What job statuses are available?

Jobs progress through the following statuses: Scheduled, In Progress, Completed, and Cancelled. Technicians can update job status from the mobile app while on site.

How does route optimization work?

Pool Companion analyses your job locations and calculates the most efficient order to visit them. Select your jobs for the day, choose an optimization mode, and the system will reorder them to minimise total travel time or distance.

What are the four optimization modes?

Pool Companion offers four route optimization modes:

• Time: Minimises total drive time between jobs, accounting for real-time traffic conditions.
• Distance: Minimises total kilometres driven, ideal for reducing fuel costs.
• Priority: Ensures high-priority jobs are visited first while still optimising the route.
• Area Clustering: Groups jobs by geographic area so technicians work in clusters, reducing backtracking across suburbs.

How do I set up a recurring schedule?

When creating a job, toggle the Recurring option. Set the frequency and the system will automatically generate future job instances based on your schedule.

What frequency options are available?

You can schedule recurring jobs at the following intervals:

• Weekly: Same day each week.
• Fortnightly: Every two weeks.
• Monthly: Same date or same day-of-week each month.
• Custom: Set a specific number of days between visits.

How do I create an invoice?

Go to Invoices in the sidebar and click New Invoice. Select the client, add line items (from your product catalogue or custom entries), and set the due date. You can also generate invoices directly from completed jobs.

How do I add line items?

On the invoice form, click Add Line Item. You can select from your saved product and service catalogue, or enter a custom description, quantity, and unit price. GST is calculated automatically.

How do I mark an invoice as paid?

Open the invoice and click Record Payment. Enter the payment date and method. The invoice status will update to Paid and the client's balance will be adjusted accordingly.

How do I add team members?

Go to Settings > Team and click Invite Member. Enter their email address and select a role. They will receive an email invitation to join your organisation.

What roles are available?

Pool Companion has four roles with different permission levels:

• Owner: Full access to all features, billing, and account management. One per organisation.
• Admin: Full access to all operational features including team management, but cannot manage billing or delete the organisation.
• Technician: Can view assigned jobs, update job status, and access the mobile app. Cannot manage clients, invoices, or team settings.
• Viewer: Read-only access to jobs, clients, and reports. Useful for office staff who need visibility without editing permissions.

What notifications does Pool Companion send?

Pool Companion supports the following notification types:

• Email reminders: Automated reminders sent to clients before scheduled service visits.
• Push notifications: Real-time alerts on mobile devices for technicians when jobs are assigned, updated, or approaching.
• On-the-way alerts: Notify clients when a technician is en route to their property.

How do I configure notifications?

Go to Settings > Notifications to configure which notifications are enabled, set reminder timing, and customise email templates.

What plans are available?

Visit our Pricing page for current plan details and pricing. All plans include a 14-day free trial.

How do I upgrade or change my plan?

Go to Settings > Billing to view your current plan and upgrade options. Plan changes take effect immediately, with prorated billing applied to your next invoice.

How do I cancel my subscription?

You can cancel your subscription at any time from Settings > Billing. Your access will continue until the end of the current billing period. After cancellation, your data is retained for 90 days before being permanently deleted.

How does the free trial work?

Every new account gets a 14-day free trial with full access to all features. No credit card is required. At the end of the trial, you can choose a paid plan to continue or your account will be paused until you subscribe.