Service records

A service record says what was done on a visit: the products applied (with their EPA Reg. No., amount and unit, target pests, areas treated and method), the technician and their applicator licence, the conditions and your notes. It's for pest control, lawn care and other applicators who must keep records of what they apply. You can print it, save it as a PDF, or email it to the customer, and Fifi keeps it at least 3 years.

This isn't legal advice. Record-keeping rules for pesticide applicators differ by state and country: which fields a record needs, how long it must be kept and who must get a copy. Fifi's record covers the common federal and state set, but check your own state's rules (your state's department of agriculture or its pesticide program) and keep your exports if you're asked to keep records longer.

Service records are a module: Settings → Modules → Service records. It's on the Pro and Business plans, and on by default for new home and field services workspaces. Turning it off hides the pages, the menu and the API, and keeps every record; the workspace export always includes them.

Who can do it:

Members don't see Settings → Service records.

1. Set up your products and licences

1. Open Settings → Service records.
2. On the Products tab, click Add product and fill in:
   • Name (up to 120 characters; two live products can't have the same name);
   • EPA Reg. No., as printed on the label, like 279-3206 or 279-3206-12 (optional: glue boards and traps have none);
   • Active ingredient, Default unit and Default method (optional): picking the product on a record fills these in.
3. On the Technicians tab, type each technician's Applicator licence number and click Save.

A workspace can keep up to 500 products ("12 of 500"). Archive a product you no longer use: it leaves the product picker, and records that used it keep their own copy. Unarchive brings it back. Products are never deleted.

A licence is copied onto each record when it's completed. When a licence is renewed and its number changes, change it here: records completed before keep the number that was in force.

2. Write a record

From a visit on the calendar:

1. Open the visit (today's or an earlier one, booked online or by your team) and click Service record.
2. Fifi fills in the date and time, the technician (the visit's), the service (the booking type), the customer and their address (from their record, or from the visit's "Service address" answer). If the visit already has a record, it opens that instead.

For a visit that wasn't booked in Fifi, open the customer's page and click Add record in their Service records section, or click New record on the Service records page and pick the customer.

Then, for each product you applied, click Add product and fill in:

• Product: start typing to pick from your products (arrow keys and Enter work), or type a product that isn't on your list;
• EPA Reg. No. (optional);
• Amount (more than 0, up to 3 decimals, like 2.5) and Unit (fl oz, oz (weight), lb, g, kg, mL, L, gal, qt, pt or each);
• Target pests, Method (Spray, Crack and crevice, Bait, Granular, Dust, Injection, Trap or your own words) and Areas treated;
• Mix rate (optional).

Move up and Move down change the order; Remove takes a product off. A record can list up to 30 products, or none (an inspection, say). Add the Conditions (like "Sunny, 72°F, wind 5 mph NW") and any Notes.

Click Save draft to finish later, or Save and complete when you're done. Any member can edit a draft.

3. Complete it

Complete (on the record, or Save and complete on the form) writes the technician's name and their current licence on the record and stamps when it was completed. The customer's timeline shows "Service record completed for ‹customer›: ‹service›".

A completed record can't go back to a draft. Owners and admins can Correct it: each correction is in the activity log (what changed, from and to), and the record shows "Corrected on ‹date› by ‹name›".

4. Print it or email it to the customer

• Print opens the service report on its own page: your workspace's name and logo, the customer and address, the service, its date and time (in the workspace owner's time zone), the technician and licence, the conditions, the products applied and your notes. Click Print or save as PDF and choose your printer, or "Save as PDF". It fits Letter and A4 paper. A draft prints marked "Draft, not completed", so it can't pass for the final report.
• Email to customer (completed records) sends the same report in the body of an email from Fifi CRM, in your workspace's name. It goes only to the email address on the customer's record (or, if it has none, the one given when the visit was booked): you can't type another address. A record can be emailed 3 times a day, and one address gets a limited number of emails from a workspace each day. The record shows when it was emailed and to whom, and the customer's timeline says "Service report emailed".

Sample workspaces don't send email: the button says so.

5. Void a record

If a completed record is wrong and shouldn't stand (the wrong product entered, say), an owner or admin can Void it from the ⋯ menu, with a reason. A voided record is kept, marked Voided with the reason (and "VOIDED" across its printout), and can't be changed. Write a new record for the visit: once the old one is voided, the visit can have a new one.

6. Find and export records

The Service records page lists every record, newest service first, 50 a page. Filter by dates, technician, status (Draft, Completed or Voided), product, or customer (from a customer's page, See all). On a phone the rows become cards.

Export CSV downloads what's filtered, one row per product applied (a record with none gets one row), ready for a spreadsheet. Exports are recorded in the activity log.

The workspace export (Settings → Workspace → Export everything) has service_records.csv, service_applications.csv and service_products.csv, and each member's licence in members.csv.

The API reads them with a key that has Service records: Read (GET /api/v1/service-records, GET /api/v1/service-records/{id}, GET /api/v1/service-products; see /developers). There's no way to change records through the API.

Photos of the work

Add pictures to a service record: the ant trail before the visit and the treated baseboard after it, the bait station you placed, the damage you found. On the record's page, use Add photos, or choose Photos on the customer's timeline and pick this record under About (optional). The pictures show on the customer's timeline and on the record, newest first, and drafts and completed records take them (a voided record doesn't).

Photos are kept apart from the record. They aren't part of what Fifi keeps for 3 years: they follow the customer, and go when the customer is deleted for good. The person who added a picture to a completed record can remove it for 24 hours; after that only an owner or admin can. The limits, storage and the rest are in Photos on timelines.

7. Keeping records, deleting them

• A draft can be deleted by the person who wrote it, or an owner or admin. It goes to Settings → Trash, where an owner or admin can restore it for 30 days; then it's deleted for good.
• A completed or voided record is kept at least 3 years after the service (or after it was completed, whichever is later). Until then nobody can delete it: the Delete menu item says "Kept until ‹date›". After that, owners and admins can delete it; it goes to the Trash for 30 days first. Fifi never deletes old records by itself.
• If the customer's record or the visit is deleted for good, the service record stays, with its own copy of the customer's name and address; it shows "Customer record deleted" instead of a link. Photos added about the record go with the customer.
• Deleting the workspace deletes its service records with everything else. The delete dialog says how many there are: export your data first if you may need to keep them.

Troubleshooting

• "This visit already has a record." Open it with the link in the message. To replace a completed record, void it first.
• "Use the EPA Reg. No. as printed, like 279-3206": the number is two or three groups of digits joined by hyphens, with no spaces or letters.
• "Enter an amount like 2.5": use digits and a decimal point, more than 0, with at most 3 decimals.
• Email to customer is greyed out: the record isn't completed, the customer has no email address (add one to their record), or this is a sample workspace.
• "This report can't be emailed again today": the record was emailed 3 times today, that address reached its daily limit, or the workspace sent 200 reports today. Try tomorrow, or print it.
• No Service record button on a visit: it's for confirmed visits of today or earlier, while Service records is on.