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Client portal for landscaping & pool service

A landscaping and pool service portal is where technicians log each service visit with notes, water readings and photos, and each client signs in to see the service history for their own property.

Pattern: Tracking

Describe it to EachEntry

“We're a pool and garden maintenance business with about 150 residential clients. Our techs should log each visit with notes and photos, and each client should see their own service history.”

Viewing as

Service visits

Service visits

Magnolia Dr pool clean · Oct 29Pool clean—0 filesScheduled
Magnolia Dr lawns · Oct 30Mowing and edging—0 filesScheduled
Magnolia Dr pool clean · Oct 22Pool cleanFree chlorine 2.5 ppm, pH 7.42 filesDone
Magnolia Dr lawns · Oct 16Mowing and edging—1 fileDone
Magnolia Dr filter service · Oct 8Filter serviceFree chlorine 1.8 ppm, pH 7.61 fileDone
Magnolia Dr pool clean and new cartridge · Nov 5Filter service—0 filesScheduled
Cooper St pool clean · Oct 23Pool clean—0 filesScheduled
Hilltop Ave pool clean · Oct 23Pool clean—0 filesScheduled
Cooper St chemical balance · Oct 20Chemical balanceFree chlorine 1.0 ppm, pH 7.81 fileDone
Hilltop Ave hedges · Oct 19Hedge trim—2 filesDone

Showing 1–10 of 10

Powered by EachEntry

In plain English

How EachEntry sets it up

EachEntry gives every technician and client a sign-in of their own. Each client sees only their own service visits. It covers service visits & each client's history. Service visits, extra work requests, invoices and team live in EachEntry's own database, so there's no spreadsheet to keep in sync.

What it does

01

Techs log each visit with pool readings and photos before packing up

Visit notes were scribbled on a job sheet in the van and typed up on Friday, if at all. At each property the tech picks the service, notes what they did and the water readings, and uploads a photo of the finished pool or garden. The visit is on file before they pack up the van, not pieced together at the end of the week.

Forms to submit a recordDone by: Technician
02

Each client signs in to their own property's service visits

Clients called to ask when the pool was last cleaned, or whether anyone had come at all while they were at work. Each client signs in to a list of only their own property's visits, with the service, the water readings and the photos. The "did anyone come today?" call becomes a look at their own page, and the photo settles it.

Client-only accessDone by: Client

Who sees what in a landscaping & pool service portal

Every person signs in to their own view. This is what each role in the demo gets.

Technician

Sees every service visit in the portal.

Pages
Home, Service visits, Visit calendar, Client requests, Invoices
Can start
New service visit

Client

Sees only their own service visits.

Pages
Home, My service visits, Requests and quotes, Invoices, Pool care tips
Can start
Ask for extra work

What’s in the landscaping & pool service portal template

The tables and fields EachEntry sets up for this portal. Describe your own version and change any of them in the editor.

Service visits

  • Visit (text)
  • Service (choice: Pool clean, Chemical balance, Filter service, Equipment service, Mowing and edging, Hedge trim, Garden cleanup, Turf and planting)
  • Water readings (text)
  • What we did (long text)
  • Photos (file)
  • Date (date)
  • Status (choice: Scheduled, Done, Canceled)
  • Technician (link)
  • Client (link)

Extra work requests

  • Request (text)
  • Preferred date (date)
  • Service (choice: Pool clean, Chemical balance, Filter service, Equipment service, Mowing and edging, Hedge trim, Garden cleanup, Turf and planting)
  • Status (choice: New, Quote sent, Booked, Done, Declined)
  • Quote ($) (number)
  • Reply by (date)
  • Client (link)
  • Details (long text)

Invoices

  • Invoice (text)
  • Issued (date)
  • Due (date)
  • Amount ($) (number)
  • Status (choice: Issued, Paid, Overdue)
  • Client (link)

Team

  • Name (text)
  • Role (text)
  • Phone (text)

The parts behind this portal

Each one reads and writes the same records, so a form, its approval and the status page someone checks are one system. How EachEntry builds a portal

Collect

1 part

  • Forms

    Signed-in or public, with typed fields and file uploads. A form files a record; it doesn't start an email thread.

Control

3 parts

  • Who sees which records

    Each person sees their own records, the ones assigned to them, or the ones they manage. Fields can be hidden per role. EachEntry sets this up from your description, and you can adjust it in the editor.

  • Passwordless sign-in

    A sign-in link by email, by default. Password sign-in if you'd rather.

  • Your brand

    Your domain, your colors, your logo. Members see you.

Frequently asked questions

A client signs in with a link sent to their email and lands on Home. They see Home, My service visits, Requests and quotes, Invoices and Pool care tips, and only the service visits that are theirs. From there they can use “Ask for extra work”.

You invite them. Each person gets a sign-in link by email, with no password to set, and lands in the role you chose for them.

More field service portals

All field service portals
Field-service dispatch portalJob → assign → completeInspection reports portalChecklist → photos → defects assignedEquipment maintenance logs portalSchedule & historySafety incident reporting portalReport → investigate → closeCleaning & janitorial portalJob checklists & photo proofRestaurant & franchise ops portalChecklists & incident logs

Related portals

PropertyTenant portalLeases, rent status & maintenancePropertyHOA management portalDues status, requests, violationsWorkplaceEmployee onboarding portalTasks, documents, equipment

Build your landscaping & pool service portal with EachEntry

Describe who signs in and what each person needs, and EachEntry builds it. Join the waitlist while signups open; paid plans are a flat price with unlimited clients.

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