Poolean Equipment QR Code and NFC Lookup: How It Works

In Poolean, you scan a QR code or tap an NFC tag on a piece of equipment to open its record. If the QR code is hard to scan, tap the NFC tag instead. Equipment details, checklists and history for your assigned pools are saved on your phone, so they work without a signal.

How do QR codes and NFC tags open a record?

Point the phone camera at the QR code, or hold the phone against the NFC tag. Both open the same equipment record.

Before using the record, check that it matches the item in front of you. If two similar pumps sit side by side, do not guess. Ask your supervisor which is which.

Teach this during a walk around the site, before a busy shift. Let each new staff member scan a few tags and ask questions.

Which equipment should you tag first?

Start with the items your daily checks touch. The CDC's 2024 Model Aquatic Health Code lists a daily safety and maintenance inspection before opening (MAHC 6.4.1.3.1; your state's list may differ). It includes checking that:

• Recirculation and disinfection systems, controllers and probes are working as required.
• Secondary or supplemental treatment systems, like UV, are working as required.
• Drain covers and other suction outlet covers are in place, secure and unbroken.
• Skimmer baskets, weirs, lids and suction outlets are not blocked.
• Underwater lights are intact, with no exposed wires or water in the lights.
• Required alarms are tested and working.
• Emergency phones and communication systems work.
• Doors to chemical storage and other non-public areas are locked.

The MAHC also lists a monthly test of GFCI devices and a visual check of bonding wires every 6 months, where they can be reached (section 6.4.1.3.2). GFCI panels and bonding points are worth tagging too.

What should each equipment record cover?

Use this checklist when your team sets up a record for a tagged item:

Field	Why it helps
Item name and exact location	So staff can tell similar items apart
Pool it serves	Avoids mixing up records at multi-pool sites
Daily check steps in plain words	Matches the inspection list above
What "normal" looks like	So staff can spot a change
Who may service it	Keeps repairs with trained people
Maker's manual or instructions	Source for safe steps
Who to call, and when	So a problem reaches the right person

When you open a record, ask:

• Is this the right pool and the right item?
• Does the checklist match the job I was given?
• Is there earlier work I should ask about?
• Am I trained and allowed to do this task?

What works without a signal?

Equipment details, checklists and history for your assigned pools are saved on your phone. They refresh when you are connected, so you can use them without a signal. Read through any unclear steps while you still have a connection, in case you cannot reach anyone from the pump room.

Notes, readings and photos you enter without a signal stay on your phone with their original times. They upload when the connection returns, and pending uploads are clearly marked. A pending upload does not mean anyone has seen your note yet. If something needs a fast response, call or use your facility's contact steps. Our guide to working without a signal explains more.

How should you write an equipment note?

Write what you saw, not what you think caused it.

• Good: "Pump 2 is louder than yesterday. Started around 9 a.m."
• Not good: "Pump 2 motor has failed."

The first note gives the repair person facts. The second claims a cause no one has checked.

The CDC's pool chemical safety page says to tell other staff clearly about maintenance and repairs, and to document them. It also says to run a preventive maintenance program that replaces parts before they fail, such as checking feed pump tubing for leaks and checking clamps and valves. The CDC's guide to operating public pools says to maintain filtration and recirculation systems to the maker's instructions. For scheduling this work, see our preventive maintenance guide.

What safety limits still apply?

A record does not give anyone permission to repair equipment. The CDC's chemical safety page says:

• Only properly trained people should service chlorine or pH feed and recirculation systems.
• Close the pool to swimmers if the recirculation system is not running, and before servicing the feed or recirculation systems.
• Turn off both the chlorine/pH feed and the recirculation system before servicing either one.

Follow the maker's instructions and the chemical labels. In an emergency, follow your emergency plan and call 911.

Supervisors can also follow repairs and scheduled maintenance across their assigned pools. See maintenance and repairs or book a 30-minute call to see equipment lookup.

The short version

• Scan the QR code, or tap the NFC tag if the code will not scan.
• Check the record matches the item before you use it.
• Tag the items on your daily pre-opening inspection first.
• Saved equipment details and checklists work without a signal.
• Only trained, allowed staff service equipment.