How to Import Pool Records Into Poolean: What to Prepare

To move your records into Poolean, send us an export from your current system. We review it with you, help import your pool, equipment and maintenance records, and confirm what can be transferred before you switch. Before you send it, keep an unchanged copy of the originals and list what you need to bring across.

What should you check in your export first?

Ask your current provider how to export the records you need, then open the file and check what's really in it. A file called "maintenance" may not hold the notes or older work you expected.

Save the original export somewhere safe and don't edit it. Keep notes on unclear entries in a separate file.

Which records should you gather first?

Start with pool, equipment and maintenance records, since those are what we help import. Fill in a short inventory before the review:

Record type	Where it lives now	Period covered	File name	Questions
Pools and sites	Old system	All current pools	pools.csv	Two names for one site?
Equipment	Old system and a binder	Since install	equipment.csv	Missing model numbers
Maintenance and repairs	Old system	Last 3 seasons	work-orders.csv	Which jobs are still open?
Anything else	Paper, email, photos			Discuss on the call

Those rows are made up; use your own.

Then check each file with these questions:

• Can you tell which pool each record belongs to?
• Can you tell which item an equipment record describes?
• Do maintenance entries have dates and clear descriptions?
• Can you tell finished work from open work?

Those are questions about your current records, not a list of what will transfer.

A made-up example: a company that runs 20 apartment pools has the same site listed as "Building A" in one file and "North Pool" in another. Write down that both names mean one pool, and raise it in the review instead of assuming the names will be matched for you.

What should you ask during the export review?

Bring the export and your inventory table. Point out unclear pool names, missing dates and entries that need explaining. The goal is to agree on what the information means before it moves.

Ask three questions for each record type:

1. Can this transfer?
2. What cannot transfer, or needs more review?
3. Where should staff look for anything that stays in the old records?

Write down the answers, and treat an open question as open. To start that review, book a 30-minute call.

How should you check records after the import?

Use a simple spot check. Pick at least one record of each type from different pools, and compare it with the original:

Check	Pass if
Pool name	It is the pool you expected
Dates	They match the original
Notes	The meaning is the same
Open vs. finished work	Open jobs still show as open
Equipment details	Someone who knows the equipment agrees

Ask the person responsible for maintenance to review the work history. Bring any mismatch back to the review rather than fixing it by guesswork. Our equipment lookup guide explains how staff open equipment records, and our maintenance schedule guide covers assigned work.

How do you keep daily work clear during the switch?

Pick one place where staff enter new work while the transfer is being checked, and tell them who to ask if they can't find a record. Don't leave staff to choose between old and new systems on their own.

Track work entered after the export date. An export only holds what existed when it was made, so ask how those newer records will be handled before you change the daily routine.

Before relying on saved equipment details in a spot with no signal, read our guide to offline work. You can also review maintenance and repairs.

What does a switch-week checklist look like?

Here is the whole switch on one page, from your side:

Stage	What you do
Before the export	Save an unchanged copy of the originals. Fill in the inventory table. Note unclear pool names and open jobs.
At the export review	Go through the export together. Write down what can transfer, what needs more review, and what stays in the old records.
After the import	Spot-check at least one record of each type from different pools. Bring any mismatch back to the review.
First two weeks	Staff enter new work in one agreed place. Track anything entered after the export date. Keep the originals.

Which original records should you keep?

Keep the originals at least until you have checked the transfer. A good import does not tell you which old records you may delete.

MAHC 6.4.1.2.1 (check what your state adopted) keeps pool records at least 3 years, available when the health authority asks, and other laws may require more. Confirm your local period before deleting anything.

The short version

• Export your records and keep an unchanged copy of the originals.
• Fill in a short inventory: record type, source, period, file and questions.
• In the review, confirm what can transfer and where the rest will stay.
• Spot-check imported records against the originals before you rely on them.
• Keep old records for as long as your local code requires; the MAHC says at least 3 years.