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PestTap instruction manual

Company setup, customers and holdings, visits, call-outs, reports and support.

Account

Signing in and resetting your password

  1. Open Sign in and use the email address you registered with or received your invitation on.
  2. If you have forgotten your password, choose Forgot password on the sign-in form. Check your inbox and junk folder, then follow the newest reset link.
  3. If you belong to both Pro and Farm, choose the workspace you need. You can switch products from your account menu.
  4. If you cannot sign in, email support@pesttap.co.uk with your account email and the error you see. Never send your password or a sign-in link.

Getting started

Set up your Pro company, then its first customer

  1. Sign in and open Company setup on Overview. Complete company contacts, logo, feature choices, evidence and procedures in that order.
  2. Use Save draft and exit to resume another time. Company and site setup drafts are saved to your account when the save succeeds; they can be resumed on another device.
  3. Use Do later for unfinished sections. This records a deferral and does not approve evidence or turn off tracking.
  4. Open Customers and add a regular customer. Add the customer's site, then use Site setup to work through contacts, survey, service arrangements, equipment and review.
  5. Add a service contract if work will repeat. For an isolated enquiry, use Call-outs instead of full customer/site setup.
  6. Company progress and site progress are separate. A completed progress card disappears and returns if a tracked requirement becomes incomplete.

Getting started

Set up your Farm account and holding

  1. Sign up for PestTap Farm, confirm your email and enter your holding details. Farm covers one holding and a maximum of two users.
  2. Open the setup card to complete account details, branding and feature choices. Save draft and exit if you need to gather information; return to the same setup card to resume.
  3. Work through the holding's contacts, survey, service arrangements and equipment. Farm does not require commercial customer contracts.
  4. Open Pest Map to add and label your pest-control points and upload a plan if you use one. Tags and maps are optional features.
  5. Choose Start Check when ready to record a check. Use Actions for follow-up work and Audit Records for completed checks.

Company setup

Company details, logo and report branding

  1. Open Company setup or Company settings. Enter your business name, contact email, phone and address.
  2. Enter a website with or without https://; PestTap normalises a valid web address when saving.
  3. Upload your company logo as a PNG, JPG or WebP image. Review the preview and save the branding step.
  4. Company contacts and branding are reused on customer reports. Check the details before sending your first report.
  5. Company insurance and qualifications belong to the company evidence section, rather than each customer's site progress.

Company setup

Choose features and the three tracking modes

  1. Open Company settings → Workspace setup, or the Features step in Company setup.
  2. Use PestTap means the section is maintained in PestTap and contributes to the relevant setup checks.
  3. Managed elsewhere means you keep the record outside PestTap. Record its reference and the version where requested.
  4. Not Tracked / Set up later leaves the section untracked. It is shown neutrally, not as completed evidence.
  5. Equipment, tags, photos, maps and actions have separate feature choices. Turning off a feature does not delete previously saved records.
  6. Sites can inherit company defaults or have their own choices. Visits retain the choices recorded when they started; changes apply to later visits.
  7. Recording a hazardous product or rodenticide can still require its treatment checks and assessment references. A tracking choice is not a safety approval.

Company setup

Create a treatment procedure / safe system of work

  1. Open Treatment procedures, or choose Create a procedure in Company setup.
  2. Name the procedure and select the type of work. Describe the method, protective equipment, operating conditions and when work should stop.
  3. Add the appropriate approved products and link or reference the relevant assessments and controls.
  4. Use Save draft and exit while the procedure is incomplete. Reopen the existing draft to continue; do not create another copy.
  5. Approve a procedure only after reviewing the required information. An incomplete draft is not an approved method of work.
  6. Link the approved procedure to the appropriate service contract, or select it when recording a relevant visit. Read it and check that it suits the site before confirming.

Customer sites

Set up a customer site and its folder

  1. Open Customers, select the customer and add a site with its treatment address and site contact.
  2. Open Site setup. Work through details, feature choices, survey, service arrangements, equipment and review.
  3. A survey or assessment has its own Save draft option. Saving a partial draft does not replace a completed assessment with an approved new version.
  4. Use Do later for a section you need to revisit. The folder continues to show which tracked information remains outstanding.
  5. Use Edit site to add or change the site photo. The file picker allows saved images; capture a new image if that is more convenient.
  6. The site folder brings together contracts, contacts, assessments, plans, visits, actions and photos. Its contacts link opens the site contact details.

Customer sites

Create a contract and schedule routine visits

  1. Create the customer and its sites first, then open Contracts or Add contract under the customer.
  2. Choose the sites covered, service scope, start date, term and visit frequency. Link the applicable treatment procedure.
  3. Review the next visit date and assigned technician before saving. Fixed-term and ongoing arrangements are supported.
  4. Use Job diary to review and assign the resulting visits. Open a scheduled job to reschedule it if needed.
  5. For additional work outside the routine schedule, choose New call-out → Existing customer / site. This books a separate visit without changing the routine contract schedule.

Equipment

Add equipment and place it on a site plan

  1. Open the site's Equipment section, or Pest Map in Farm. Add a point with its type, label and location.
  2. Manufacturer and model are optional. Save the item and check that it appears in the equipment list before adding another.
  3. Upload the site plan if you use one and position the numbered points to match the actual site.
  4. A point can be checked manually without a PestTap tag. Assign a QR/NFC tag only if you want to use scanning.
  5. Keep the point label and location meaningful so another technician can find it. Archived or changed equipment should retain its previous service history.

Call-outs

Book a one-off call-out or an extra customer visit

  1. Open Call-outs → New call-out, or use New call-out in Job diary.
  2. Choose One-off customer for a short booking and quick report. Choose Existing customer / site for the normal visit workflow.
  3. Search for a returning customer by name, phone, email or address before entering a new record. Select the saved customer and treatment address where available.
  4. For a new one-off customer, enter their name, phone and treatment address. Email is optional. Enter the problem, appointment date and technician; time, notes and payment details are optional.
  5. Choose Save draft and exit if the enquiry is not ready to book. No customer, site or visit is created from a partial booking draft.
  6. Choose Book call-out once ready. One visit appears in Job diary and Call-outs. Booking does not create a service contract.
  7. Use Reschedule / assign for changes to an upcoming appointment. Start the visit on its scheduled day.

Call-outs

Complete a quick call-out report

  1. Open the booked one-off call-out and choose Start visit. The quick report covers Job details, Work carried out, and Advice and sign-off.
  2. Confirm arrival, the work planned, and whether the site conditions and controls remain suitable. Review any applicable procedure.
  3. Record what you found and what you actually did. Leave Products used empty for an inspection or non-chemical work.
  4. When a product is used, complete the quantity, location, application and assessment details shown. Product report guidance links to the saved label and SDS.
  5. Enter the relevant customer advice. Reviewed product advice can be added and checked for this particular treatment. Photos are optional.
  6. Record any follow-up requirement, departure time and your signature. Choose whether to email the completed report; without an email address, download or print it instead.
  7. Save draft and exit preserves the unfinished report on this device. Return to Resume visit on the same device. Booking and onboarding drafts use account storage; visit drafts currently use device storage.
  8. Equipment checks or rodenticide treatment can open the full report workflow so the relevant checks are retained. You can also choose Use full visit report.

Call-outs

Payments, no access and returning call-out customers

  1. Open Manage call-out to record the agreed price, payment status and payment reference. These are manual records, not a payment collection or invoicing service.
  2. For an unsuccessful appointment, choose No access or Cancelled and explain what happened. Treatment not required closes an enquiry that does not need a treatment report.
  3. If you attended and inspected, use Start visit and record the inspection and why no treatment was needed. Do not record a chemical application that did not happen.
  4. A call-out with a saved report cannot be closed as an unsuccessful enquiry. Its report and history remain protected.
  5. Use Book another visit to arrange follow-up work using the saved customer and address. Recording a follow-up requirement on a report does not itself book the appointment.
  6. Open Customers and switch Show to One-off customers when you need the full customer record. Choose Make regular customer if the relationship becomes ongoing; its history is retained.

Products and records

Set up product details and customer report advice

  1. Open Product register. Add or review the exact product, authorisation number, active ingredient, method, rate, label and SDS.
  2. Only usable products with the required verification details should be selected on reports. Record the actual quantity, batch where relevant, and treatment location during the visit.
  3. For reusable customer advice, edit the product and complete Customer report guidance. Check the wording against the current label and select the review confirmation.
  4. Advice is offered for company-approved products only when its saved label and version still match. It is not generated automatically from a product name.
  5. At the visit, use the product's Report guidance and current label. Review any reusable advice for the actual treatment before adding it to the customer copy.
  6. Keep the application and customer instructions specific to the authorised use. The guide does not supply generic re-entry times, doses or guarantees of effectiveness.

Products and records

Download, send or resend a completed report

  1. Open the completed report from Service history or its call-out. Review its report number and saved details.
  2. Download or print the report if you need a copy without email.
  3. Use Email report to send the existing numbered report. A valid report-recipient email must be recorded against the customer or site.
  4. Check Email delivery in the report. Sent means the email provider accepted it; Delivered means delivery was reported. Failed or Bounced needs attention.
  5. If sending failed, correct the contact address or sending problem and retry the existing report. Do not start another visit or recreate the report.
  6. A failed email does not undo a completed visit. Retain the original report and check its status before trying again.

Troubleshooting

Save drafts, resume work and handle a lost connection

  1. Company/site setup and call-out bookings offer Save draft and exit. Wait for the save to succeed before leaving; these drafts are stored in your account.
  2. Visit report drafts are saved on the current device. Use Save draft and exit before leaving and resume on the same device and account.
  3. Do not clear browser data or switch to a private browser session while an unsent visit draft is needed.
  4. If a connection drops during a visit, retain the draft. Reconnect and use the pending-report sync controls shown in PestTap.
  5. Check the saved report and diary status after syncing. Avoid starting the same visit again merely because email delivery failed.
  6. If a save fails, keep your entries and report the exact message using Help & Support. An error must not be treated as a confirmed save.

Platform owner

PestTap owner: accounts, usage and support access

  1. Sign in using the authorised PestTap platform-owner account and open Admin portal from the menu, or visit /admin. A customer's company administrator does not have platform-owner access. The owner login requires an authenticator app: scan the setup QR code and enter its six-digit code, or enter the current code if already enrolled.
  2. Open Two-factor authentication in the admin header to add a backup authenticator on a separate device. Keep at least one active authenticator. PestTap does not issue recovery codes, and password resets do not remove the second-factor requirement. Supabase dashboard account security is configured separately.
  3. Overview shows customer accounts, memberships and usage. Workspace activity is measured from the release that introduced it; Last sign-in and actual workspace activity are different figures.
  4. Use Accounts or Users to search businesses and people, review membership status, verification, invitations, trial and subscription dates.
  5. Open an account, enter a support reason and choose Open workspace as support. The session is read-only initially and expires after 30 minutes.
  6. Use the workspace section selector to inspect company details, customers, sites, jobs, reports, equipment, procedures, assessments, actions, setup and report delivery.
  7. If a contact correction is needed, enable contact changes explicitly. Reports, signatures, customer passwords and billing changes are not editable in this support view. Admin history records access and permitted changes.
  8. End the support session when finished. Use Support for customer requests and Database & files for recorded storage figures.

Equipment

Register and scan a QR or NFC tag

  1. Scan the QR code with your phone camera, or tap an NFC tag using an NFC-capable phone.
  2. Sign in when prompted. For an unregistered tag, follow the registration screen and select the correct site and equipment point.
  3. Check the equipment label and location before recording anything.
  4. If a tag will not open, try its QR code and check your connection. If it opens the wrong equipment, report the tag code through Help & Support.

Equipment

Record an equipment check or change bait

  1. Open the equipment point and record what you found, then the action you took.
  2. If adding or changing bait, select the product and complete the quantity and batch fields shown.
  3. Record a change between non-toxic and rodenticide bait, or a change of product, in the check. Review any outstanding treatment and risk-assessment documentation at the end.
  4. Confirm the station is secure and save. Check that the saved result appears before moving on.

Checks and records

Complete a Farm check and follow up actions

  1. Open Start Check and select the check to begin.
  2. Work through the pest-control points and record findings and actions for each one.
  3. Review outstanding points and any required treatment documentation before completing the check.
  4. Use Actions to track work that still needs doing. Use Audit Records to find completed checks and their records.
  5. The records support your audit preparation; you still need to review your assurance scheme’s current requirements.

Checks and records

Complete a Pro visit and find its report

  1. Open the job from Job diary and start the visit.
  2. Record equipment checks, findings, products used, recommendations and photos where relevant.
  3. Review the visit and complete any required signatures or documentation before saving the report.
  4. Find the saved visit in Service history. Check its status before downloading or sending it to the customer.
  5. If a final report needs correcting, use its correction or reissue controls so the original audit trail is retained.

Account

Invite a colleague and check their access

  1. In Pro, an owner or admin can open Team & access. In Farm, open the account menu to invite the second user.
  2. Use your colleague’s own email address and select the appropriate role where offered.
  3. Ask them to use the invitation sent to that address. Check junk folders if it is missing.
  4. Farm is limited to two users. Pro access and billing depend on the team and plan; review these before changing membership.

Account

Check your subscription or an expired trial

  1. In Pro, open Billing & plan. In Farm, open the account menu.
  2. Check the plan, subscription status and any trial or payment message shown.
  3. Use the available secure billing controls to update your subscription or payment details.
  4. If access is restricted unexpectedly, raise a Billing question here with the workspace name and message shown. Do not include card details.

Troubleshooting

What to do if a page will not save

  1. Keep the page open while it is saving and check for highlighted required fields or an error message.
  2. Check your internet connection. If a save fails, keep your entered information and use the retry option shown.
  3. Before entering the record again, check whether it has already saved to avoid duplicates.
  4. Raise an issue with the page name, what you were trying to do, the exact error, and whether you use a phone or computer. Do not include passwords or confidential customer information.

Troubleshooting

Raise a question and read the reply

  1. Sign in, open Help & Support and choose Report a problem / Ask a question.
  2. Choose the relevant workspace and category, then explain what happened and what you expected. The help link can attach the originating page and report reference; you can add a PNG, JPG or WebP screenshot up to 5 MB.
  3. After submitting, keep the request number. Your requests and replies appear in My requests on this page.
  4. You can add more information to the same request. Replying to a resolved request reopens it.
  5. Replies are shown inside PestTap. Check My requests for updates; email notifications are not currently sent.