How to Record Chemical Applications and Reports

An application log is the permanent record of one chemical application: what products, where, when, at what rate, by whom, in what weather. This is the record a state inspector asks to see. Logs are snapshot-based (once recorded, the product and site details on them are frozen), every edit is kept in the log’s history, and logs are never deleted, only voided. This article covers recording a log, editing and voiding it, the register (the searchable list of all logs), and the exports. To set up the products these logs reference, see Set Up Your Chemical Product Catalog. For a season-wide check of your records, see Read the Chemical Dashboard.

Compliance disclaimer: Record-keeping requirements vary by state, and can depend on the product and your license type. This software helps you keep organized, consistent records, but it is not legal advice, and using it does not by itself make you compliant. You are responsible for meeting the regulatory requirements that apply to your business. Check with your state’s department of agriculture or licensing authority when in doubt.

Before you start

Your plan includes Chemical Tracking (Pro and Scale plans). The pages are under Chemicals in the sidebar.
At least one product in your Chemical Products catalog. The log requires you to select one.
A customer and job site (in standalone mode you pick them from dropdowns; the job site supplies the recorded site address and links the customer).
The application details: date, rate, total product actually used, applicator name, and for a Restricted Use Pesticide, the applicator’s (or a supervising applicator’s) license number.

Steps: recording a log

There are two ways to start a log:

Standalone: click New log entry on the Chem Log page (or on the Dose Calculator page). You choose the customer and job site yourself.
From a visit: on a job’s summary page, open the visit row’s More menu and choose Chem Log. Or choose Open visit and click Add Chemical Log in the visit’s Chemical logs card; when you save from there, you go back to the visit. Either way, the customer, job site, visit date, measured area and the visit’s weather snapshot are filled in and shown in a banner.

If the visit is part of a recurring series, a Which visit? step asks for the date of the visit the application was made on, so the log records that visit and its own weather, not the first visit of the series.

Then fill in the form, which is organized into cards:

Where: in standalone mode, pick the Customer, then the Jobsite (the list filters to that customer). From a visit, this is the banner instead.
Products: enter Area Treated (sq ft) once for the whole application. Then, for each product, pick the Product and enter Rate amount, Rate unit, Per area (sq ft), Total product used and Total unit. Picking a product fills in its catalog rates; if it is a Restricted Use Pesticide, a notice says an applicator license number is required.
- To record a tank mix, click Add product and fill in another row. All the products are saved together as one application, sharing the area, date, applicator and weather. Use Remove product to drop an extra row.
- Use calculator for this product opens the built-in Dose Calculator for that row. Enter the label rate and click Apply to log to copy the totals in.
- Carrier Volume, Tank Size and Tanks Used are optional.
Application Details: Application Date (required; defaults to today, or to the visit date when the visit has already happened), optional Target Pest, Start and End Time, and Application Method (with suggestions such as Broadcast spray).
Applicator: Applicator Name (required; defaults to you) and Applicator License # (required for RUP products; a supervising applicator’s number is acceptable).
Weather: Temperature, Wind, Wind Direction, Conditions. Use current weather pulls your area’s current conditions. From a visit, Use visit snapshot loads the weather captured on that visit, with when it was captured. If that reading is from another day, it is not filled in for you, and using it asks you to confirm first.
Notes: free text.

Click Save Application Log. You land on the log’s page with “Application logged successfully!” (or back on the visit, if you started from the visit page).

Your entry is kept while you type

On a new log, the form saves a draft in your browser as you type (“Draft saved”). If you leave and come back on the same browser, it offers to Restore your unsaved entry or Discard it.

Checks when you save

A rate above the label rate, or a total that does not match. If a product’s rate is above its catalog label rate, or the total used is more than 10% away from what the rate and area work out to, the form stops and lists the warnings under Check before saving. Fix the numbers, or tick I checked these numbers and want to save this application anyway and save again. A confirmed save adds a short line to the log’s notes, such as “[Confirmed at save: rate above the label rate.]”.
Dates and times. The application date cannot be in the future (log it after it is done) and must be in the year 2000 or later. The end time cannot be before the start time.

Completing a treatment visit with no log

Every visit that belongs to a program needs a chemical log. If you complete one that has none (from the scheduler, the Today screen, a job’s visit list or the visit page), you are asked “This visit is missing: Chemical log. Complete anyway?” You can still complete it, but the gap is then shown:

On the job’s visit list, the visit shows Log missing.
On the customer’s What’s next, completed program visits from the last 12 months with no log are listed.
On the Chemical Dashboard, it counts under Done visits with no chemical log.

Record the log from the visit’s Add Chemical Log button to clear it.

Why logs are locked snapshots

When you save a log, the software copies each product’s name, EPA reg number, active ingredient and restricted-use status, and the job site’s address, into the record and freezes them. This means:

Renaming a product, changing its EPA number, or editing a job site’s address later never changes what an existing log says. The log reflects the facts as they were on the day of application, which is what a legal record must do.
Editing an unrelated field (say, the weather) never pulls in a renamed product.

Editing a log

Open a log and click Edit.

Change what needs correcting and enter a Reason for edit (required). Click Save Changes.
The products themselves cannot be swapped. To change a product, void the application and record it again.
Only one edit can be saved at a time. If someone else saved a change after you opened the form, you see “This application log was changed by someone else since you opened it. Reload it and try again.” Reload the log so you are editing the latest version.
Every saved edit appears in the log’s History card: what changed (before and after), who changed it, when, and the reason.
Voided logs cannot be edited.

Voiding a log

Logs are never deleted. If a record should not stand, click Void, enter a required reason, and click Void Record. All the products in that application are voided together. The record stays in the register marked VOIDED, and its page shows the reason, who voided it and when. This cannot be undone.

The log page

A log’s page shows the Products in the application (each with EPA Reg. #, active ingredient, restricted use, rate and total used), the Site (customer, address, area treated and the visit, when there is one), History, the Application details, Applicator, Weather, Notes, and the Record card with its permanent Record ID and created and last-modified times (UTC).

The register (Chem Log)

Chemicals > Chem Log is the register: the list of every application log. By default it shows the last 90 days.

Filters: From and To dates, Product, Applicator (name contains), Customer, Property, Season, Program, Round, Rows per page (25, 50, 100 or 200) and Include voided. Click Apply Filters; Clear Filters resets to the default view. Season, Program and Round match logs through their visit or job; logs recorded without a visit are included only while those three are left at “All”. The filters are carried in the page’s web address, so a filtered view can be bookmarked or shared.
Columns: Date, Visit, Product (with a red RUP badge for restricted products), EPA Reg #, Customer, Site Address, Applicator (with license number beneath), Area, Rate, Total Used, and when Include voided is on, Status (Active or VOIDED). A series log recorded before visits were tracked one by one shows Occurrence unknown in the Visit column.
Row actions: View (the log page) and Record PDF.
Paging: the line above the list says which records are showing (for example “Showing 1-50 of 212 matching record(s)”). Use First, Previous, Next and Last below the list.

Exports

All three exports are generated on demand and include every record that matches the current filters, not just the page on screen.

Export CSV (the button shows the matching count) downloads the register as a spreadsheet file, with the filters used, when it was generated and the total count at the top. The file is named chemical-application-register-<date-time>.csv.
Export PDF summary prints the filtered register as a table with a header describing the filters, one row per application, and a count. The file is named chemical-application-register-<date-time>.pdf.
Record PDF is a single-application record sheet, from a log’s page or its row in the register. It lays out the products, site and customer, applicator, application, weather and notes, plus a signature line, ready to hand to an inspector. Voided records print with a VOIDED banner and reason. The file is named chemical-application-<record id>.pdf.

What happens next

Each saved log gets a permanent Record ID. The log appears in the register, the exports and the Chemical Dashboard, and if it was recorded against a visit, on that visit’s page. Keep the records for at least your state’s required retention period; the register keeps them indefinitely.

Tips & best practices

Record from the visit when possible. It fills in the customer, site, date, measured area and weather, links the log to the visit, and clears the visit’s missing-log flag.
Record a tank mix as one application. Add each product with Add product instead of saving separate logs, so the area, time and weather are recorded once.
Capture weather at application time. The one-click weather buttons make this painless, and many states expect wind and temperature on the record.
Void, don’t work around. If a record is wrong beyond editing, void it with a clear reason. A complete trail (including voided entries) is more defensible than a gap.
Export a PDF summary each month or season and file it, as a dated archive independent of the software.

Troubleshooting

“…an applicator license number is required.” The product is flagged RUP. Enter the applicator’s or a supervising applicator’s license number.
“Select a jobsite.” / “Select a chemical product.” Both are required. In standalone mode, choose the customer first so the job site list fills.
“Please check the warnings below. Tick the box to save anyway.” A rate is above the label rate or a total does not match the rate and area. Check the numbers under Check before saving, then correct them or tick the box.
“Application date cannot be in the future. Log the application after it is done.” Logs record applications that already happened. Use today’s date or earlier.
“Application date must be in the year 2000 or later.” / “End time cannot be before the start time.” Check the date and the times.
“This application log was changed by someone else since you opened it.” Reload the log and make your edit again.
“Products cannot be changed. Void and re-enter the application.” Products are fixed on an edit. Void the log with a reason and record a new one.
“The selected visit is for a different jobsite.” The visit does not belong to the chosen job site. Recheck the customer and job site.
“Area treated must be a positive number.” / “Rate must be a positive number.” / “Total product used must be a positive number.” These must be greater than zero.
Review the saved log link appears after saving: this entry was already saved once (for example, after a double click or a lost connection). Open the link to check it. Your values are kept on the form; save again only if this really is a second application.
I can’t edit a log. Voided logs are read-only. Record it again if needed (voids cannot be undone).
Older records aren’t in the register. The default view is the last 90 days. Widen the From date and click Apply Filters.
A log shows an old product name or address. That is the frozen snapshot from the day of application.

Chemical Logs Overview: the module and the catalog, calculate, log workflow
Read the Chemical Dashboard: a season’s gaps, rounds and audit readiness
Set Up Your Chemical Product Catalog: the products (and RUP flags) these logs reference
Using the Dose Calculator: work out totals from a label rate

How to Record Applications, Read the Register, and Export Reports (Chemical Logs)