• Help. This handbook, inside the app. Readable without signing in; it describes screens and holds no

records.

• Sign in. Enter your email and password. Signing out ends your session.
• Create an account, linked under the sign-in form. While PBS Air Con is not taking new accounts it

says Accounts open soon, with Request access and Back to sign in, and nothing can be created from it. When it is taking them, you give your company's name, your name, your email and a password, agree to the terms and press Ask for an account. PBS checks every new account before it opens: until then the screen says your request is waiting for approval, and signing in with those details says the same. Once it is approved you sign in with the password you chose and choose a plan in Settings. A company name with the word "demo" in it is kept for PBS's own demonstrations.

• Set a password from an invite. When someone is added to the team they get a link to

this screen to choose their password and sign in ("Set it and sign in").

Your start of the day: what is out today, who is running late, the units furthest overdue for a service, certificates not yet issued, and parts an engineer has asked for. Each is a shortcut into the screen that clears it. Beside the service counts sit the leak checks past the date your company set, and those due soon - the same figures the Refrigerant screen shows. A unit's service is due at its last recorded service plus its own interval; a unit with no interval is counted separately, never guessed.

• All jobs. The job list, with a search and a state filter. From here you raise a job or open one. A

job past its date says Late in words under its date, not only in colour.

• Raise a job. Choose the site, the type of work and a title, and press Create job; the

reported fault, the date and the engineer sit with them. Add all details opens the rest: Units on this job (optional) lists the units at the site so the job starts with the ones it is for - a certificate needs at least one, and a unit from another site is refused - the priority (normal unless you change it) and a purchase order. An account whose payment is overdue is refused here with the reason; reading is never stopped.

• One job. Everything on a job: each unit on it with its gas and the charge recorded in it (or "no gas

recorded"), and, where a visit was done by someone other than the engineer the job is assigned to, who attended. Its buttons do the following:

• Materials list (PDF). The materials used and the materials required on the

job's latest completed visit, with their photographs.

• Assign. An engineer and the date for the job.
• Units. Which units on the site the job covers.
• Return. Send the job back (more parts or another visit needed).
• Close. Mark the work finished.
• Generate the certificate. A visit has one current certificate: pressing it again is refused and says when

the first was issued. To correct one, Re-issue certificate (it asks you to confirm) makes a new copy that replaces the earlier one; the earlier copy stays on the job marked "Replaced by a later copy" and can no longer be sent. In a demonstration company a replaced copy no longer opens either. A job that has a certificate but is still open says so at the top of the job.

• Parts on a job. Mark a requested part ordered (with a supplier reference and

expected date) or close it off.

• Cancel a job. For a job booked in error or called off. You say why; the job and its visits

stay on the record marked Cancelled, and it leaves the boards, the schedule and the engineer's Today. Refused while an engineer is travelling to it or on site.

• Edit a job. Change a job's details.
• What this job is worth — on the job's page, for the office: the labour (the hours recorded on its visits times

your labour rate, or the customer's own rate), each part used at its recorded cost, and the total. With no labour rate set there is no total - the hours and parts are shown and it says so. A part with no cost is named and left out of the total, never counted as nothing, and the hours on a visit signed off as not chargeable are shown and not charged. Engineers' screens carry no money. Owners and administrators also see Labour at cost - every visit's hours (charged or not) at each engineer's own hourly cost on that visit's day, from What … costs an hour on their person page - and the Labour margin, the labour charged less that. Someone with hours and no cost on file is named and there is no margin until one is set; with no labour rate there is no margin either. Parts are at cost, so they add none. The office and read-only logins do not see costs.

• Job sheet. The job's paperwork with what it is worth - your company, the customer and site,

the units, each visit with its engineer and hours, and the money - laid out to print or save as a PDF. It is not a VAT invoice.

Price work before it is done. Owners, administrators and office logins draw and send quotes; anyone who may see money reads them; engineers do not see them.

• Quotes. Every quote, newest first, with its total and where it stands: Draft, Sent, Accepted

or Declined (one tap each to show only those).

• New quote. The site (or start from a unit's Quote work on it, or from a job whose engineer said

somebody has to come back - Quote the return visit), the unit if it is about one, what the quote is for, and how many days it is good for → Start the quote (POST /quotes). The labour rate - this customer's own, else your company rate - is copied onto the quote then, so a later change of rate never rewrites it. With no rate set, no quote can be drawn and the page says where to set one.

• A quote. Add a line: labour, as hours at the quote's rate, or a part, as a

quantity at the price you tell the customer (what it costs them - not your catalogue's cost). Every amount and the total are worked out by the app, a line at a time. Take off removes a line. Lines change only while it is a draft. Email it to the customer, on a draft or sent quote with at least one line that has not run out: the site's main contact's address is filled in (change it if it should go to someone else); the email carries every line, the labour, parts and total, the date it is good until and whose quote it is, from your company's name ("… via PBS Air Con", replies to your own address when it is set in Settings). The quote page says sent only when the email service has accepted it, and a draft is marked sent only then; that is not proof it was read. A demonstration emails nobody. Or Mark it sent to the customer once you have given it to them yourself. Then The customer's answer: how they answered, in words, and Accepted - raise the job (a job of the kind you choose, at the quote's site, with its unit, linked to the job it answers) or Declined (kept, with their answer). A quote past its Good until date cannot be accepted - draw a new one. If the customer answered in their Customer portal, the quote says so - who, when and their note - and the answer box is filled in with it, ready for you to record.

• The customer's copy. Your company's name and contact details, the lines and the total, to print

or save as a PDF. It says the prices are your company's own and that it is a quote, not an invoice or a VAT invoice.

• Schedule. The forward view of planned work; "how far ahead" sets the window.
• Board (Schedule > Board - a week by engineer). A week with a row for each engineer and a column

for each day, the work with no date (To schedule) and the work past its date (Behind) above it; Week before and Week after move it a week. Each engineer's F-gas certificate, as recorded on their person, is beside their name. Drag a job onto an engineer and a day to send it there - or, with a keyboard or on a phone, press Move on the job and then Put here where it should go. Dropped on To schedule a job loses its date and keeps its engineer. The board then opens again on the same week with the job in its new place, and says "Job moved" - and, if that engineer's certificate on file is out of date, undated or missing, says so (the job still moves); likewise if the kinds of job on their person do not include this one, and such a card carries "not set up for... work". Engineers see the board without the move controls.

• Service due. Units whose service is due or close. Book one: choose the engineer, the date and a

title. Tick several and set one service run across them.

• All assets. The register of units, with their service state and a search.
• Add an asset. Fill it in and press Create asset.
• QR labels. Print QR labels on the register (or QR label on a unit) shows a printable label

for every unit in service - its QR code, reference, where it is, the site and the kind of unit - for one site or all of them, and Print prints them three across. Scanned with a phone's camera, a label opens that unit's own page (its history, jobs, certificates and F-gas record) on the engineer's phone. Stick it where the engineer will see it: on the unit or its isolator. NFC tags: on a phone that can write one (Chrome on an Android phone with NFC) each label offers Write to an NFC tag - hold a blank tag to the back of the phone and the tag gets the same address as the QR code; it says written only when the phone says so, and if no tag is held within 30 seconds it says nothing was written. Anywhere else the page says where writing works. Any phone that reads NFC opens a written tag's unit page.

• One asset. A unit's full record and history. Asset record (PDF) issues it as a document - the

unit, its comments, its photographs and every visit to it; As a PDF beside a note issues that note on its own. On the page: Reliability gives its age, visits a year, call-outs by fault (in the engineers' own words), parts replaced by type with the years, refrigerant added a year and the share of its charge lost a year (added ÷ its nominal charge) - arithmetic on what was recorded, and a figure the records cannot support says so. Everything on this unit lists, newest first, its install, every visit (a call-out with its fault and cause), parts fitted and removed with serial numbers, refrigerant added and recovered, leak checks, photographs and notes. Leak checks are kept as dated entries from 17 October 2026; before that only the last date was kept. When refrigerant has been added at two or more visits in the last 12 months the unit shows Repeated top-ups, with the dates and the repair duty in Article 3(3) of the F-gas Regulation as it applies in Great Britain - not legal advice. From it:

• Leak check. Record a refrigerant leak check against the unit. The date it was last

checked cannot be in the future - a check that has not happened yet is refused in words.

• Add a note.
• Set its service interval.
• Edit an asset.
• Read it from a photo - on Add an asset and Edit an asset. Take a photo of the unit's nameplate: it is read on

this device itself - nothing is sent anywhere and the photo is not kept (the first time, the reader is fetched, about 6 MB). It fills the empty boxes for make, model, serial, refrigerant and charge, each with the line of the plate it came from. A box that already holds something else is left as it is, with what the plate says beside it and Use this. The year it was made is shown, not filled: Installed is the day it went in. Charge is the nameplate (factory) charge; gas added for extra pipe at commissioning is the commissioned charge. A refrigerant not on your list of gases is named for you to choose. Nothing is saved until you press the form's own button, and the save is recorded on Activity as a typed one is. Photos blur and plates differ, so check each box.

• Replace an asset. Records that a unit has been swapped for a new one, keeping the old

one's history.

• Take a unit out of service. For a unit that is gone with nothing in its place

(decommissioned, removed by others, scrapped, site no longer yours). Nothing is deleted: the record keeps its history, is listed under Retired, stops being counted as due, and is no longer offered when you raise a job. Office, admin and owner only.

• All sites. Every site, searchable.
• Add a site. Press Create site. If the customer is not on file yet, choose + New customer

in the Customer list and type the name: the customer is made with the site.

• One site. The site, its units, contacts and files. Add or remove a contact here, and make

the site's asset register - its list of units as a document. Site pack (PDF) issues one document with the site's contact card, its asset list, its notes, its commissioning visits and its other visits.

• Edit a site.
• Site files. Documents held against the site.

• All customers, searchable.
• Add a customer. Press Create customer.
• One customer. Their sites and work. Archive hides a customer without deleting their

history; Bring back undoes it. Labour rate shows the rate their jobs are priced at; an owner or administrator can give them their own rate, or leave it empty for the company's. Service reminders says whether this customer is emailed when a service is due (Settings > Remind customers); Do not remind this customer switches them off (and Remind this customer again back on) - recorded in Activity.

• Edit a customer.
• Customer portal — on a customer's page (owners, administrators and office). Make a link

: who it is for and how long it lasts (90 days, a year, two years, or until stopped). The link is shown ONCE - send it the way you would send a key; only a fingerprint of it is kept. The card lists each link, when it was last opened, and Stop it with a reason - a stopped link no longer opens.

• The customer's portal, opened by the customer with no sign-in. Their name and yours; the quotes you

have sent them, with the lines and the total, and for a sent quote Accept this quote or Decline with their name and a note - their answer comes back to the quote for you to record; the certificates and records issued for their sites, to open ( - certificates, asset records and site packs only, never an engineer's note, a materials list or a staff record); their completed visits of the last two years; and your phone and email. It shows that customer and nobody else, and is not listed by search engines.

• Parts catalogue, searchable, with an option to include withdrawn parts.
• Add a part. Press Add to the catalogue.
• One part. A part and where it has been used.
• Parts required. Parts engineers have asked for; mark them ordered or arrived.
• Typed by engineers. Part names an engineer typed on site, to match to the catalogue.

What is on each van. A van's stock starts from a count: count what is on it, and from then on every part put on, fitted from it on a visit, or taken off is a line, and what the van holds is those lines added up. Nothing is changed or deleted - a count puts the figure right with a line of its own. The catalogue itself holds no stores stock.

• Vans. Every van, who drives it, how many items are on it, when it was last counted. Add a van: its

name, the registration if you want it, and the engineer who drives it (one van each).

• One van. What is on it (an item below zero says so - count it), its worth at catalogue cost for

the people who see money, and Every line: when, what happened, the item, the change, who, and the job. Edit the van to change its name, registration or driver, or clear In use when it goes (its lines are kept).

• Put stock on the van and Take stock off the van. The part number (from the catalogue or

typed) or what it is, and how many.

• Count it, on each item or Count an item for anything else on the van. Say how many are

there; the difference from the record is written as one line ("counted 8, was 10"), and a count that agrees is kept too, so when it was last counted is always on record.

• On a visit an engineer who drives a van sees Taken from my van, ticked, under materials: a part used comes off

their van. Untick it for a part from the merchant or the customer. A part taken back off the visit before sign-off goes back on the van as a line of its own. An engineer can see a van but not put stock on, take it off or count it.

• Refrigerant overview. Charged systems, check intervals and what is outstanding. The

CO₂-equivalent figures are charge × GWP; the GWP values on the starter gas list are the published ones in Regulation (EU) No 517/2014 Annexes I, II and IV (IPCC AR4; blends by the Annex IV weighted-average method), as assimilated in UK law — legislation.gov.uk/eur/2014/517 — and the app says so beside every figure. They are numbers on your gas list, which you can edit; the app determines nothing about what any regulation requires of you.

• Leak checks due. Systems past or close to a required check. **Set a check interval across

many: choose systems by gas or by CO₂e band**, and the interval your company decides is given to each system that has none. The optional last-checked date cannot be in the future.

• F-gas record (printable). Every charged system with its gas, the charge it was

commissioned with, what has been added and recovered since, the gas added to replace gas lost, and the current charge those reconcile to. Gas added to a unit already at its charge replaces gas that leaked out, so it does not raise the charge: the charge stays at what the unit was commissioned with unless gas is recovered, and gas put back after a recovery refills it - never above that charge. CO₂-equivalent and the band are worked from that charge. Where more gas was recovered than the record says the unit held, that is stated too. Then its leak-check dates, and its refrigerant movement history — grouped by site, each site under its customer and address, and the whole record headed with the organisation that operates the systems. Laid out to print or save as a PDF (the app's menus drop away on the printed page). Where a system has no logged movements it says what is true of that system — that it was commissioned with its charge and nothing has moved since. It is a record you keep, not a certificate; the app certifies nothing.

• CO₂e bands: every charged system shows its band (under 5 t, 5 to 50 t, 50 to 500 t, 500 t or more CO₂e) on its

own screen and on the F-gas record, with the thresholds cited: Article 4(3) of Regulation (EU) No 517/2014 as it applies in Great Britain. The band is arithmetic; the check interval is always the one your company set.

• Cylinders. The refrigerant cylinders you hold; add one from here. Each reference opens the

cylinder (on the Refrigerant overview too).

• One cylinder. The gas and its GWP, charging or recovery, its status, what is in it now

against its nominal size, what was in it when it came in (and from whom), how much has gone into units or been recovered into it, when it was last used, and Every movement: when, the unit, the job, which way, how much, who and why - each unit and job opening its own page.

• Add a cylinder. Its reference (what is stamped or barcoded on the bottle - engineers

pick from this), the gas, whether it is for charging or recovery, its nominal size (for the nearly-empty warning), what is in it now (the balance counts from here), the supplier, when it was received and any notes; Add it.

• Documents. Issued documents, searchable by site, job reference or file name. **Sent to the

customer shows whether each one has been sent and how often the customer's link was opened. Follow-ups this week (PDF) lists every visit marked "follow up required" whose job is still open; Materials to order (PDF)** lists every material marked required and not yet closed. Each is drawn from what is saved at that moment. Every document here - the certificates, the asset record, engineer note, materials list, staff record, site pack and the two weekly lists - is issued by a person, from what is saved when they press the button, says it is your company's and not PBS's, and is kept: issuing it again keeps the earlier copy on file, marked as replaced.

• One document. Opens the PDF.
• Send a document. Email it: the PDF goes to the address you type (the site's main

contact is filled in), from your company's name "… via PBS Air Con", replies to your own address when Settings has one; the screen says sent only when the email service accepted it, and that is not proof it was read. A demonstration company emails only PBS's test inbox. Or make a link the customer opens without an account, see whether it was opened, and Take it away at any time. A copy replaced by a re-issue cannot be sent; its page links to the current one. Links made while the product was being checked are left out of the list unless you press Show them.

• Certificates outstanding. Visits still waiting for their certificate; issue a page

of them at once.

The page a customer opens

• A shared document. What a customer sees from a link you sent: no sign-in, the document and a

download button. A link that was taken away or has expired says it is no longer available.

The numbers over a date range ("from" and "to"): the work done, who did it, refrigerant, parts used and the busiest customers, and What the work was worth - each job closed in the range with its hours, labour, parts and total (the same figures as the job's own page), and their sum. A job with no labour rate is listed without a total and left out of the sum, and it says so. It is what the work is worth at your prices, not a profit figure. Owners and administrators also see each job's Labour at cost and Labour margin (as on the job's page) with their totals - the margin total covers only the jobs where every hour has a cost, and says how many. In Who did it, each engineer opens their visits for the same dates: each visit's date, job (which opens), site, hours on site, travel and miles - hours counted only where both arriving and leaving were recorded, as in the report. A day is each engineer's visits divided by the days they made one. Fixed first time: of the call-outs closed in the range (reactive, repair and remedial jobs - services, PPM and installs are planned and not counted), how many were done in one completed visit with no return visit raised and no follow-up still flagged, as "N of M" and a percentage, with the others named so you can check them. What each customer's work was worth adds up the job values above per customer; a job with no value (no rate) is counted beside the customer, never added as £0. It is not an invoice total and not VAT. For your accounts (, under What the work was worth; anyone who sees the money): the jobs closed in the same dates as a CSV for your accounts package - one row per chargeable line (the labour at the job's own rate, each part used at its recorded cost), with the job, date closed, customer, site, the customer's order reference, quantity, unit price, line amount and job total; the same figures as each job's page, plain numbers with no pound sign and no VAT (PBS Air Con records none). A job whose worth cannot be said in full is left out and named with why - no labour rate, a part line with no cost, or nothing chargeable recorded - so nothing goes in at £0; put it right on the job and it goes in. Download the CSV is recorded in Activity. It is a list to bill from, not an invoice, and no accounts package's own import layout is claimed.

What changed, and who changed it, filterable by who, what and since when; each record also has its own trail from its page. Entries made while the product itself was being checked are left out of the feed by default; a line above it says how many, and Show them brings them back. They stay in the log and in the full export.

Search across sites, customers, assets and jobs from one box.

Built for a phone on site, and it keeps working with no signal: what you record waits on the phone and sends when there is signal again.

• Today. The engineer's jobs for the day.
• All open jobs. The whole company's ("just mine" narrows it to yours); each card names the

engineer it is assigned to and says Late when it is past its date.

• One job, with Start it.
• A visit. I have arrived on site (records where you are), a unit on the visit and

its readings, materials used (with Taken from my van, if you drive one), refrigerant moved (a charge or a recovery), photographs of the unit (each can be removed), and Complete the visit. Each photograph says Shown to the customer or Company only: the office presses Keep for the company only on one that is not for the customer - it stays with the visit and on screen and is left off any document issued after (re-issue one already sent) - or Show to the customer to put it back. Every change is in the activity record.

• Is it safe to start?, first on the visit once you are on site: tick the hazards that are

there (working at height, electrics, gas, suspected asbestos, a confined space, hot work, working alone, people about, weather, slips or poor light, or something else - say what), say how they are controlled, and press Safe to start - or Not safe to start, then stop and tell the office. A hazard ticked needs how it is controlled. It works with or without signal. Check again records a new one when things change; the newest counts, and it does not hold up the readings or the sign-off. The visit shows the newest with who and when, and the job page says Not safe to start under that visit when the newest said so. It records your check on the visit - it is not your company's written risk assessment, and it certifies nothing.

• Extra work? Get the customer's yes, folded on the visit once you are on site, for

more to do than the job booked: say what the extra work is and, if you told the customer a price, the price; the customer types their name and signs in the box, and you press Customer agrees or Customer declines. It works with or without signal. The visit lists every answer - what, the price told, agreed or declined, who signed, their signature, who recorded it and when - and the job page says Extra work on site: n agreed under that visit, so the office raises the work or the charge. It records the customer's answer; it is not an invoice and changes no price.

• On my way, on your own visit before you arrive: choose roughly how long (about 15 or

30 minutes, an hour or two hours) and press Tell the customer I'm on my way. The site's contact (or the customer) is emailed, in your company's name, who is coming and a half-hour window to expect you in. The screen says Sent with that window, or why not: no email address on file for the site or the customer (the office adds one to the site's contacts), told in the last 20 minutes, or a demonstration company, which emails nobody. It needs signal and is never kept to send later. The job page shows Customer told under that visit.

• A unit on the visit. The readings for that unit. On a call-out, **Fault

and cause: what was wrong, in your own words (common ones are offered), and the cause if you found it. Parts fitted or removed: fitted or removed, what part, make, part number, serial number, and why it came out (failed, upgrade, damaged) or where a fitted part came from (van stock, merchant, the customer's stock). Choosing van stock here records where it came from; the part comes off the van's stock when it is added under materials used with Taken from my van** ticked.

• Read a merchant invoice. Under Parts and materials on an open visit: take a

photo of the merchant's invoice or receipt - it is read on the phone itself, nothing is sent anywhere and the photo is not kept (the first time, the reader is fetched, about 6 MB) - or type or paste its lines into the box. Check the lines shows each part line found: how many, the part number, what it is, and the invoice's number; totals, VAT and the merchant's own details are left out. Change anything misread and untick what is not for this job. Add these to Materials used adds each ticked line as a part used on this visit, matched to your parts list the same way as typing one, with the invoice's number kept against it - a part from the merchant does not come off a van. An engineer sees no costs: the unit cost column is shown, and saved, only for the office, an admin or the owner (a cost on a line of several is never worked out from its total). Nothing is added until that button is pressed; it needs signal.

• Sign off. The engineer's and the customer's signatures, and who was with you.

Hours on site (each of you) is the time each person was there - two people for two hours is four hours of labour; left empty, the time from arriving to signing off is used - or, if your phone noted when you left (below), the time from arriving to leaving.

• Arriving and leaving by your phone — on your own visit, while you are on your way, tick **Record my arrival by itself when

this phone is within 150 m of the site: the phone presses I have arrived on site** for you when it gets there (your phone asks to share its position; the choice is kept on that phone). Once you are on site, with the visit open, the phone notes when it is more than 300 m from the site and says so, and that is when you left. Each is measured again when it reaches PBS Air Con, and nothing is kept if the position is too far out. A site with no position on file takes its postcode's centre.

• Find equipment. Scan a unit's label or type what is on its plate. When what you scan or type

names exactly one unit (its reference or its tag's code) it opens that unit straight away. The office prints the QR tags from the asset register (Print QR labels).

• A unit, on the phone. The same Repeated top-ups warning, Reliability and

Everything on this unit as the office's unit page, with the site's paperwork and the last readings.

• Me. Your own details, My van, Keep my calendar up to date, and signing out.
• Keep my calendar up to date, on Me: Make my calendar link gives a private link your own

calendar (Google, Apple, Outlook) reads by itself - the jobs booked to you, each on its day, with the site, its address and the customer - so a job booked or moved for you turns up there. The link is shown once; add it as a subscribed calendar (the steps are on screen). Calendars read it every few hours on their own schedule. Anyone with the link can see that work, so keep it to yourself; Stop the link (with why) ends it, and making a new one stops the old. An owner or admin sees on the person's page whether it is on and when a calendar last read it, and can stop it. The calendar itself is read at.

• My van. What is on the van you drive, as the office's record has it.
• Outbox. Captures waiting to send; Try sending now when back in signal. Photographs taken

with no signal are kept on the phone like every other capture, and the badge counts them; a field screen opened or reloaded with no signal shows this queue rather than the browser's error page. A photograph bigger than half a megabyte goes in pieces (,): if the signal drops part-way, it is kept and the next try carries on from the last piece that arrived, rather than starting again. Up to 20 MB a photograph.

• Working offline. The part of the app that keeps the engineer's screens working with no signal. It is

not a screen you open.

• Settings home. Your company, logo, people and system checks. Your labour rate (owner or

administrator): what an hour of your engineers' time is charged at; jobs show no total until it is set. (A company's name may not include the word "demo"; that is kept for PBS's own demonstrations.) Logo: upload, replace or remove it. Subscribe monthly or Subscribe yearly (ten months' price for a year): beside the price per engineer and the one-off £199.00 setup fee (taken with the first payment either way - the same price as Pascoe Field Service, of which Air Con is a part) it takes an owner or administrator to Stripe's secure payment page (nothing is charged until you confirm there), or brings you back saying plainly why not. The company is taken from your own sign-in, so nobody can start a subscription for somebody else's company. A company subscribes for its engineers and never for fewer than one. Once Stripe confirms the payment, Settings says Subscribed — active and how many engineers it covers, and offers no second subscription; to stop it, the owner uses Close our account (below). Where payment is not set up, Settings says so instead of offering the button. Weekly email: off until you switch it on; choose the day and up to five addresses, and once a week (early that morning, London time) they get what is due - services overdue or due in the next 14 days, F-gas leak checks due in the next 30 days, call-outs with no visit booked, and how many materials are waiting to be ordered - every line your own record. Send this week's email now sends it straight away; the card says what was sent last, or why not. A demonstration emails nobody but PBS's own test inbox. Remind customers when a service is due: off until you switch it on; choose how many days before a unit's service is due (7 to 56) and, if you like, a line of your own. Each night, every site with a unit due in that time gets one email - to the site's contact with an email, else the customer's - naming those units and their dates, from your company and replying to your company email; once per site for each due date, so it never repeats. A customer you switch off on their page is never written to. Send them now runs the same straight away (only sites due and not yet reminded). The card lists the last reminders tried - when, the site, the units, the due date, to whom, and sent or why not (no email address for the site or the customer, or what the email service answered). Every date is your own next-due date, as Service due shows it; the email claims nothing about the units beyond that. A demonstration emails nobody but PBS's own test inbox.

• Close our account. From Settings, for the owner only (anyone else is told so). **Take everything

out is offered first, at the top. The page says what closing does: the subscription stops renewing - nothing more is billed after the period already paid for, and everything keeps working until that day; anything owed up to that day is still due; after it the company can read everything but not save, as when a payment lapses. Type close our account and press Close our account: every subscription the company holds is told to stop renewing (each read back first - one that is not this company's is refused), and only when every one has stopped is the closure recorded, with the day it closes. The message says that day, or, with no subscription, that there was nothing to stop and nothing is billed; if any could not be stopped it says why, and nothing is recorded. Closing does not delete anything. Once closed, type delete our data to ask for the data to be deleted: the ask is recorded (who, when), and the page says nothing has been deleted - the data is deleted after the account has closed, except the records the law requires us to keep, such as invoices. Both are in Take everything out**.

• System. "Is it working" — the health checks.
• People. Everyone in the company, their role and when they last signed in. In a

demonstration company, Pascoe Business Systems' own support login is listed as PBS Support without its address and is managed by PBS, not from this screen.

• Add someone. You get a one-time set-up link to send them; they choose their own password.
• One person. Change their details and role, Send their invite again, change their

status, or Sign them out everywhere. Staff record (PDF) issues their record: name, job title, role, status, contact details, start date, F-gas certificate and expiry, and their visits in the last 12 months. Staff records are issued, listed and opened only by owners and administrators. Only the owner changes the owner's or an administrator's email, role, status or password (set-up link) or signs them out - an administrator opening the owner sees their details and the sentence that says so, with none of those buttons; anyone may still change their own details. F-gas certificate (, owners and administrators): the reference as on their card and when it expires → Save the certificate; both empty takes it off. It shows beside their name wherever a job is sent to an engineer (in date to, expired, no expiry date, or none on file), and sending a job to someone whose certificate on file is expired, undated or missing says so - the job still moves. It is recorded as you enter it: PBS does not check it with any register or certification body. What … costs an hour (, owners and administrators only - it is close to pay): what an hour of their time costs the company, wages and on-costs, your own figure, and the day it applies from (today unless you change it) → Save the cost; an empty cost means no cost from that day. The card shows the cost today and the last few changes. A job's labour at cost uses the figure on each visit's day, so a change never rewrites an earlier job. Kinds of job (, owners and administrators): tick what they do - Service, PPM, Commissioning, Installation, Repair, Reactive call-out, Remedial, Inspection, Survey → Save the kinds of job. With some ticked, a job of another kind marks them "not set up for... work" in the engineer picker on that job and on the schedule, on the board's card when it is theirs, and when a job is created or moved to them the answer says so - the job still goes (who does the work is your call). None ticked, nothing is said and they are offered for any job. The new-job form's picker cannot mark anyone until the job's kind is saved; the answer after Create does.

• Checklists (owners and administrators). The questions your engineers answer for each unit on a

visit, one checklist per kind of visit, each with how many questions it asks and its version. Change opens one: its name, and each question - what it asks, the kind of answer (Yes / No, a choice, a number, words), its section, for a number its unit and the lowest and highest it may be, for a choice the answers to choose from (one per line), for Yes / No the good answer, a note under it, whether it must be answered, and Take this question off; three blank questions to add new ones; Order sets where each sits. Save as version N - every visit from then on asks the new questions; a visit already done keeps the questions it was asked, and an answer from before still shows as "Last time" for a question that stayed. A question without words, a choice with fewer than two answers or a lowest above the highest is refused in words and nothing is saved.

• Export. Download the whole dataset, the documents, or one table as a spreadsheet.

Brings earlier records in and holds anything doubtful in quarantine, where each item is checked and resolved by hand. An administrative tool, not part of the daily flow.

• Bring your records in (the button on Imported history; owners and administrators). Your

customers, sites and units from one CSV: Download the template for the columns and one made-up example row - one row per unit, carrying its customer and site; a row with no unit brings in just the customer and site. Choose the file (or paste it) and press Check it: nothing is written; it shows how many customers, sites and units it would add and how many are already here, and lists every row it refuses with the row's number and why (no customer or site, a unit type or refrigerant you do not have, a date or number it cannot read). A column the template does not have refuses the whole file, so nothing is dropped silently. Bring them in then takes the same file - if it was changed after the check it says so and writes nothing - re-checks it against your records as they are, and adds them in one go, refused rows left out. A customer is matched by name, a site by its customer and name, and a unit by its serial number or by its site, location, make and model, so bringing the same file in twice adds nothing the second time. A service interval left empty takes the unit type's own, as the New unit form does. Up to 2,000 rows a file.

• A demo link. The link the owner sends somebody who wants to try PBS Air Con. The first time it

is opened on a device it shows its terms - the demonstration is confidential; screenshots, screen recordings, copying and sharing are not permitted; every screen is marked with their name; activity on the link is logged for security - with I agree — open the demo; nothing opens until they agree. Every screen of their copy carries a faint diagonal mark, for example "Demo for Alex · 15 Oct 2026 · Confidential · PBS", which also prints. Text cannot be selected, dragged or copied outside the boxes they type in, the right-click menu is off, and printing prints only "Printing is switched off in this demonstration." - except the one-page quick start. Pressing Print Screen, or the window losing focus (as some snipping tools make it), covers the screen with "Screenshots aren't permitted in this demo." until the window has focus again. A web page cannot actually stop a screenshot or a phone camera - the mark is what traces one back. None of this applies to a paying company's screens. It opens their own trial copy: a made-up air-conditioning company of their own, named after them, with customers, sites, units, jobs and refrigerant records in it. They can add and change anything, and only they see it. Nothing leaves a copy: paying for a plan is switched off, and a password reset sends nothing (a copy opens from its link and has no password).

• A closed demo link. A link that has been paused, switched off or reached its end says so here,

and nothing else; the copy is kept, not deleted.

• Start here. The page a trial copy opens on: five things to try first - look round a site, raise

a job, record a leak check, book a service, print the F-gas record - each with its screen and a How? link to this handbook; Would have sent (anything the copy kept instead of sending); and Your menu. A copy made for a firm of up to 20 people opens with a simple menu - Dashboard, Jobs, Schedule, Customers, Sites, Assets, Refrigerant and Start here, with everything else under More features - and Show every feature in the menu / Back to the simple menu switch it.

• The quick start on one page. The same five steps with this handbook's answer to each,

ready to print or save as a PDF from the browser.

• Demo links. The owner's screen (the demonstration company's owner): make a link (who it is for,

days, devices, size of firm), and per link see its devices (type, browser, approximate place), Pause / Resume, Extend to 14 days from today, change the menu, or Revoke (switch off). Blocked networks lists networks blocked from demo links for 30 days, with Un-block; real accounts are never affected. For each new device the owner is emailed the time, the device, the town and the network provider, a line when the network looks like a VPN or a data centre, and two links - Pause link and Block this network. A link pauses itself if an automated client opens it, if it is used on more devices than it allows, if it asks for addresses no screen uses, or if it is used far faster than a person uses it; the owner is emailed why.

• The owner's one-tap page. Where Pause link / Block this network in that email land: it

says what will happen and does it only when its button is pressed.

• Sign-ups. The same owner's screen for requests made on Create an account: who asked, for which

company and when, with Approve and Refuse. Approving opens the company and lets its owner sign in; refusing keeps the request closed, and nothing is deleted. Each request is emailed to the owner, and the person who asked is emailed the decision; the screen says plainly when that email could not be sent.

It plans and records air-conditioning field work and produces the paperwork for it. It is not an accounts package and it certifies nobody. Refrigerant and F-gas records are only as good as what is entered on site.

Recover access when a password is forgotten. Single-use, time-limited, and you set your own new password.

• Forgot password. Enter your email. A signed-in owner or administrator is shown a one-time

reset link on screen to hand over. Otherwise we email you a reset link, which brings you back here to Set a new password; the screen says the request was made, and says plainly if the send failed (nothing is ever claimed "on its way" that did not go). If nothing arrives, an administrator can issue a link.

• Set a new password. Reached from a one-time link; enter and confirm your new password. The

link expires within the hour and works once; setting a password ends your other sessions. A link that has expired or already been used is refused before you type anything, and you are shown the request screen to ask for a new one.

Checked against the live app at aircon.pascoesystems.co.uk on 17 October 2026.