ProTag Features
Equipment records, feed chains, maintenance schedules, inspection readings, refrigerant leak records, branded site reports, replacement proposals, printable QR labels and a branded customer request portal.
The scan
| Who scans | What they get |
|---|---|
| Homeowner, office or property manager | Your branded service page, one tap to call, a request form that already knows the equipment and address |
| Someone in the room, on a thermostat tag | The same request page, naming their room and site. The request lands on the unit that serves it |
| Your technician, signed in | Nameplate, specs, feed chain, full service history with photos and readings, open requests |
| Anyone, on a blank tag | Technicians get your branded setup screen. Customers are told it is not in service yet |
Equipment records
- 23 categories across HVAC, electrical, refrigeration, plumbing and appliance work, each with the spec fields that matter for that kind of unit.
- Snap the nameplate: take a photo and ProTag fills in make, model, serial, category and specs, marking each field it read so the tech can check it before saving. Unlimited on Pro and up, 5 a month on Starter.
- Make, model and serial, plus free-form specs for anything the preset does not cover.
- Feed chain: every unit records what feeds it, so a tech knows which disconnect and breaker feed an RTU before going up on the roof.
- Areas: a room or zone the way the people there know it (“Back office and break room”), linked to the units that serve it.
- Install date, warranty end date and what the warranty covers.
Service history
- Every visit with notes, photos and the name of the tech who did the work.
- Inspection readings for the category: superheat, subcooling and amps on an RTU; voltage and current per phase on a panel; CO and gas pressure on a furnace. Each number shows how it changed since the last visit, and failed checks come first, in red.
- Change the reading list for any category to match how your shop does a PM, and add a one-off reading on any visit.
- Optional cost per visit, for parts and labor.
- Visits can be corrected, never quietly: every edit keeps the version it replaced, and deleted visits can be restored.
Maintenance and warranties
- Put a unit on a schedule, from monthly to every two years.
- The due list shows what is overdue or coming up, grouped by site, plus warranties ending in the next 90 days.
- A visit only counts as the scheduled maintenance when the tech says so, so a repair call never quietly pushes the next PM back.
- Available on every plan.
Refrigerant tracking
- Full charge on each unit, and refrigerant added and recovered on each visit.
- Leak found, leak repaired with its initial verification, and follow-up verification.
- Leak rate worked out the way EPA’s leak repair rule describes, with units over their trigger flagged and the repair and verification deadlines shown.
- Excel export per unit or per site, laid out for the rule’s recordkeeping list.
- Available on every plan. More on refrigerant tracking.
Reports and replacement planning
- Site equipment report: a branded PDF for the building owner. What needs attention first, then what to budget for replacing, then a card for every unit. Pro and up; Starter gets a preview copy.
- Replacement planning: every unit is marked Plan to replace, Watch or Healthy, with plain reasons: age against a typical life, repair calls in the last year, repair spend against the cost to replace, warranty status. No made-up scores. Pro and up.
- Replacement proposals: send the customer a one-page proposal from the unit. They open it on their phone and tap Approve or Call me. An approval puts a service request in your queue. Pro and up.
Tags and labels
- Bulk generation: create up to 500 tags at a time.
- Blank stock rides in the truck and gets assigned in the field.
- Staged tags can be earmarked for one customer site before you get there.
- Reassign a tag when equipment is replaced, or when one went on the wrong unit. Both sides are handled: the old unit is left visibly untagged, and a tag displaced from the destination returns to stock.
- Retire a tag when the sticker is destroyed, and scans stop resolving.
- Printable sheets for 2 inch (Avery 22806) and 1.5 inch (Avery 22805) square label stock, on every plan.
- Every label carries the tag ID and the portal address, so a scuffed sticker can still be keyed in by hand.
- Thermal printer labels in three sizes on Commercial Fleet.
For the field
- Mobile first, with large tap targets and a dark mode that suits a mechanical room.
- Passkey sign-in: face, fingerprint or the phone’s own unlock. No texted code to wait on, and every logged visit is tied to a named tech.
- Optional two-step verification with an authenticator app for anyone who signs in with a password.
- In-app QR scanning where the browser supports it, plus hand-keyed tag IDs for when a sticker is damaged.
- Photos downscaled in the browser before upload, for weak signal.
For the office
- Dispatch view of open requests, each with equipment, site and callback number attached.
- Log calls and emails as requests against the unit or area, marked by how they came in. Urgent requests go to the top.
- Request states move from open to in progress to resolved, and logging a visit can close them automatically.
- Site records hold access notes, gate codes and the site contact.
- Your company branding on every customer-facing page, printed label and report.
Tag your first site today
Create your account, print your first tags, and stick one on real equipment in the next ten minutes.