Pool Chemical Log Sheet: What to Record at Every Stop

A chemical log is a simple record: what the water tested at, what you added, and what you saw. It protects you if a customer says the pool was green last week, and it helps you spot a pool that keeps drifting. You do not need anything fancy to keep one.

You can download the free pool chemical log CSV and use it in Google Sheets or Excel. The two example rows are labeled sample, so delete them first.

What to record at each visit

One row per visit. The columns in the CSV are:

• date and customer, so you can find it later.
• fc_ppm, free chlorine.
• ph.
• ta_ppm, total alkalinity.
• cya_ppm, cyanuric acid (stabilizer).
• ch_ppm, calcium hardness.
• salt_ppm, only for salt pools. Leave it blank otherwise.
• chemical_added, amount, unit, what went in and how much.
• tech_notes, anything you saw, such as cloudy water, a full skimmer basket, or algae on the steps.

If you add more than one chemical at a stop, use a second row for the same date, or put the additions in the notes. Pick one and be consistent.

Typical ranges to compare against

These are common target ranges that many operators use as a starting point for residential pools. Your pool type, equipment manufacturer, and local rules may call for different numbers, so treat this as a reference and not a rule.

Reading	Typical range
Free chlorine (FC)	1 to 5 ppm
pH	7.2 to 7.8
Total alkalinity (TA)	60 to 120 ppm
Cyanuric acid (CYA)	30 to 80 ppm
Calcium hardness (CH)	200 to 400 ppm
Salt	2700 to 3400 ppm

Salt targets depend on the salt cell. Check the manual for the unit on that pool.

Flag the readings that are off

A log is only useful if you notice the problem rows. On a spreadsheet, add conditional formatting: a cell that falls below the low end of its range turns one color, above the high end turns another. Then a quick scroll shows you which pools are drifting. Do the same for each column, using the ranges you trust.

Patterns matter more than one reading. If the pH on one pool climbs every week, that tells you something about the pool, and the log is how you see it.

Safety and rules

This guide does not tell you how much of anything to add. Follow the product label every time, and use the amounts the label gives for the size of the pool. Never mix chemicals together, and keep each in its original container. Commercial and public pools are governed by local health codes, which may require specific testing, records, and ranges. If you service one, check with your local health department about what you must keep.

Be consistent about units

Pick one unit per chemical and stick to it, such as cups, ounces, pounds, or gallons, and write exactly what the product label uses. A log that mixes "1 scoop" and "8 oz" for the same product cannot be added up later. If you use a test kit or strips that give different scales, note which one you used, because readings from different methods do not always match.

Keep the log separate from the route sheet

Your route sheet answers where to go and how to get in. The chemical log answers what happened when you got there. Two different jobs, two different files. If you ever need to look back at one customer, you can filter the log by name and see the whole history in a minute.

What the log is good for

• Backing up a conversation with a customer about what you did on a given day.
• Spotting pools that use more chemical than others, which feeds into what you charge for them.
• Handing a route to a substitute with a record they can read.
• Itemizing chemical charges when you build an invoice.

When the sheet gets in the way

Typing readings into a spreadsheet cell by cell on a phone is slow. Many techs end up writing on paper and typing later, which means doing the job twice.

PoolServiceBook has a visit log on the phone where you enter FC, pH, TA, CYA, calcium hardness, and salt, and it marks each reading low, ok, or high against the ranges above. It also records chemicals added per stop and can email a service report to the homeowner afterward. There is a 14-day free trial, no card, at the signup page.