The client portal
What an HOA, contractor, property manager or commercial site sees, and how they use it.
Business customers get a portal called Your backflow records. It shows their sites, the tests at each site, the reports and proof of filing, and the documents they keep there.
How a business customer asks for a quote
They open your request form (see HOAs, contractors and commercial sites) and go through it one question at a time:
- Who's the work for? They pick the kind of customer. This step is skipped when the link already names the kind. If you also take homeowners, they see It's my home — book a test.
- The site. Its name, street address, city, state and ZIP. An HOA can say roughly how many homes it has.
- Tell us what you need. The questions for their kind, such as the type of property, how many assemblies, or the due date on a district notice.
- How do we reach you? Their name, phone, email and any notes.
- They click Send and open my portal.
They see Check your email, with a sign-in link sent to their address. No payment is taken.
How a customer signs in
They tap the link in the email. Sign-in links work once, for a few minutes. To get a new one, they go to the sign-in page, enter their email and choose Magic link.
Before you confirm the account
Until you confirm the account, the portal says you have their request and will be in touch with a quote. They can:
- see the site they typed,
- upload documents,
- set their testing season.
They can't see any test records yet, because you can't put households under an unconfirmed account's sites.
Sites
Each site card shows the address and how many units have been tested. Click a card to show only that site's tests and documents. Click it again to show everything.
If you sold the site tests, the card shows N tests left. If a batch isn't paid yet, the card shows a link to pay for it.
How a customer books units
- On the site card, click Book units.
- For each unit, enter the unit if known and pick the Assembly (or Not sure).
- Click Another unit to add more, up to the tests left.
- Optional: pick A day that suits, and add access notes, gate codes or who to call.
- Click Book N units.
Each unit uses one test. The day is a request: your office schedules it. You get an email that the units were booked. When a site has no tests left, the card says to ask you for more.
Booked tests and their stages
| Stage | Meaning |
|---|---|
| Ordered | Booked, not on the schedule yet. |
| Scheduled | Has a day and a tester. |
| Tested | The tester has done the test. |
| Report ready | The report is made. |
| Submitted | Filed with the water district. |
| Cancelled | The job was cancelled. |
Coming up lists other open visits at their sites.
Testing season
A customer can narrow the testing season for their sites, for example when an HOA turns its water on late. Their season must fall inside yours. Units can be booked only on days inside both.
Test records
The Test records tab lists every test at their sites: the date, assembly, serial, Passed or Failed, and when it was filed with the district. They can search by unit, address or serial, open the Report, and Export CSV.
Documents
On the Documents tab, they can upload old test reports, invoices, district letters and photos of tags. PDFs, photos, Word and Excel files are accepted, up to 25 MB each.
Each upload is read and filed by type, site, unit, date and serial. If it can't be read, it waits for a person to file it. Click the pencil to change how a document is filed.
- Open opens the file.
- Share copies a link that works for 7 days, for anyone who has it.
- The bin deletes the document for everyone on the account. This can't be undone.
- Export list downloads the list as a CSV file.