Pool Property Workflow

Preparation & Tenant Walkthrough Guide for Field Techs

Overview

Properties with pools require additional preparation before a tenant walkthrough. The goal is to ensure the tenant fully understands what is covered under the lease, what their responsibilities are, and exactly what recurring maintenance is already in place, so there are no surprises after move-in.

Step 1: Review the Pool Addendum in the Lease

Before the walkthrough, pull the lease and locate the Pool Addendum. Read it thoroughly and note the following:

Owner/Management Responsibilities

What pool maintenance costs are covered (e.g., weekly service, chemicals, equipment checks) and at whose expense (tenant or owner)
What the recurring maintenance service includes specifically

Tenant Responsibilities

Day-to-day upkeep expectations (e.g., skimming debris, maintaining water level, not adding unauthorized chemicals)
What the tenant will be held liable for if neglected
Consequences outlined in the addendum for tenant negligence or misuse

Write a plain-language summary of both sides so you can communicate it clearly to the tenant during the walkthrough without reading directly from the document.

Step 2: Pull Recurring Work Orders for the Property

Log in to the maintenance system and search for recurring work orders tied to the property. Look specifically for the pool maintenance recurring order and note:

The name of the pool service vendor
How often they visit (e.g., weekly, bi-weekly)
Exactly what is performed each visit (e.g., chemical balancing, brushing walls, emptying baskets, equipment inspection)
Any seasonal or add-on services included

Add this information to your walkthrough notes so you can give the tenant a clear, specific picture of what is already being taken care of on their behalf, and on what schedule.

Step 3: Prepare Your Walkthrough Notes

Before arriving at the property, your notes should include:

Summary of owner vs. tenant responsibilities per the pool addendum
Vendor name and visit frequency from the recurring work order
Specific services included in each maintenance visit
Any current pool-related maintenance items open or recently completed
A note on how the tenant should report pool issues (e.g., through the tenant portal, contacting the MC directly)

Step 4: At the Walkthrough

Walk the tenant through the following:

Communicate the maintenance schedule so they know when to expect the vendor on the property
Clearly explain their day-to-day responsibilities and what to avoid (unauthorized chemicals, running equipment dry, leaving the gate unsecured, etc.)
Let them know how to report a pool issue
Take photos of the pool and equipment condition at the time of the walkthrough for your records

Example Notes to Go Over With Tenant:

**Important Note: These notes will vary greatly depending on the lease, property, etc., and should never be lifted or copied verbatim. Please use only as an example**

Tenant Responsibilities

These are the day-to-day upkeep tasks the tenant is expected to handle on their own:

Water level: Keep the pool and spa at proper water height at all times
Skimmers and pool sweeps: Empty and clean these at least once a week, or more often if needed (e.g., after heavy wind or debris)
Equipment operation: Operate pool equipment properly (don't run the pump dry, follow normal operating procedures)
Freeze prevention: Take necessary precautions to protect pipes, equipment, and pool water from freezing during cold weather

Landlord/Owner Responsibilities

Everything beyond the above is the owner's responsibility and covered at the owner's expense:

Periodic vacuuming of the pool
Application of appropriate chemicals
General equipment maintenance

This is what your recurring work order should reflect — pull that order to confirm the vendor is covering all three of these items so you can speak to it specifically during the walkthrough.

Tenant's Access Obligation

The tenant is required to:

Allow the landlord and their contractors reasonable access to the pool and spa for maintenance visits
Remove any pets from the yard at appropriate times when the vendor is scheduled to be there

If the tenant has any questions about their responsibilities:

Direct them to submit questions through the tenant portal so there's a written record
Have them contact the MC for anything maintenance or equipment-related
For something simple and visual like water level, you or the MC could provide a quick reference at move-in (e.g., "water should sit between the midpoint of the skimmer opening")