CarpetBossPro Blog — Tech App

Access Notes for Carpet Techs: Pets, Gate Codes, Where to Park the Van and Where to Run the Hose

Every carpet tech has a story about the setup that went wrong. The van parked on the wrong side, the hose came up thirty feet short of the master bedroom, and the cat slipped out the door that was propped open for the hose. Access notes are how a carpet company stops repeating those stories. They tell the tech how to get in, where to set up and what to watch for, before anything comes off the van.

Access Belongs on the Job

Carpet type and method are covered in Carpet Type and Cleaning Method on the Job Card: Knowing Berber From Plush Before You Walk In. Access notes sit on the same job card, right where the tech reads them in the van.

In CarpetBossPro, access notes are part of the carpet job details, along with the rooms and add-ons. Because a new job at a home fills in from that home's last job, the access notes follow the house. A customer cleaned once a year shows the same parking and hose notes next year without anyone digging up an old text.

The four things carpet techs need most are pets, gate codes, where to park the van and where to run the hose.

Pets

Pets matter more on a carpet job than almost anywhere else, because the front door is often open for the hose. A good pet note answers:

• What pets? “Two indoor cats, one dog.”
• Where will they be? “Dog crated in the laundry room. Cats usually under the bed.”
• Can they get out? “Cats are indoor only. Keep the bedroom doors shut while the front door is open.”
• What about the add-on? If pet odor treatment is on the job, the note might say which room the accidents are in.

The night-before reminder and on-the-way text help here too. A customer who knows the van is coming can put the pets away before the tech arrives.

Gate Codes

Gated communities, apartment complexes and back gates all slow a carpet van down. A gate code note should say which gate, what code and anything unusual:

• “Community gate: vendor code at the call box, then left at the pool.”
• “Side gate to the basement walkout, latch on the inside.”
• “Building door code in the notes. Elevator to the third floor.”

Gate codes on the job are only shown to techs signed in with their personal PIN. That is safer than a printed sheet on the dashboard or a group text that every former employee still has.

Where to Park the Van

For a truck-mount, where the van sits decides the whole setup. A parking note saves the tech from guessing and moving the van twice:

• “Back into the driveway on the right. Left side is the neighbor's.”
• “HOA does not allow vans in driveways. Park on the street in front.”
• “Townhouse is at the back of the lot. Park in the guest spaces by the mailboxes.”
• “Office: use the loading area behind the building after 6pm.”

Where to Run the Hose

The hose route is the access note techs value most once they have one. It tells them how the hose gets from the van to the farthest room without damaging anything or leaving a door open that should stay shut:

• “Hose through the garage and the laundry room door. Customer will open the garage.”
• “Front door, then straight up the stairs. Protect the stair rail corner.”
• “Long run to the back bedroom. Bring the extra hose section.”
• “Apartment: hose through the window by the patio, not the front door. Cats.”

A note like the last one ties pets and hose together, which is exactly the kind of detail that only gets learned once if it is written down.

Keeping Access Notes Current

Access changes. A new dog, a new gate code, a fence that went up since last year. When a tech finds something different, they write it in the job notes. The office updates the job's access notes so the next visit has it right. Those job notes also show up as past notes on future visits, covered in Past Notes on the Phone: What the Last Carpet Tech Learned at This House.

When access fails completely, such as a gate code that does not work or nowhere to park within reach of the hose, the tech taps Skip and writes why. The office texts the customer and reschedules. That process is covered in Start, Skip, Complete: The Three Buttons That Run a Carpet Cleaning Day. To see access notes alongside everything else the tech sees, visit the CarpetBossPro carpet cleaning app page.