Opening staff complete a phone checklist covering exits, the defibrillator, sauna temperature, and pool chlorine and pH. Out-of-range readings alert the duty manager on WhatsApp with corrective steps, unfinished checklists escalate at 6:15 AM, and a monthly PDF log is ready for inspection.
Typical results
Under 1 min
From out-of-range reading to duty manager alert
6:15 AM
Escalation if a checklist isn't finished
100%
Of checks time-stamped for inspection
Figures reflect typical results for this kind of automation.
The challenge
Opening checks at both clubs are written on paper sheets at reception: exits, the defibrillator, sauna temperature, and pool chlorine and pH. A bad reading is noticed only when a manager reads the sheet hours later, missed checks go unseen, and before an inspection someone spends an afternoon finding and filing a month of pages.
Before and after
Late or missed opening checks per month
−88%Minutes from bad pool reading to corrective action
−88%Manager hours per week on paper logs
−89%The automation
Before the doors open, staff complete a phone checklist covering emergency exits, defibrillator status, sauna temperature, and pool chlorine and pH readings. Any reading outside its safe range, such as pH below 7.2 or above 7.8, sends a WhatsApp alert to the duty manager with the corrective steps. A checklist not finished by 6:15 AM escalates to the area manager. Every entry is time-stamped, and a monthly PDF log is generated for the health inspector.
How it works
- 01
Phone checklist at opening
Opening staff work through a phone checklist: emergency exits, defibrillator status, sauna temperature, and pool chlorine and pH.
- 02
Readings checked against limits
Each reading is compared with its safe range, such as pH between 7.2 and 7.8, as soon as it is entered.
- 03
Alert with corrective steps
An out-of-range reading sends a WhatsApp alert to the duty manager with the value and the corrective steps.
- 04
Escalation at 6:15 AM
If the checklist isn't finished by 6:15 AM, the area manager is alerted with the site and the missing items.
- 05
Monthly inspection log
Every entry is time-stamped, and a monthly PDF log per site is ready for the health inspector.
Starts from
- Opening checklist on phone
- Pool and sauna readings
Delivers
- WhatsApp alert to manager
- 6:15 AM escalation
- Monthly inspection PDF log
The impact
Late or missed opening checks fall from about 8 a month to 1, and a bad pool reading reaches the duty manager within a minute instead of hours later. Managers save around 4 hours a week of paper logs and filing, and each site has a complete, time-stamped record ready for inspection.
Questions about this automation
Can the safe ranges and checklist items be changed?
Yes. Each site has its own checklist and limits in a settings sheet, for example free chlorine between 1 and 3 ppm, pH between 7.2 and 7.8 and a sauna temperature cap. Items can be added for a new spa pool or seasonal equipment without rebuilding the flow.
What happens after the duty manager gets an alert?
The alert lists the reading, the corrective steps and a link to log the action taken. A follow-up reading is requested after the treatment time, and if it is still out of range the area manager is alerted too. Both readings and the action appear in the monthly log.
Can one site go live before the other?
Yes, and that is the usual path. Each site needs staff phones or a shared tablet at reception, a WhatsApp Business number for alerts and a Google Sheets or database log. The checklist runs as a mobile form, and Make handles the checks, alerts and PDF reports. This is a multi-step build, usually rolled out in stages.