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TOS

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How To Guides

Everything you need to get the most out of TOS Field Tag Platform. If you need additional help, contact us.

01

Adding Your First Client

  1. Click Clients in the navigation bar.
  2. Click the + Add Client button in the top right.
  3. Enter the client name and start typing the address — Google Places will suggest and autofill the full address automatically.
  4. Enter the contact name and phone number.
  5. Click Save Client. The client will appear in your clients list.
02

Registering a Unit

  1. Click Units in the navigation bar.
  2. Click the + Add Unit button in the top right.
  3. Select the client this unit belongs to from the dropdown.
  4. Enter the brand, model, serial number, and location description.
  5. Select the refrigerant type if known.
  6. If this unit is a secondary unit (e.g. an air handler linked to a condenser), select the primary unit from the Linked Primary Unit dropdown.
  7. Click Register Unit. A permanent NFC tag URL is generated automatically.
  8. Copy the tag URL and program it onto your NFC tag using any NFC writing app.
03

Linking Units (Condenser + Air Handlers)

  1. Register the condenser first — this becomes the primary unit.
  2. Register each air handler or blower as a separate unit.
  3. When registering or editing an air handler, select the condenser from the Linked Primary Unit dropdown.
  4. Repeat for every air handler in the system — one condenser can link to multiple units.
  5. When a tech scans the condenser tag, all linked air handlers will appear on the scan page.
  6. When a tech scans an air handler tag, the primary condenser will appear at the top.
  7. Each unit still has its own individual service history.
04

Logging a Service Visit

  1. Click Log Visit in the navigation bar.
  2. Select the client and then the unit from the dropdowns.
  3. Choose the job type and confirm the visit date.
  4. Fill in the Complaint, Cause, and Correction fields — this is the Triple C diagnostic framework.
  5. Set the job status and add a next PM date if applicable.
  6. Select the technician and optionally an apprentice.
  7. Select the refrigerant type used during this visit if applicable.
  8. Click Save Visit. The record will appear in that unit's service history immediately.
05

Using the Technician Portal

  1. Go to Technicians in the navigation bar.
  2. Click PASSCODE next to a technician to generate a 6-digit access code.
  3. Share the code with the technician — it expires in 24 hours.
  4. The technician logs in at app.tosfield.com/tech/login using their email and the access code.
  5. Once logged in, their session lasts 8 hours.
  6. Technicians can log visits, add units, and view their own service history.
  7. Senior technicians can also add new clients.
  8. To extend a session, click EXTEND on the technician's card and choose +2, +4, or +8 hours.
  9. To pause access temporarily, click PAUSE — their session ends immediately.
  10. Deleting a technician removes their access instantly and permanently.
06

Running Reports

  1. Click Reports in the navigation bar.
  2. Set any combination of filters — keyword search, brand, model, job type, job status, refrigerant type, technician, and date range.
  3. Click Run Search to see results.
  4. Toggle between Visits view and Units view using the buttons on the right.
  5. Visits view shows every service record matching your filters with full diagnostic details.
  6. Units view shows every unit matching your filters with visit count and last visit summary.
  7. The stats bar shows total results, unique units, and unique clients for every search.
  8. Click Clear All to reset all filters and start a new search.
07

Viewing Service History

  1. Click Units in the navigation bar.
  2. Find the unit you want to review.
  3. Click the History button on that unit's row.
  4. All service visits for that unit will be listed newest first.
08

Editing a Service Record

  1. Go to the unit's visit history.
  2. Find the record you want to edit.
  3. Click the Edit button on the right side of that record.
  4. Update any fields and click Save Changes.
  5. You will be returned to the visit history automatically.
09

Managing Your Technicians

  1. Click Technicians in the navigation bar.
  2. Click + Add Tech to add a new technician.
  3. Enter their name, title, email, phone, and role.
  4. Roles: Technician (standard access), Senior (can also add clients), Apprentice.
  5. Click Save. The technician will appear in the tech dropdown when logging visits.
  6. Use the Edit, Pause, and Delete buttons to manage existing technicians.
10

What Customers See When They Scan

  1. When a customer scans the NFC tag, their phone opens the public scan page.
  2. No app download is required. It opens in their browser automatically.
  3. They will see the equipment details, refrigerant type, full service history, technician names, and a Call Now button.
  4. If the unit is linked to other units, those will appear as clickable links on the scan page.
  5. The scan page is always up to date. Any visit you log appears immediately.
11

Replacing a Damaged Tag

  1. Go to Units and find the affected unit.
  2. Click Copy Tag URL to copy the existing tag URL.
  3. Program a new physical NFC tag with that same URL using any NFC writing app.
  4. All service history is preserved automatically since the data lives in TOS, not on the tag.
12

Editing a Client Address with Autocomplete

  1. Click Clients in the navigation bar.
  2. Find the client and click Edit.
  3. Click into the Address field and start typing.
  4. Google Places will suggest matching addresses — select the correct one to autofill.
  5. Click Save Changes.
13

Managing Your Subscription

  1. Click Billing in the navigation bar.
  2. Your current plan and status are shown at the top.
  3. To upgrade, downgrade, update your payment method, or cancel, click Manage Billing.
  4. You will be taken to the Stripe billing portal where all changes take effect immediately.

Still need help?

Our support team is available to help with any questions about your account, billing, or NFC tags.

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