How is pest control data structured and managed in the program?

The program manages pest control-related data in a hierarchical structure to ensure a transparent and logical system. Understanding this hierarchy is crucial for effective use.

The program is structured into the following levels:

  1. Site: This is the highest-level unit, representing a specific client or geographical location (e.g., a factory, an office building). Here, you can record general data and environmental risks. You have the option to clone an entire site, including all its areas and their assessments, to speed up the process of adding similar units.
    • Important: The main documents, such as the Risk Assessment Report and the IPM Program, are always generated at the site level.
  2. Area (Location): Within a site, you can create several distinct areas or locations (e.g., warehouse, production hall, office). For each area, you can record detailed data (risk category, potential pests, installed devices, etc.). You can also clone individual areas within a site, which is ideal for quickly recording similar types of rooms.
  3. Assessment: This is the most frequently used level of data recording. An assessment represents a specific evaluation of a potential or detected pest threat in a given area at a specific time (pest, threat type, probability, severity, measures). Regular recording of assessments forms the basis for later analysis.

Summarizing the workflow:

  1. First, you create the Site.
  2. Within the site, you define the Areas.
  3. You regularly record Assessments in these areas.
  4. You generate reports at the site level. If you choose the **AI-based option** (Risk Assessment or IPM Program), you are **required to review and validate** the proposal generated by the system in an editor window. The authenticated documents are placed on the **Documents** page.

This structure ensures that all data is recorded in the appropriate context, and the reports always reflect the complete picture of the pest risk situation for the given site.

What is the “Documents” page and why is it important?

The “Documents” page is a secure, central repository within the application used for storing the AI-supported documents you have generated and validated.

Its main purpose is to provide long-term, secure archiving and to ensure regulatory compliance (e.g., with the EU AI Act). Every document saved here is treated as strictly confidential and is retained for 5 years.

How do I use the “Documents” page?

On the “Documents” page, you can easily manage and retrieve your previously authenticated documents. The interface provides the following options:

  • Search: By typing in the search box, you can quickly find a document by its name or unique ID.
  • Filter by type: In the “Document Type” dropdown menu, you can choose to view only Risk Assessments or only IPM Programs.
  • Sort: Using the “Sort By” menu, you can sort the list by the newest or oldest documents.

The list displays the most important information for each document: its name and ID, type, size, creation and expiration dates, and the name of the professional who validated it. You can re-download the authenticated PDF file at any time using the “Download” button.

What technology powers the AI analyses?

The artificial intelligence features available in the application are powered by Google’s state-of-the-art language models, from the Gemini family. The connection is established via a secure, encrypted API (Application Programming Interface).

Data Security and Confidentiality

According to the official data handling policies of the technology provider, Google, the data used for report generation (site, area, and assessment data) is used by the system exclusively for the time it takes to process the request and generate the response.

Your data is not used to train Google’s models and is not stored in Google’s systems after processing. This guarantees the confidentiality and security of your business data.

What global settings can I specify?

In the “Settings” panel—which you can access via the gear icon on the interface—you can specify global data that will appear as your or your company’s default information on generated reports and documents. These settings are saved at the user level.

You can record the following data:

  • Company Name: The official name of your company or business.
  • Company Address: The address of the company’s headquarters or main office.
  • Professional’s Name: Your name as the professional authenticating the documents.
  • License Number: The number that certifies your authorization to perform the activity.
  • Contact Email: An email address for contact purposes.
  • Logo: Your company’s logo, which appears in the header of PDF documents.
  • Brand Color: A color that will be used as an accent in the generated documents.
Why is it crucial to fill in the “Professional’s Name” field?

This data is of the utmost importance when authenticating documents. In addition to appearing on reports, this name is placed on the authentication stamp of all AI-based documents (Risk Assessment, IPM Program) that you validate. The validation stamp uses your name to certify professional accountability.

If you leave this field empty, the system will use your login email address on the stamp.

How do I create a new site?

To create a new site, find the “New Site” button in the Sites view. In the form that appears, enter the site’s basic data (name, description, company info) and evaluate the environmental risks (water sources, green areas, neighbors, waste management) on a scale of 1 to 3.

How can I clone an existing site?

The cloning feature can save you significant time. Cloning a site creates a complete copy of it, including all areas and all of their previous assessments.

Important: The date of the copied risk assessments will automatically be updated to the day of the cloning. The new site and its data are completely independent of the original.

How do I create a new area?

To create a new area (location), first select the parent site, then click the “New Area” button in the “Areas” view. In the form that appears, you can record all important area data, such as risk category, potential pests, installed devices, pesticidal procedures, and on-site risks.

How can I clone an existing area?

If a site has several identical or very similar areas (e.g., identical offices, warehouse aisles), the cloning feature allows you to create copies of them quickly. Cloning an area copies all of its settings: risk category, potential pests, installed devices, and specified pesticidal procedures.

How do I create a new risk assessment?

To create a new risk assessment, navigate to the desired area, then click the “New Assessment” button in the “Assessments” view. In the form that appears, specify the pest, the threat type, rate the probability and severity (the system calculates the risk level automatically), and record the necessary measures.

Professional Tip: In the “Measures” field, clearly distinguish between existing controls and future proposals (e.g., “Proposed: …” or “Existing: …”). This is crucial for the accuracy of AI-generated reports.

How do I export a risk assessment report?

You can create a report by clicking the “Risk Assessment Export” button for a site. You can choose a raw data export (CSV, XLSX) or a professional PDF document. For PDF, you can request a “Data only” or “Data + AI Analysis” option. After choosing the AI option, you are required to review and validate the generated text in an editor window.

How can I generate a Program?

The Program is a comprehensive, artificial intelligence (AI) supported strategic document. You can start the generation by clicking the “Program” button on the site.

The artificial intelligence uses all relevant data recorded for the site, including the site’s environmental and basic data, the detailed data of all its locations, and the most recent (maximum of 30) surveys related to the locations. The more accurate and detailed the data recording is, the more customized the program proposal the AI will create.

The generated text proposal must be professionally reviewed, modified, and validated in an editor window before the final, certified PDF document is created.