Help – IPM Program

The Integrated Pest Management (IPM) Program is a comprehensive, AI-supported document that details the pest management strategy for a selected site. The generation process consists of several steps where you can set up the document’s foundation before the AI generates the dynamic, analytical parts.

Generation steps:

1. Navigate to the “Sites” view and select the site for which you want to create an IPM Program.
2. Click on the “Program” icon/button for the respective site.
3. A configuration window will open. Here, you can customize two main content sections before the AI starts working:
   • Introductory Text (Global): Use the “Modify Introduction” button to edit the general introduction for your programs. This text will appear at the beginning of every generated program. The changes will be saved to your account.
   • Static Content (Site-specific, Sections 6-9): Here, you can edit standard sections such as the annual review, documentation requirements, and responsibilities. This content is saved for the specific site and only needs to be set up once.

   The AI Assistant is available in both editor windows to help you refine the text.

4. Once you are satisfied with the introduction and static content, click the “Generate Program” button. The AI will then process the site’s data to create the analytical sections (1-5). This action costs 1 AI credit.
5. After generation, you will see the complete program in a validation window – which combines your set introduction, the AI-generated analysis (sections 1-5), and the site-specific static content (sections 6-9). The process is only complete after your professional review and approval of the entire document.

The IPM Program consists of three complementary parts, managed at different levels in the system:

• Introductory Text (Global Template): This is a general, editable introduction that appears at the beginning of every generated IPM Program, regardless of the site. It is saved globally to your account.
• Static Content (Site-specific, Sections 6-9): These are standard, reusable sections, including the annual review schedule, documentation requirements, responsibilities, and emergency protocols. You configure these in the program generation window, and they are saved for the specific site. The system provides a default template, but you are free to customize it, even with the help of the AI Assistant. This content serves as the formal framework of the program.
• AI-generated Content (Analytical, Sections 1-5): The AI creates these sections based on the specific data of the site, including the risk assessment summary, prevention strategy, description of the monitoring system, and site-specific pest management. You review and edit this content in the final validation window.

During the IPM Program creation process, a built-in AI Assistant is available in every editor window (Introduction, Static Content, Validation Window) to help you refine, correct, or rephrase your texts.

How does the AI Assistant work?

When you are working in a text field, a discreet AI icon appears within the editor interface. You can summon the assistant by clicking on it.

1. Requesting Help: Click the AI icon. A small window will appear where the AI offers three quick, context-aware suggestions (e.g., “Fix grammatical errors,” “Rephrase for better clarity”).
2. Giving a Command:
   • Choose one of the suggested buttons, OR
   • Click the “Other…” button and enter your own custom instruction (e.g., “Rewrite in a more professional tone,” “Make it shorter and more concise”).
3. Executing the Modification: After selecting or typing a command, the AI processes the request and modifies the current text in the editor accordingly. Important: This action costs 1 AI credit.
4. Review and Acceptance: The AI-modified text immediately appears in the editor. Please always read through and carefully check the result! You are responsible for the accuracy of the content.

What is the cost of using the AI Assistant? Are there limits?

The use of the AI Assistant is based on a credit system to ensure the quality and availability of the service for all our users.

• Requesting Suggestions (Free): When you open the AI Assistant, the first step – loading the quick suggestions – does not cost any credits. You can use this free of charge to explore the possibilities.
• Modifying Text (1 credit): When you have the text modified with a specific command (either by choosing a button or typing a custom instruction), it deducts 1 AI credit from your daily limit.
• Daily Limit: Every user has a daily credit limit. If you reach this limit, you will not be able to modify more text with the AI that day, but the limit will be refilled the next day.

What kind of commands can I give to the AI?

The AI Assistant is flexible, but for the best results, it’s worth giving clear, specific instructions. The assistant has been configured as a pest control and documentation expert, so it gives the best answers to requests of this nature.

Good examples of commands:

• “Correct all grammatical and spelling errors.”
• “Rewrite this paragraph to have a more professional tone.”
• “Make this text shorter and easier to understand.”
• “Expand this section with preventive measures against rodents.”
• “Translate this text to English.”

Important note on operation: Although you refer to a specific paragraph or section in your command, the system technically always sends the entire text for analysis. The AI is advanced enough to identify the appropriate text part based on the command, modify only that, and then return the complete, updated text. The result will therefore be a targeted modification within the full document.

Feel free to experiment with custom commands via the “Other…” option to get the most out of the assistant!

After the AI has generated the analytical parts of the program, the system displays the entire document in a final editor and validation window. This shows the introduction you set, the AI-generated analysis (sections 1-5), and the site-specific static content (sections 6-9) together. You can also use the AI Assistant in this view for further text refinement.

It is your professional responsibility and duty to carefully read the entire content and, using the built-in editor (with or without the AI Assistant’s help), modify it to comply with reality, local regulations, industry standards (e.g., IFS, BRCGS), and your own professional judgment.

AI Responsibility Disclaimer
Together for the best results: The AI tools of ipmflow.com support your expertise by processing data. For the best results, please provide accurate data and clear instructions. As AI technology is constantly evolving, the generated content always requires your careful professional review. You are responsible for the accuracy of the final result and its intended use. Thank you for your responsible cooperation!

By clicking the “Validate and Generate PDF” button, you confirm that you take full professional responsibility for the finalized content. This button locks the document and places the validation stamp on it.

The AI-generated and user-validated IPM Program is a structured, auditable document. Its main parts are as follows:

• Introduction: A global introductory text edited by you.
• AI-generated analytical sections (1-5):
  • Survey and risk assessment summary
  • Prevention strategy (Exclusion, Restriction, Hygiene)
  • Detailed description of the monitoring and control system
  • Pest Control Program by Location and Pest
  • Summary
• Customizable static sections (6-9): Annual review schedule, documentation requirements, definition of responsibilities, emergency protocol for severe pest incidents.
• Data-driven elements: Service provider/client data, site environmental data, location data, summary of surveys (integrated into the document).

Every AI-supported PDF document you validate receives an official validation stamp. This certifies that the document has been reviewed and approved by a professional. The stamp is also crucial for compliance with the EU AI Act, as it records professional accountability.

The stamp contains:

• Your name (or your login email address in its absence)
• The exact date and time of validation
• A unique document identifier

Make sure that the “Professional Name” field is correctly filled out in the “Settings” menu.

The AI credit system regulates the use of AI-based features (e.g., IPM Program generation, AI Assistant usage). Every user has a daily credit limit, and one credit is deducted each time a credit-based AI feature is used. The limit is automatically refilled daily. You can track your current credit balance on the interface.