Overview
Each GCD has a pumping Frequency -- a number plus a time unit -- that says how often the device must be pumped. SwiftComply uses the frequency together with the most recent pump out to figure out when the next service is due, which is what drives the GCD's Compliance status.
This article covers how to set the frequency and how to use the separate Condition field. For the full breakdown of every Compliance status and how it's calculated, see Understanding Compliance and Compliance Statuses. For how a pump out cascades into GCD and establishment status changes, see How Pump Outs Affect Compliance.
Setting the pumping frequency
Open the GCD record (from the establishment or the GCDs table).
Click Actions, then Edit.
Set Frequency to a number (for example, 12).
Set Frequency units to Days, Weeks, or Months.
Click Save.
New GCDs default to 12 weeks. Change it on the create form before saving if your program uses a different baseline.
How frequency drives the next service date
SwiftComply calculates the next service date as:
Last pump out date + Frequency = Next service date
Example: a GCD last pumped on January 1 with a frequency of 12 weeks is next due on March 26.
Saving a new frequency triggers an immediate Compliance recalculation on the GCD, which can also change the establishment's overall status. See How Pump Outs Affect Compliance for what happens after a recalculation.
Review pumping frequencies periodically. If an establishment consistently needs more frequent pump outs to stay compliant, lower the frequency so the system catches issues earlier. This is a good check to add to your inspection workflow.
GCD Condition (separate from Compliance)
Each GCD also has a Condition field that records the device's physical state (for example, Good, Damaged, Needs Repair). Condition is set manually -- it doesn't affect compliance and isn't calculated from pump outs.
Configuring the available condition options
Click the Settings gear icon in the top-right of the page.
Click GCDs in the Settings sidebar.
Click the Condition tab.
Add, edit, or remove condition options. Each option has a name and a color (primary, secondary, success, info, warning, or danger).
Setting a GCD's condition
Open the GCD record.
Click Actions, then Edit.
Pick a value from the Condition dropdown.
Click Save.
A GCD can be Compliant (pumped on time) but in poor Condition (needs physical repair), or vice versa. The two fields exist for different reasons -- compliance tracks pump-out cadence, condition tracks the equipment.
FAQ
Q: What's the default pumping frequency?
A: 12 weeks. You can change the number and switch the unit between days, weeks, or months at any time.
Q: How is the next service date calculated?
A: SwiftComply adds the GCD's frequency to the most recent pump out date. Last pumped January 1 + 12 weeks = next due March 26.
Q: Does changing the frequency recalculate compliance immediately?
A: Yes. Saving a new frequency triggers an immediate recalculation on that GCD, and the establishment's status updates if the GCD's status changed.
Q: A GCD shows "Never pumped" but I know we pumped it. What's wrong?
A: The pump out probably isn't linked to that GCD. Open the pump out record and check that the correct GCD is selected. See Understanding Compliance and Compliance Statuses.
Q: Does Condition affect Compliance?
A: No. Condition is a manual field for the physical state of the device. Compliance is calculated entirely from pump out history and frequency.