Overview
You can submit a pump out record from two places: the Establishment detail page (recommended) or the main Pump outs page. Creating from the establishment page automatically links the record to that establishment and pre-fills related fields.
Creating a pump out from an establishment (recommended)
Click Establishments in the left sidebar.
Search for and select the establishment you want to add a pump out for.
On the upper right panel, click the New pump out action tab.
Fill in the form fields (see the field table below). The establishment is already linked.
Click Save.
💡 Tip: Creating a pump out from the establishment page is the best approach because the establishment, address, and GCD fields are pre-populated.
Creating a pump out from the Pump outs page
Click Pump outs in the left sidebar, then click Pump outs (the sub-item).
Click Add pump out.
Search for and select an establishment (type at least two letters to search).
Fill in the remaining form fields.
Click Save.
Pump out form fields
Field | Required | Notes |
Establishment | Yes | Searchable autocomplete. Type at least two letters of the name to start searching. Auto-filled when creating from an establishment page. |
Provider | Yes | Searchable autocomplete. Type at least two letters of the name to start searching. |
Serviced on | Yes | Date picker. Maximum date is today. Cannot be more than 10 years in the past or 1 year in the future. |
Volume | Yes | Numeric field. Minimum is 0 (or minimum is 1 if your organization requires a non-zero volume). Maximum is 2,147,483,646. |
Unit | Yes | Dropdown: Gallons (default), Litres, or Pounds. |
Grease control device | Yes | Dropdown. Options load based on the selected establishment. Hint: "Select from drop down or create a new one. Please be sure to select an establishment first." |
Vehicle | Configurable | Only shown if your organization has enabled this field. Hint: "Select provider first." Select the provider before choosing a vehicle. |
Disposal Location | Configurable | Only shown if your organization has enabled this field. Dropdown of approved disposal locations. |
File | Configurable | File upload. You can use your phone camera to take a picture. Can be made required by your organization. |
Custom properties | Varies | Any additional fields your organization has configured. Requirements depend on your organization's settings. |
📝 Note: The Vehicle and Disposal Location fields only appear if your organization has enabled the vehicles feature and configured these fields. If you do not see them, they are not required for your program.
Editing a pump out record
Navigate to the pump out record (from the Pump outs page or from the establishment's pump out history).
Click Edit.
Update the fields you need to change.
Click Save.
📝 Note: When you edit a pump out's Serviced on date, the system recalculates compliance for the associated GCD based on the updated date.
Deleting a pump out record
Open the pump out record.
Click Delete.
Confirm the deletion when prompted: "Are you sure you want to delete this pump out?"
📝 Note: Deleting a pump out recalculates compliance for the associated GCD. If no other pump outs exist for that GCD, its status changes to Never Pumped.
FAQ
Q: What fields are required when submitting a pump out?
A: Provider, serviced on date, volume, unit, and GCD are always required. Vehicle, disposal location, and file upload may also be required depending on your organization's field configuration.
Q: Why can't I see the GCD dropdown?
A: The GCD dropdown loads dynamically based on the selected establishment. Make sure an establishment is selected first. If the establishment has no GCDs, the dropdown will be empty.
Q: Can I edit a pump out after submitting it?
A: Yes. Open the pump out record and click Edit. Update the fields and click Save. The GCD's compliance status will recalculate after saving.
Q: What does the volume minimum setting mean?
A: If your organization has "Require pump out volume" enabled, the volume must be at least 1. Otherwise, a volume of 0 is accepted.