Overview

Your pump out form has two parts that work together:

The data form -- the fields your team (or service providers) fill in when they submit a pump out.
The print layout -- how a pump out record looks when it is printed or emailed as a receipt.

Both are configured under Settings, but in different places. The data form lives at Settings → Properties → Pumpout, and the print layout lives at Settings → Pumpouts.

Part 1: Configuring the data form

All form configuration -- standard field toggles, custom properties, and the volume requirement -- is on the Pumpout tab of the Properties page.

Opening the Pumpout properties page

Click the Settings gear icon in the top-right corner of the page.
Click Properties in the settings sub-sidebar.
Click the Pumpout tab at the top of the Properties page.

You will land on the Pumpout Properties page with three areas: Standard fields (a table of three configurable fields), Custom properties (a list of any custom fields you have added, with a Create property button), and a Require pump out volume > 0 checkbox at the bottom.

Always-present standard fields

These fields are always part of the pump out form. You cannot remove or rename them, but they are part of every pump out:

Establishment -- which FSE was serviced.
Grease control device -- which GCD on that establishment was pumped.
Provider -- the service provider / hauler that did the work.
Serviced on -- the date the pump out occurred.
Volume and Unit -- how much grease was removed and the unit (gallons, litres, or pounds).

Configurable standard fields

Three standard fields can be set to Optional or Required in the Standard fields table at the top of the page:

Field	What it captures	Common configuration
File	An uploaded receipt, manifest, or photo.	Required when your program mandates a manifest copy on every pump out.
Vehicle	The truck that performed the pump out. Requires the vehicles feature.	Required if you track haulers by vehicle; Optional otherwise.
Disposal Location	Where the grease was taken. Requires the vehicles feature.	Required if you track disposal sites; Optional otherwise.

Setting a field to Required or Optional

In the Standard fields table, find the row for File, Vehicle, or Disposal Location.
Click the pencil icon on the right side of that row.
Choose Required or Optional and save the change.
Repeat for each field you want to update.

Setting a field to Required only applies to new pump outs and to edits that try to save without that field filled in. Existing pump out records are not re-validated.

Part 2: Adding custom properties

Custom properties let you collect any additional pump out data your program needs (manifest number, driver name, waste type, inspector initials, etc.). They appear on the pump out form below the standard fields.

Adding a custom property

From Settings → Properties → Pumpout, scroll to the Custom properties section.
Click Create property (green button on the right).
Fill in the property fields (see Property fields below).
Click Save.

Property fields

Label (required, 3-30 characters) -- what your team sees on the pump out form (for example, "Manifest Number").
Internal name (auto-generated) -- the lowercase, snake_case version of the label. SwiftComply formats this for you. The internal name is what your CSV column header should match if you ever bulk import pump outs. It cannot be changed after creation.
Description (optional) -- short helper text shown on the form.
Field type (required) -- choose how the field behaves: single line text, multi-line text, number, select box (dropdown), single checkbox, date, file upload, signature, or simple signature.
Required (optional) -- toggle on if every new pump out must have this field filled in.
Options (only for select box) -- one entry per dropdown choice.

Editing or removing a custom property

From Settings → Properties → Pumpout, click the property name in the Custom properties list.
Update the label, description, required toggle, or (for select box) the options.
Click Save, or use the delete action to remove the property.

📝 Note: Deleting a custom property removes the field from every existing pump out record that had a value in it. If you only want to stop using a property going forward, leave it in place but skip filling it in on new pump outs.

Part 3: Setting the volume requirement

At the bottom of the same Settings → Properties → Pumpout page is a Require pump out volume > 0 checkbox.

Scroll to the bottom of the Pumpout Properties page.
Check or uncheck Require pump out volume > 0.
Click Save.

When this is on, every new pump out must have a volume of at least 1 -- a volume of 0 will be rejected. Use this if your program treats a zero-volume pump out as invalid.

Part 4: Designing the print layout

The pump out print layout is what your team or providers see when they print or email a pump out as a receipt. It is configured separately from the form and lives at Settings → Pumpouts.

What the layout has

The Edit Pumpout Print Layout page has two rich-text editor sections:

Header -- prints at the top of the receipt. Use it for your city seal, program name, contact info, or anything else you want at the top.
Footer -- prints at the bottom. Use it for legal disclaimers, signature lines, or program contact info.

Each editor supports basic formatting (bold, italic, headings, lists, links) plus image attachments through the paperclip icon.

📝 Note: It’s often easiest to upload an image of the header you’ve already created for your organization rather than try to re-create it within the editor.

Editing the layout

Click the Settings gear icon in the top-right corner of the page.
Click Pumpouts in the settings sub-sidebar. This opens the Edit Pumpout Print Layout page directly.
Edit the Header section using the rich text editor. To embed an image, click the paperclip icon in the toolbar and choose your file.
Edit the Footer section the same way.
Click Preview (bottom left) to see how the layout will render before saving.
Click Save (bottom right) when you are happy with it.

👀 Heads up: When the Header has an embedded image, the printed receipt shows only the image -- the rest of your header text will not appear. The same is true for the Footer. If you want both an image and text, embed the image inside a single combined design (or include the text within the image). Otherwise, use one or the other per section.

Layout changes apply to future prints and emails only. Already-printed or emailed receipts are not retroactively updated.

📝 Note: The pump out print layout does not support dynamic field substitution (no %{field_name} placeholders). It is fixed branding only -- the actual pump out details (date, volume, location, etc.) are added by the system when the receipt is rendered, separate from your header and footer.

Putting it all together

A typical setup of the pump out form goes through this sequence:

Decide whether File, Vehicle, and Disposal Location should be Required or Optional, and toggle each one accordingly.
Add custom properties for any pump out data your program tracks beyond the standard fields.
Decide whether to require a volume greater than zero on every pump out, and toggle Require pump out volume > 0 accordingly.
Design the print layout with your branding and any legal language you need on receipts.
Submit a test pump out to verify the form has the right fields and the printed receipt looks the way you want.

FAQ

Q: Can I have different pump out forms for different providers?

A: No. Every pump out in your tenant uses the same form. If only some providers need a particular field, add it as a custom property and leave it Optional so it can be skipped.

Q: Will toggling a custom property to Required break existing pump outs?

A: No. Existing pump out records keep their data as-is. The Required rule only applies when new pump outs are created or when an existing one is edited and saved without the field filled in.

Q: Can I reorder fields on the pump out form?

A: Standard fields appear in a fixed order. Custom properties appear in the order you created them; you cannot drag-reorder them after the fact.

Q: Does the print layout support dynamic fields like %{volume} or %{date}?

A: No. The print layout is fixed text and images only. The pump out details (date, volume, etc.) are inserted by the system between your header and footer when the receipt is rendered. If you need dynamic fields with full placeholder substitution, those are only supported on FSE permit and provider permit print layouts.

Q: Where is the volume requirement setting?

A: At the bottom of Settings → Properties → Pumpout, not on Settings → Organization. Look for the Require pump out volume > 0 checkbox under the custom properties list.