Set up the Service and Service Site first
Field Inventory belongs to a Service, not directly to a Service Site. Before adding inventory, make sure the correct Service Site and Service exist and that you are working in the right Service. You do not need to complete every detail before starting the inventory, but the correct structure helps keep records organized.
A Service Site can have multiple Services, for example interior and exterior plant care. Each Service has its own Display list and Field Inventory.
Choose the right level of detail
One Big Green organizes Field Inventory into three levels: Display, Planter, and Plant.
Display: a recognizable plant-care unit that your team can identify, locate, check, and service. It may be one potted plant, a group of planters managed together, a living wall, or an exterior flower bed.
Planter: the pot, trough, container, or structure holding plants.
Plant: the plant type and quantity recorded inside a Planter.
Use a Display structure that reflects how the installation is actually managed. Several containers can belong to one Display when they function as one coordinated installation. If you are unsure whether to combine containers or create separate Displays, it is generally easier to identify, locate, service, and track them independently when you split them into separate Displays.
Keep location details meaningful
Use Floors, Zones, and Rooms to describe where a Display is located within a Service Site. A Floor can be divided into Zones or Rooms; Zones and Rooms are alternatives and are not nested inside one another.
A Display’s Floor, Zone, or Room is assigned in the Field Inventory of a Service. When importing photos in batches, group photos by location where practical and apply shared location parameters during import. For a large site, importing separate batches for different floors or zones can save time compared with assigning each Display’s location afterward.
Before adding or importing inventory, confirm that you have opened the correct Service. This is especially important when a Service Site has multiple Services.
Choose a workflow that fits your information
You can build Field Inventory in several ways. Choose the method that best fits the information and photos you already have:
Manual entry: create Displays and add Planters and Plants in the Back Office when you want to enter the information yourself.
Import from pictures: upload photos to create Displays with pictures attached. You can then add plant and planter details manually or use AI identification.
AI identification: use photos attached to Displays to generate proposed plant and planter details. AI can save time, particularly when little structured inventory data exists, but always review and correct the results.
Spreadsheet import: use spreadsheet import when you already have inventory information structured in a spreadsheet.
These workflows can be combined. For example, you can import photos first and use AI afterwards, or create Displays manually, attach photos, and identify them with AI later.
Use photos as practical visual references
A Display photo helps technicians recognize the installation they need to service. Where possible, use a clear, current photo that shows the Display and its relevant planters. Photos are also required for AI identification.
If you plan to use AI, take photos in good lighting, keep them in focus, and make sure the plants and containers are visible. Including a familiar object such as a chair or table can help AI estimate plant sizes. Review AI-generated details before saving them as inventory data.
Keep the inventory accurate and useful
Add plant and planter details that are useful for identifying and servicing the Display, and update them when the installation changes.
Do not guess values such as Health, ownership, or replacement warranty when you are unsure. Leave them blank during import and update them later when you can verify the information.
Check that each Plant is recorded under the correct Planter and that each Planter belongs to the intended Display.
When using AI identification, verify plant names, quantities, planter counts, and size estimates. AI may have difficulty counting separate plants of the same species in a planter because the root systems are not visible in the photo.
Use clear, consistent Display names so team members can recognize the installation in the inventory and in the field.
Set the Walking Order after adding Displays
You do not need to add Displays in their final service sequence. Once the Displays have been added, arrange their Walking Order to reflect the route technicians should follow during a visit. Walking Order can be edited in the Back Office or mobile app, and changes are shared between them.
Use Display History to preserve context
Display History provides a record of activity and changes associated with a specific Display. Most entries are generated automatically when the Display is maintained or edited. Technicians and supervisors can also add Display notes manually to record observations about that Display, during a service round or outside it.
Keep notes specific to the Display. For example, record a suspected pest issue, visible damage, a loose planter, or a plant condition that should be checked at the next visit. Use the appropriate site-level location for information that applies to the whole Service Site rather than one Display.
Practical tips
Start with the correct Service Site and Service, then choose an inventory workflow that fits the information you already have.
For large or complex sites, organize photos and imports by floor or zone when this allows you to apply shared location parameters.
Use separate Displays for installations that need to be identified or serviced independently; combine containers only when they are managed as one coordinated unit.
Use clear photos and verify AI-generated details instead of assuming every suggestion is correct.
Leave uncertain parameters blank and complete them once you have reliable information.
Review and update the Field Inventory as plants are added, removed, replaced, or rearranged.