FAQ
Frequently asked questions
Answers to the questions we hear most from contractors, greenkeepers, councils and farmers. Cannot find what you need? Get in touch.
Getting started
Using Sprayfolio
Do I need to download anything from an app store?
No. Sprayfolio runs in the browser on your phone, tablet or computer and installs to your home screen in one tap. It works on iPhone, Android and desktop.
How long does it take to set up?
Most people are recording within ten minutes. Choose your country, add your organisation and first site, and add your operator certificates. You can import existing sites from a spreadsheet.
What happens if I have no signal on site?
You can still create records. They are saved on your device straight away and sync automatically when you are back online. The product registers and code lists are stored on the phone too.
Can several people use one account?
Yes. The Team plan includes 10 operators with roles for owners, admins, operators and viewers, and you can add more operators at £3 a month each.
Which languages are available?
English, Irish, Dutch, German and French.
Records and compliance
Records, exports and the rules
Does Sprayfolio meet the new 2023/564 rules?
Sprayfolio records every field in the Annex to Regulation (EU) 2023/564 and exports it in a machine-readable format. It helps you comply, but it is not legal advice and you remain responsible for the accuracy of your records. See our guide to the rules.
Which countries does Sprayfolio support?
Ireland, Northern Ireland and Great Britain today, with the relevant product registers and export formats for each. The Netherlands, Germany and France are next.
Which file formats can I export?
CSV, Excel (XLSX) and JSON in the standard 2023/564 layout or the GB layout, plus a PDF summary. Every export includes a SHA-256 checksum file.
Can I bring in my old paper spray sheets?
Yes. Load historic records from a CSV or Excel file and match your columns on screen. Imported rows are marked as transferred from paper with their original dates.
What if a product is not on the register?
Add it as a custom product. It is flagged as unverified in exports so your records stay accurate.
Can I edit a record after it is saved?
Yes. Every edit is versioned. After 30 days a record is locked and changes need a reason, which keeps a clear history for inspections.
Clients and inspectors
Sharing records
How do my clients see their records?
Create a share link for a site, or for all of a client’s sites, and send it to them. They can view every application and download a PDF summary and a machine-readable file without an account.
Can I control who opens a share link?
Yes. Add an optional passcode and expiry date, check the access log, and regenerate the link at any time to switch the old one off.
What do I do when an inspector asks for my records?
Log the request in Sprayfolio. It shows the 10-working-day deadline, produces the export for the period requested and keeps a record of what you sent and when.
Account and data
Billing, security and your data
Where is my data stored?
In Microsoft Azure UK South, with each organisation kept separate. Every change is recorded in an audit trail.
What if I stop paying?
Your account switches to read-only. You can still view and export every record, because they are your legal records. You just cannot add new ones.
How long are records kept?
Indefinitely by default. You can choose a shorter retention period in your settings, but never less than the three years the law requires.
Can I delete my account?
Yes. An owner can delete the organisation from settings. There is a 30-day grace period in case you change your mind.
Still have a question?
Try Sprayfolio free for 30 days, or send us a message and we will get back to you.