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AI agent for hvac technicians

Refrigerant Tracking and Leak Repair Agent

Every refrigerant event is logged correctly and every over-threshold leak is repaired and verified inside its deadline

ComplianceOperations
See how it worksGet access
Refrigerant Tracking and Leak Repair Agent: what goes in, what the agent does and what you get

What it does

Refrigerant rules are strict, and paper logs fail audits. This agent records refrigerant added or recovered for each system from the technician's job notes. It calculates the leak rate from the system charge and flags systems over the legal threshold. For each flagged system it opens a repair task with the deadline, tracks the repair and schedules the follow-up leak test. If the retest fails, the job reopens and the deadline clock is checked again. It keeps an audit-ready log and builds the reports. The owner approves the reports. Edge case: a technician records the added amount in ounces on one job and pounds on another, so the agent converts and confirms before calculating.

How it works

Follow the arrows from top to bottom. The orange dashed arrow is the loop: when a check fails, the agent goes back and tries again.

Start and resultWhat it doesA check on its own workWaits for your OKGoes back and retries
Yes, continueYes, continueApprovedNoNo 1 STARTS WHEN A service job with refrigerant is completed 2 USES A TOOL Read the job note for amounts, units and system 3 CHECKS THE RESULT Are amounts and units clear? If not: ask the technician to confirm the amount andunit, then reread the note. Back to step 2. 4 DOES Update the system log and compute the leak rate 5 DOES Flag systems above the legal threshold and set therepair deadline 6 USES A TOOL Create the repair task and schedule the leak test 7 CHECKS THE RESULT Did the follow-up leak test pass? If not: reopen the job, add a repair visit and recheckthe deadline. Back to step 5. 8 DOES Prepare the monthly and audit reports 9 YOU APPROVE Owner approves the reports 10 RESULT Log and reports filed
Read the steps as a list
  1. A service job with refrigerant is completed
  2. Read the job note for amounts, units and system
  3. Are amounts and units clear?If not: ask the technician to confirm the amount and unit, then reread the note. Back to step 2.
  4. Update the system log and compute the leak rate
  5. Flag systems above the legal threshold and set the repair deadline
  6. Create the repair task and schedule the leak test
  7. Did the follow-up leak test pass?If not: reopen the job, add a repair visit and recheck the deadline. Back to step 5.
  8. Prepare the monthly and audit reports
  9. Owner approves the reportsThe agent waits here for your OK.
  10. Log and reports filed

How it decides

Leak rate equals refrigerant added over the year divided by the full charge. Systems above the legal threshold get a repair deadline, and a repair is closed only after a passing retest.

  • Convert all amounts to one unit before any calculation
  • Flag a system when the yearly leak rate passes the legal threshold for its type
  • Set the repair deadline from the date the leak is found
  • Close a repair only after a passing test

Make it yours

Every agent is a starting point. You choose these settings for your own situation.

  • Leak thresholds by system type
  • Repair deadline days
  • Report format
  • Units used

What keeps you in control

It always asks you first

  • Reports sent to regulators or customers

Hard limits

  • Never state a legal threshold it has not been given
  • Never edit a recorded amount

It stops when

  • Done: leaks repaired, tested and reported
  • Stop: system charge is unknown

Set it up

We guide you through the set-up, step by step

Members get the full set-up guide for this agent. No technical skills needed: you copy, paste and upload.

10 minto set it up in your AI
5 AIsChatGPT, Claude, Copilot, Gemini, Grok
  • One set of instructions to paste into your AI, with the clicks for ChatGPT, Claude, Microsoft 365 Copilot, Gemini and Grok
  • The agent then walks you through connecting your own data, one source at a time
  • A downloadable copy with the flow chart, the rules and the full guide
Get access to this agent

An example run

What happensA rooftop unit with a 40 lb charge had 9 lb added in March and 8 lb in August, a leak rate of 42 percent. The agent flagged it and set a 30 day repair deadline. The retest after the repair showed a pressure drop, so the check failed. It reopened the job and added a second visit.

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