# Editing a System Guide

This guide explains how to edit an existing system using the Edit System dialog and what each field and setting controls.

---

## Prerequisites

- The system exists and you have permission to modify it.
- You are on the Customer Dashboard with the Location selected.

## Edit a system

1. Navigate to **Systems** from the Customer Dashboard.
[![](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-11/scaled-1680-/image-1763484039170-33-28-am.png)](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-11/image-1763484039170-33-28-am.png)

2. Find the system you want to edit.
[![](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-11/scaled-1680-/image-1763484057775-33-44-am.png)](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-11/image-1763484057775-33-44-am.png)

3. Click **Edit** on the system.
[![](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-11/scaled-1680-/image-1763484069886-33-57-am.png)](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-11/image-1763484069886-33-57-am.png)

4. The Edit System dialog opens with all current settings.
[![](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-11/scaled-1680-/image-1763484081762-34-36-am.png)](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-11/image-1763484081762-34-36-am.png)

5. Make your changes and click **Submit**.
[![](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-11/scaled-1680-/image-1763484095719-34-49-am.png)](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-11/image-1763484095719-34-49-am.png)


---

## What you can edit

The Edit System dialog has the same structure as Add System, with all fields editable:

### Basic system settings

**System Name**
- Text field for the system identifier
- Safe to change at any time for clarity

**Active toggle**
- Enable to keep the system active
- Disable to deactivate the system (stops delivery generation)

**Auto Delivery toggle**
- Enable to allow automatic delivery request generation based on window strategy
- Disable for manual/will-call only (system still tracks data but doesn't auto-generate requests)

**Fuel selector** (Propane, Oil, etc.)
- **Caution**: Only change if the physical system has been converted
- Changing fuel type may affect linked services and pricing

**Window Strategy selector** (Degree Day, Monitored, Calendar)
- Changes which tab's settings are used for delivery estimation
- Safe to switch, but verify the new strategy is properly configured
- See: [Window Strategies](./window-strategies.md)

**Usage multi-select**
- Add or remove usage types (heating, appliance, etc.)
- Safe to change at any time

---

## Window strategy tabs

After selecting a window strategy, configure its settings in the appropriate tab:

### Degree Day Settings tab
[![](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-11/scaled-1680-/image-1763484328550-55-19-am-copy.png)](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-11/image-1763484328550-55-19-am-copy.png)

**Usage Rates:**
- **Winter Usage Rate**: Gallons per degree day (0-4 decimal places)
- **Summer Usage Rate**: Gallons per degree day (0-4 decimal places)
- Safe to adjust based on consumption history

**Window boundaries:**
- **Window Start (Visual DD)**: Lower boundary
- **Target DD**: Trigger point for delivery
- **Window End (Visual DD)**: Upper boundary

**Action buttons:**
- **Force Degree Day** (thumbtack icon): Manually override the current target
- **Reset DD**: Resets degree day accumulation (only available for existing systems with delivery history)
- **Reset Window**: Resets window boundaries (only available for existing systems)

**Info displays:**
- Current DD, Last Delivery date, Visual DD, Actual DD values
- Warning messages if target DD change is pending or window is forced

### Tank Monitor tab
[![](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-11/scaled-1680-/image-1763484339728-55-33-am-copy.png)](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-11/image-1763484339728-55-33-am-copy.png)

**Monitor Serial Number**
- Required if Window Strategy is set to Monitored
- Enter the device's serial identifier
- Submit button is disabled until provided for monitored systems

**Monitor Barcode**
- Optional additional identifier

### Calendar Schedules tab
[![](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-11/scaled-1680-/image-1763484348877-55-37-am-copy.png)](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-11/image-1763484348877-55-37-am-copy.png)

Manage recurring delivery schedules:
- **Add Schedule**, **Edit**, **Set Active**, **Deactivate**, **Delete**
- Only available for existing systems (must save first for new systems)
- See: [Calendar Scheduling](./calendar-system.md)

---

## Additional editable fields
[![](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-11/scaled-1680-/image-1763567898573-55-29-am.png)](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-11/image-1763567898573-55-29-am.png)

### Fill Location Notes
[![](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-11/scaled-1680-/image-1763567926531-55-38-am.png)](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-11/image-1763567926531-55-38-am.png)

- Text field for delivery access instructions
- Examples: gate codes, driveway location, fill pipe location
- Safe to update at any time

### Custom Attributes
[![](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-11/scaled-1680-/image-1763567936266-55-51-am.png)](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-11/image-1763567936266-55-51-am.png)

**Predefined fields:**
- System-type-specific fields loaded from API
- Each has a label and optional description tooltip
- Safe to fill out or update

**Additional custom fields:**
- Click "Add Field" to create key-value metadata
- Remove with trash icon
- Safe to add, edit, or remove

### Next Delivery Notes
[![](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-11/scaled-1680-/image-1763568027532-56-08-am.png)](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-11/image-1763568027532-56-08-am.png)

**Driver Alerts:**
- Important information for delivery drivers
- Displayed prominently during delivery
- Examples: safety warnings, access restrictions, special instructions

**Router Notes:**
- Instructions for routing and dispatch
- Examples: delivery window preferences, route-specific notes

### Office Notes
[![](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-11/scaled-1680-/image-1763568041439-56-19-am.png)](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-11/image-1763568041439-56-19-am.png)

- Internal notes visible only to office staff
- General system information not needed by drivers
- Safe to update at any time

---

## Safe edits (no delivery impact)

These changes can be made freely without affecting active deliveries:

- **System Name**: Rename for clarity
- **Usage types**: Add or remove usage categories
- **Fill Location Notes**: Update access instructions
- **Custom Attributes**: Add, edit, or remove metadata
- **Driver/Router/Office Notes**: Update any notes
- **Degree Day usage rates**: Adjust based on historical data
- **Calendar schedules**: Add, edit, activate, or deactivate schedules

---

## Changes requiring caution

### Deactivating the system (Active toggle off)

**Impact:**
- System stops tracking and generating deliveries
- Existing delivery requests may be canceled
- Equipment and monitors remain linked but inactive

**When to use:**
- Customer temporarily discontinues service
- System is being replaced or upgraded
- Account is on hold

**Best practice:** Verify no pending deliveries exist before deactivating

### Disabling Auto Delivery toggle

**Impact:**
- System continues tracking data but stops generating automatic delivery requests
- Switches to manual/will-call mode
- Monitor/degree day data still calculated for reference

**When to use:**
- Customer switches to will-call
- Temporary pause in automatic deliveries
- Testing or troubleshooting

### Changing Window Strategy

**Impact:**
- Changes which calculation method triggers deliveries
- Previous strategy data is preserved but not used
- New strategy must be fully configured

**Example:** Switching from Degree Day to Monitored
- Enter Monitor Serial Number
- Verify monitor is transmitting
- Old degree day settings remain but aren't used

**Best practice:** Configure the new strategy completely before switching

### Changing Fuel type

**Impact:**
- May cause mismatches with equipment fuel types
- Affects pricing and product calculations
- Historical delivery data remains but context may be confusing

**When to use:** Only if the physical system has been converted (e.g., oil to propane)

**Best practice:** 
- Update equipment fuel types to match
- Notify dispatch and billing teams
- Document the conversion date in notes

### Forcing Degree Day or Resetting Windows

**Impact:**
- Overrides automatic calculations
- Can cause deliveries to trigger earlier or later than projected
- Resets may clear accumulated history

**When to use:**
- Manual delivery override needed
- Projections are significantly off
- After major system changes or repairs

**Best practice:** Document the reason in notes

---

## Equipment management

Equipment is not edited directly in the system dialog. To manage equipment:

1. View equipment list in the system details
2. Click **Edit** on the specific equipment
3. Use the Equipment dialog to modify
4. See: [Adding Equipment](./adding-equipment.md)

**Note:** You cannot change which system equipment belongs to from this dialog. Edit the equipment itself to reassign it.

---

## What you cannot edit

- **System creation date**: Historical timestamp, read-only
- **Last delivery information**: Calculated from delivery history
- **Current degree day value**: Real-time data from weather service
- **Monitor readings**: Real-time data from monitoring device
- **Equipment list**: Managed separately via equipment dialogs

---

## Validation and errors

The dialog validates entries before allowing submission:

**Common validation errors:**
- Monitor serial number required when Window Strategy = Monitored
- Window strategy must be selected
- Fuel type must be selected
- Numeric fields must be valid numbers

Validation errors appear at the top or inline with red styling. The Submit button is disabled until all errors are resolved.

---

## After saving changes

When you click **Submit**:
- Changes are saved immediately
- Dialog closes and returns to the system list
- System selector and displays update with new values
- Delivery projections recalculate based on new settings

**Note:** Changes to window strategy or usage rates may cause immediate recalculation of delivery windows and target dates.

---

## Deactivating vs. deleting a system

**Deactivate** (Active toggle off):
- Preserves all historical data
- Can be reactivated later
- Recommended for systems temporarily out of service or that have been replaced.

**Delete** (via delete action):
- Permanently removes the system
- Deletes linked equipment
- Cannot be undone
- Only use if system was created in error

**Best practice:** Always deactivate rather than delete to maintain data integrity and history.

---

## Related guides

- [Add System](../add-system.md) — Creating new systems
- [Window Strategies](./window-strategies.md) — Understanding and configuring window strategies
- [Degree Day System](./degree-day-system.md) — Degree day settings and calculations
- [Monitoring](./monitoring.md) — Tank monitor configuration
- [Calendar Scheduling](./calendar-system.md) — Managing calendar schedules
- [Adding Equipment](./adding-equipment.md) — Managing equipment within systems
- [Add Services](../add-services.md) — Products and service plans