Training schedule:
- Surveyors will begin by completing their first two surveys using the cost estimator file, which is simpler than the master survey spreadsheet. Once these surveys are completed, they will be sent to the Gecko office for review.
- If the surveyor demonstrates confidence and accuracy in these initial surveys, they will then proceed to learn how to use the master survey spreadsheet. After generating a quote for these two surveys, it will be sent to Gecko for quality assurance before being forwarded to the client.
- Once the surveyor has successfully completed two surveys and generated two accurate quotes using the master survey spreadsheet, they will be authorised to quote customers independently, without requiring prior validation from Gecko.

How to measure
1. Measure to the mm.
- Old windows are never square.
- GOOD measurements should look like this eg. 331, 332, 331, 330, 332, 332 mm
- BAD measurements look like this 330, 330, 330, 330, 330, 330 mm
2. Measure at the extremities.
- You must take 2 x measurements for the width and 2x measurements for the height, then take the average value
- NOTE: the video above is ti be updated shortly. It is important that the surveyor measures at the extremities (corners of the window)
- Ensuring Precision: Windows, especially older or wooden sash windows, can warp or slightly deform over time. Measuring at the corners ensures you’re capturing the true dimensions of the opening, which might not be uniform across the entire frame.
- Accounting for Irregularities: By measuring at the edges, you can account for any irregularities in the frame size or shape, ensuring the panes fit perfectly without adjustments post-manufacturing
3. Input measurements into survey spreadsheet.
- The surveyor MUST have Microsoft Excel (£5 – 8 per month monthly subscription)
- Gecko Glazing receives measurements in the form of completed spreadsheets from the contractor
- Gecko has developed an ordering process which uses this software to add orders into production
- The surveyor must actively learn how to use the survey spreadsheets
For the first few surveys: download Cost Estimator File here
For professional surveys moving forward download Master Survey Spreadsheet here
The 3 Golden Rules
1. Respond to customer enquiries within 2 working (or sooner)
- Call first
- Text (so they have your contact number)
- Email with suggested dates and times
2. Offer survey within 7 working days
-
Surveyor MUST offer survey within 7 days or sooner while the lead is warm
-
Unless customer prefers a later date
3. Quotation sent within 2 working days (or sooner)
-
Quote MUST be sent within 2 working days after the survey (same day is preferred if possible)
-
Surveyor sends quote from their own invoicing system
-
Surveyor sends purchase order for Gecko Panes minus 10-20% commission after customer pays deposit
Equipment Needed
Gecko Glazing provides…
☐ Product samples (4 x colour samples)
☐ Leaflets
☐ Top reader tape measure
☐ Laser measure
☐ Branded workwear / your own branded workwear
You provide
☐ Laptop (with Microsoft Excel)
☐ Step ladder (needed for tall rooms)

Surveying Process
1. Job Assigned
1.1 Gecko will make the surveyor the ‘Contact Owner’ of customers in their region via Hubspot.
This is your list of customers that you are responsible for.
1.2 To view your Gecko customers on Hubspot, look at the left hand side of Hubspot and navigate to CRM > Contacts (All Contacts)
1.3 Click “Contact Owner”(in the top left) then click “Me” as seen highlighted in green to the right…
CHECK THIS DASHBOARD FREQUENTLY FOR NEW JOBS ASSIGNED TO YOU
1.4 Gecko may also send a WhatsApp or Text with customer name and address to prompt the surveyor of a new job



2. Call + Confirm
It can cost Gecko up to £200 to generate a lead.
Following up effectively is essential.
2.1 Customer contact details can be found by clicking on the customer profile page (see green highlight in first image)
2.2 Customer contact details are found on the left hand side of the customer profile page (see green highlight in second image)
2.3 Click Activity: Here you can review the email thread, phone call notes and view any photos in one scroll
GOLDEN RULE 1:
RESPOND WITHIN 2 WORKING DAYS
- Call first – Always call customer first before emailing
- Text – If no answer, then follow up immediately with a text (“this is SURVEYOR NAME from Glazing Glazing”).
- Email – send an email with a date and time to book in a survey within 2 working days
GOLDEN RULE 2:
OFFER A DATE WITHIN 7 WORKING DAYS
- The surveyor MUST offer a survey date WITHIN 7 WORKING DAYS after receiving assigned customer
- Or sooner: If schedule allows for sooner visit this is the preference. In an ideal world the survey would be booked in the next working day
- Reasonable timeframe: This gives plenty of leeway for schedules to match up




3. Confirm Survey with Gecko Team
Weekly Call:
A member of the Gecko Team will be available for a weekly call to go through your customer list and update the following on Hubspot:
- Survey Date = with a date
- Lead Status = with Quotation Sent or Order
WhatsApp or Text:
If you cannot make the call OR prefer to send a report by other means this is also an option. Always confirm the survey date with Gecko Team via our WhatApp or Text message thread.


4. Survey Key Facts
The main questions that come up in most surveys can be answered by memorising these 5 key facts…
5 Key Facts
-
50% Heat Loss Reduction:
By trapping a layer of air, our secondary glazing can reduce heat loss by nearly 50%, making homes warmer and more energy-efficient.
-
Easy Installation and Removal:
Our secondary glazing can be easily installed and removed without causing any damage to the original windows or obstructing their operation.
-
25% Noise Reduction:
Gecko Glazing reduces external noise by about 25%, providing a noticeable improvement in soundproofing, especially in busy areas.
-
Cost-Effective and Preservation-Friendly:
Gecko Glazing preserves historic window fabric, making it a superior option to full window replacements. Gecko Panes on average are 20% of the cost of double glazing, with 80% of the performance. It is also much cheaper than timber replacements.
-
Condensation Reduction*
Gecko Glazing helps reduce condensation to a large degree, though a bit of misting may occur on cold days due to trapped moisture in the window frame. This will clear as the day warms up. For Georgian windows (6×6), occasional wiping may be needed, or exterior woodwork may require refurbishment (water ingress can cause condensation).
*We recommend the customer goes for TEST PANES. 1 full window in each property with Georgian windows (6 over 6) before full order.
This allows customer to properly test before committing to the whole house and asking for a refund.
5. Surveyor Process
5.0 Surveyor MUST turn up on time (or let customer know) as customers can take days off work
5.1 Greet customers and ask if they have any questions about Gecko Panes
5.2 Show product sample and colours
5.3 Show how Gecko Panes fit in the window
5.4 Measure full house (so there is no need to go back for future orders)
5.5 Take photos of potential issues (rusted locks, issue windows etc) and upload to survey folder (new employees)
6. Quote the customer
It is your responsibility to quote the customer through your own business.
The contractor must offer the customer 2 prices on the quote (or 2 separate quotes):
Gecko Panes with installation service
Gecko Panes with delivery (from Edinburgh)
6.1 Any install fee or % trade discount is calculated on the EX VAT Gecko Panes pricing from the cost estimator file or master survey spreadsheet
6.2 Calculate your installation fee (typically Gecko charges around 25-30% of the Gecko pane value EX VAT, which works out to around £400-500 day rate). You will set your own rates to suit you.
Sometimes we adjust the install value in order to make the total value more appealing, or if you can be sure it will be a fast install (newly refurbed Georgian panes with no window furniture in the way, for example).
6.3 Example Gecko Quote shows the price for Panes Only, Panes + Pro Installation, Panes + Delivery (DIY Installation).
6.4 Gecko always sends the customer quote with a pre-saved snippet to avoid issues. Feel Free to copy and paste the text below…
Hello CUSTOMER NAME,
Thanks a lot for your interest in Gecko Panes. Please find our quotation below.
If installed by us, QUANTITY Gecko Panes for your home would cost £GECKO PANE + INSTALL including VAT.
If you install yourself, the cost including delivery would be £GECKO PANES + DELIVERY.
If you’d like panes only for certain rooms, just let us know and we’ll update the quote.
Please indicate which of the three options you would prefer.
All your Gecko Panes will be made in COLOUR OF GECKO PANES.
Our current lead time is 4 weeks for orders of 5 panes or more, and 2 weeks for orders of 4 panes or fewer. We charge 35% in advance and the balance only after successful installation/delivery of panes.
This quotation is valid for 90 days from date of receipt.
I hope this is all agreeable. If you have any queries please do not hesitate to contact us.
Kindest regards,
YOUR NAME



7. Upload Customer Quote & Survey
7.1 After sending the quote to the customer, upload the survey file and generated quote to your personal Survey Folder on the Gecko Onedrive.
7.2All customer folders should be named the same as the survey file: CustomerName_Postcode


8. Order from Gecko
8.1 Once the customer accepts your quote, order Gecko Panes by sending us a purchase order email to sales@geckoglazing.co.uk
8.2 With every new order, we need a new email with subject line YOUR NAME – Customer Name_Postcode
8.3 Make sure the survey file (measurements) AND the pdf quote you sent to the customer has been uploaded to your OneDrive folder.
ALSO UPLOAD ANY PHOTOS TO THIS FOLDER
8.4 The email content should include all the relevant information to avoid mistakes in order processing. Copy and paste text at the bottom of this section…
“Hello GECKO,
Below is the purchase order for
eg. SASH EDIN LTD – Joe Bloggs_EH11 4PT
We are ordering, XX Gecko Panes for the customer which amounts to £XXXX Inc VAT.
This is a GECKO CUSTOMER / CONTRACTOR CUSTOMER ,please send a payment request with the trade discount applied (10/20%).
Delivery to myself (contractor) will cost £XXX Inc VAT.
Address line 1
Address line 2
Address line 3
All the Gecko Panes will be made in COLOUR OF GECKO PANES.
Measurements:
The measurement file is uploaded to the eg. SASH CASE EDIN survey folder in OneDrive. The customer is ordering Gecko Panes for:
- eg. Kitchen
- eg. Bedroom
- eg. Any other rooms
Additionally we need to order 2 x locks at £XX Inc Vat:
Y x Brighton Fasteners (BRASS)
Y x Fitch Fasteners (SILVER)
NOTES:
Relevant notes on the job will be included in the email.
If you have any queries please do not hesitate to contact us.
Kind regards”





9. Gecko Sends Payment request
9.1 Gecko sends an online payment request for the Gecko Panes minus the % trade discount directly to contractors email.
9.2 Normally 35% deposit to confirm order, then 65% balance payment once the Gecko Panes are received by contractor or client.
Master Spreadsheet Survey
1. Survey Sheet Preparation
You can download Master Survey Template by clicking (here)
To avoid wasted time, prepare your Survey files in advance of survey…
1.1 Copy and paste the Master Survey spreadsheet so you don’t overwrite the original file. It’s good practice to save a couple of duplicate files to Desktop or somewhere easily accessible on your laptop.
1.2 Name all Master Survey Files YOUR NAME – CUSTOMER NAME_POST CODE (SASH CASE EDIN – JOE BLOGGS_EH21 4PT)
1.3 Fill out customer information by copying across from Hubspot:
(you will have read only access)
– Name
– Email
– Address
– Phone number
– Surveyor (YOUR NAME)


2. Master Survey Spreadsheet
Recording measurements
Follow the ‘how to measure’ video at the top of this page and take measurements using a logical approach in a chronological order. CONTRARY TO THE VIDEO AND DIAGRAM BELOW, TAKE MEASUREMENTS AT EXTREMITIES (far left and right, top and bottom, not thirds as shown below)/ corner:
- From top left to bottom right of the window
- Width 1 &2, Length 1&2
Usually 2 measurements is enough.
On large panes (any side over 800mm) take 3 measurements.
2.1 Click Button 2
Open the spreadsheet click button “2” to access measurements page (highlighted in green)
2.2 Each window = New Section
A window in each room represents a measurement section (highlighted in green)
This keeps pane naming easy.
eg. If there are 2 windows in Kitchen, then use 2 measuring Sections and name them:
Kitchen
Left Window
Kitchen
Right Window
2.3 Use customers room names: Always ask the customer what room names they use. Use their names. If the customer calls the office for any issue with product, we can quickly identify
2.4 GECKO LOGIC – ROOM NAMES: If no customer available, then use this logic…
eg. there are 2 bedrooms so “bedroom” does not differentiate. So…
Use “Upstairs/ Downstairs Bedroom” if logical
“Front Bedroom” = front of the property/ roadside/ front door side
“Rear Bedroom” = back of property/ garden side)
Use “Front left” and “Front right Bedroom” if 2 bedrooms at the front or rear of a property
2.5 GECKO LOGIC, PANE NAMES:
Pane names need to be clear so if the customer calls the office with a problem we can be clear about which Gecko Pane the customer is talking about.
1 x 1 = Top, bottom
2 x 2 = Top Left, Top Right, Bottom Left, Bottom Right
3 x 3 = Top Left, Top Middle, Top Right, Bottom Left, Bottom Middle, Bottom Right
At this stage – Top Sash and Bottom Sash has to be added to the names
4 x 4 = Top Sash Top Left, Top Sash Top Right, Top Sash Bottom Left, Top Sash Bottom Right, Bottom Sash Top Left, Bottom Sash Top Right,
Bottom Sash Bottom Left, Bottom Sash Bottom Right.
6 x 6 = Top Sash Top Left, Top Sash Top Middle, Top Sash Top Right, Top Sash Bottom Left, Top Sash Bottom Middle, Top Sash Bottom Right,
Bottom Sash Top Left, Bottom Sash Top Middle, Bottom Sash Top Right,
Bottom Sash Bottom Left, Bottom Sash Bottom Middle, Bottom Sash Bottom Right.
8 x 8 = Top Sash Top Left, Top Sash Top Middle Left, Top Sash Top Middle Right, Top Sash Top Right, Top Sash Bottom Left, Top Sash Bottom Middle Left, Top Sash Bottom Middle Right, Top Sash Bottom Right,
Bottom Sash Top Left, Bottom Sash Top Middle, Bottom Sash Top Middle Left, Bottom Sash Top Middle Right, Bottom Sash Top Right,
Bottom Sash Bottom Left, Bottom Sash Bottom Middle Left, Bottom Sash Bottom Middle Right, Bottom Sash Bottom Right.
*if it’s more complicated than a 6 over 6. Then use this logic =
Top Sash (starting from top left to bottom right)
1, 2, 3, 4, 5, 6,7, 8
Bottom Sash
1, 2, 3, 4, 5, 6,7, 8




3. Generate Quote
Once you have taken the measurements in the spreadsheet, click button “1” to go back to the quote page:
3.1 Check customer information is correct: Name, address, phone number
3.2 Click Large Panes or Small Panes: Any side over 650mm is a large pane. This generates the price next to each window (beside the price you see the pane quantity for that window).
3.3 Delete Extra Rows: Any rows with room names not being used can be deleted (see green highlight). The cell which is a light grey colour has dropdown menu. *unclick* Select all and click ONLY the rooms which you want to include, so the rest of the rooms are deleted off the quote page (highlighted in red)
3.4 Add extra travel and lock time: Scroll down to bottom of the quote and add 20 minutes for any rusted or painted lock that needs removed. Also any travel time which exceed 1 hour (if job is within 30 minutes for you there or back this is OK).
3.5 Save As PDF: While remaining on page Quote Page (button “1” page) go to file > Save As > PDF.
Also save the excel file by going to File > Save
3.6 Upload Spreadsheet to your Gecko OneDrive Folder (GECKO WILL CREATE A UNIQUE SHARED FOLDER TO UPLOAD ALL YOUR QUOTES + SURVEYS)
+Create a yellow folder called CUSTOMER NAME_POST CODE (*click* BLUE BUTTON at the top left of page, then create folder)
Open the folder, and upload your survey excel file AND the PDF Invoice here







Cost Estimator File
Survey Management
Dashboard
The Contractor can view assigned customers in the Hubspot dashboard.
- In Hubspot, go to > Contacts (All Contacts)
- Click “Contact Owner”(in the top left) then click “Me” as seen highlighted in green to the right…
- Customer contact information and address can be viewed by clicking on their profile page (simply click their name)
- Customer emails, photos of windows, logged calls, notes can be found on the profile page on Hubspot
The contractor must check the Hubspot Dashboard regularly. Gecko will also send a WhatsApp message with customer name and location as soon as a survey request has been assigned.

Weekly Meetings
- Every contractor must attend a weekly meeting at a time that suits them, If the contractor cannot attend the meeting, then a phone call will be scheduled.
- You must check your Dashboard before the meeting.
- Gecko will update lead status on Hubspot to reflect current status of the customer.
- This allows Gecko to quickly see the pipeline of orders and stay organised.

Communication
Emails and WhatsApp will be used to communicate between contractors and Gecko.
Weekly meetings will be held via phone call or Microsoft Teams video call.
Gecko WhatsApp Business Number:
+44 7599 183995
Gecko Office Phone Number:

Surveyor Information
- Locks: Knowing the difference between all lock types Brighton Fasteners, Fitch Fasteners, sash stops (if the window depth is too shallow for lock and Gecko Pane to fit) We need 11mm behind the lock to fit in a Gecko Pane.
- Max width / length of pane / sqm: 2.3m is the maximum Gecko has made
- Do South-facing cause problems: Condensation explanation, how we speak to the customer and what our strategy is.
- Types of arch shapes: We can do shallow arch shapes no problem, we can’t do sharp edges or triangles.
- Price of arch shapes: The price for Arch Panes is x 2 (or £100 minimum if the cost of an equitable Gecko Pane size is below £50)
- Colour matching: we can do colour matching if required ON METAL ONLY at 30% surcharge.