Managing An Active Service Provider from the Profile Page

Owned by Chellie Esters
Last updated: Jul 31, 2020 by Anastasiya Dashuk (Unlicensed)
4 min read

While you are reviewing an active service provider’s profile, you may want to perform several actions to help you manage the service provider, such as downloading the financial information or sending the provider reminders about incomplete sections.

Actions for an active service provider

You can also perform these actions through the Active Contractors page.

Accessing an Active Service Provider’s Profile

You can access a service provider’s profile from either the Compliance Summary page or Active Contractors page.

⦿ How to Access a Service Provider’s Profile From Compliance Manager Landing Page
  1. (Optional) Search for the desired service provider using the filter and search options.
  2. Locate and click the name of the desired service provider. The service provider’s profile opens.
⦿ How to Access a Service Provider’s Profile From Active Contractors Page
  1. (Optional) Search for the desired service provider using the search filters.
  2. Locate and click the name of the desired service provider. The service provider’s profile opens.

Communicating with Service Providers

You can send your service providers reminders for completing required sections or custom messages from the profile page.

Sending a Section Incomplete Reminder

When you send a section incomplete reminder, the service provider receives an email specifying the sections that need to be completed, as illustrated below.

  Section incomplete reminder email sent to service providers

⦿ How to Send a Section Incomplete Reminder
  1. In the top-left section of the service provider’s profile, open the Actions for <Service Provider Name> drop-down list, and then click Send Section Incomplete Reminder. A confirmation dialog box opens.
  2. Click Ok. The action summary appears. The service provider receives an email specifying the sections that need to be completed.
  3. (Optional) Click Details to view the delivery status of the notification sent.
  4. Click Close.

Sending a Custom Message

You can send messages to your service providers by using the custom message option. You can also set a template for custom messages through Settings.

⦿ How to Send a Custom Message
  1. In the top-left section of the service provider’s profile page, open the Actions for <Service Provider Name> drop-down list, and then click Send Custom Message. A pop-up window opens.
  2. Enter the subject and your custom message.
  3. Click Ok. The action summary appears.
  4. (Optional) Click Details to view the delivery status of the message sent.
  5. Click Close.

Downloading a Service Provider’s Financial Info

From a service provider’s profile page, you can download the W9 and sales tax reports.

⦿ How to Download a Service Provider’s W9 Report
  1. In the top-left section of the service provider’s profile page, open the Actions for <Service Provider Name> drop-down list, and then click Download W9 report. A pop-up window opens.
  2. To download W9 form, click Download under PDF. To download W9 data in Excel format, click Download under Excel. The W9 form/report downloads to your device.
  3. Click Close.

⦿ How to Download Sales Tax Report
  1. In the top-left section of the service provider’s profile page, open the Actions for <Service Provider Name> drop-down list, and then click Download Sales Tax Report. The report downloads to your device.
  2. Click Close.

Inviting a Company to Manage the Profile

You might occasionally have a preferred service provider who is not in your private network. ServiceChannel recommends that you request the service provider to create a Fixxbook account. Should you need to create a Fixxbook account on a service provider’s behalf, you may do so and then invite the service provider to manage the profile.

After creating a service provider’s profile, you need to add General Contact information to be able to communicate with the provider.

⦿ How to Invite a Company to Manage the Profile
  1. In the top-left section of the service provider’s profile page, open the Actions for <Service Provider Name> drop-down list, and then click Invite Company to Manage Profile. A confirmation window opens.
  2. Click OK. The action summary appears. The service provider receives an email invitation to manage the profile, as illustrated below.
    Email sent to service providers for managing profile
  3. (Optional) Click Details to view the delivery status of the invitation.
  4. Click Close.

Deactivating a Service Provider

Sometimes you may decide to stop working with a service provider due to issues such as the provider’s poor performance or non-compliance with key requirements. You may remove a service provider from all locations and work orders, and then deactivate the provider from your private network in two ways:

  • Temporary Deactivation (in Compliance Manager only): Removes the provider from your Active Contractors list; however, you may still assign work orders in Service Automation. We recommend that you communicate with your facility management users to avoid assigning the provider to locations and work orders. In case you choose to work with the provider later, you may reactivate the provider and inform other users that they can start assigning work orders to the reactivated provider. See Temporarily Deactivating a Service Provider for more information.
  • Permanent Deactivation (in both Compliance Manager and Service Automation): Removes the provider from both your Active Contractors list and from your Providers list in Service Automation. You can no longer assign work orders to a permanently deactivated provider. See Permanently Deactivating a Service Provider for more information.

When you deactivate or delete a service provider, your company name will not be listed in the Clients list in the service provider’s Fixxbook account, and the provider cannot view your requirements.

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