A service provider organization is any company that employs people who come to your location as part of their work and aren't employed by your organization. Service Providers can be anyone from cleaners to builders to suppliers to temp workers and anyone that performs services for your organization and needs to sign in to your locations.
There is a lot of different information you can store in WhosOnLocation about a service provider organization. A lot of this data can be used to manage these service providers and their access to your location, keeping safety and security at the forefront of your organization.
If you need to record information that is not included in the default profile fields, add custom fields in Service Provider Manager before adding or updating your organizations.
These are the details of the organization, they include contact and business information. The only required default fields when adding a service provider organization are Organization Name, Trading As, and Status of Account. If you have added mandatory custom fields, you'll also need to complete them before saving the changes.
For an organization to have access to your locations, the Status of their Account needs to be Active. When first adding an account, the Status defaults to Pending, you can then change this to Active, Inactive, or On-Hold.
Inactive, Pending, and On-Hold are all statuses which prevent access to your locations, you can use these to manage your organizations in any way you want. E.g. On-Hold means you are waiting for paperwork, Inactive means they are not currently providing services but they may in the future, etc.
The Organization Owner is the person who manages the relationship with this service provider organization. This is used completely internally and for record keeping purposes only. It is to record the person in your company that is the point of contact for that organization, this will only be applicable in certain circumstances. Only Service Provider Managers can be Organization Owners.
If you have added custom fields for service provider organizations, you may have extra fields to complete or tabs to click through.
Categories & Groups
Categorize your organizations in different ways to make reporting, inductions, and access easier. You can group organizations by the type of work they are doing, the areas they need to access, or any other grouping. You can organize your categories and groups in any way that you want, this is completely customizable.
The options for Categories & Groups are set up in the Service Provider Manager under Organization Categories and Groups in the left-hand menu.
The locations that members of this organization can access by default. A member can only access the locations the organization has permission for, they cannot be granted access to more locations than the organization.
There are three permission statuses that can be applied to an organization. You can click on a status to change it:
- Not Authorized – Doesn’t have access to the location.
- Authorized – Has permanent access to the location.
- Temporary – Has access to the location for a set period.
If using Temporary, you will need to enter the date range the organization has access to the location. Temporary access can only be granted manually, not from CSV import or run action.
Internal User Access Groups
These are groups for organizations to be sorted into for the use of managing them from inside your organization. You can assign the Service Provider Coordinator role to a user giving them access to specific Internal User Access Groups only. This means they can only manage the service providers that fall into this group.
A service provider can belong to as many Internal User Access Groups as required. The options for Internal User Access Groups are set up in the Service Provider Manager from the left-hand menu.
To add or remove and organizations Internal User Access Groups, toggle the Yes/No switch next to the required group. The group will automatically be added to the corresponding section.
This is an area to record an organization's contracts with your company. You can enter details of how much a contract is worth, when it expires, and upload documents, among other things.
Before adding a contract, you must ensure the contract type has been set up in the Contracts Settings, located in the Service Provider Manager from the left-hand menu.
This is an area to record an organization's insurances for your records. You can enter details of how much a policy is worth, when it expires, and upload documents, among other things.
You can add an insurance policy manually or import a CSV file of insurances for that service provider.
Before adding an insurance policy, you must ensure the Policy Type has been set up in the Insurance Settings, located in the Service Provider Manager from the left-hand menu.
These are the Service Provider Members that belong to this organization. You can manage the members from this section or from the overall Service Providers Member list, the difference being that this section only contains the members of this organization.
You can only add members manually from this section and you must add them to the system with their details before you can add any additional settings like qualifications or inductions.
This is a section where you can view and create notes about the organization which may be relevant to your records.
Each note has a type, subject, and note contents to help differentiate what each note is for at a glance. And every note has logs of when it was created and edited and by who. You can add notes manually one-by-one, or add multiple notes for an organization via CSV import using the template provided in the Notes section.