Service Providers
Service providers are external partner companies and technicians who perform maintenance work at your sites. Adding them to the platform gives them scoped access to the work orders, technical systems, and spaces they need — without exposing the rest of your site's data.
Accessing Service Providers
Open the site you manage from the top navigation menu, then select Service Providers from the site management menu.
Key concepts
Service Provider
A service provider is an individual technician or contractor who belongs to a partner company. They receive scoped access to work orders assigned to them and the related systems and spaces — nothing else.
External Company
Service providers are grouped by company. You can have multiple technicians from the same company, each with their own contact details and work order assignments.
Work Order Classifications
Classification tags define what types of work a provider handles (e.g., "HVAC Maintenance", "Fire Safety Inspection"). These are used by the preventive maintenance plan to automatically match providers to the right work orders.
What service providers can do
When assigned to a work order, a service provider can:
- View and update the work orders assigned to them
- Access related technical systems — see equipment details, maintenance history, and documentation relevant to the task
- Access related spaces — view unit and space information needed to locate and complete the work
- Update checklists — mark inspection items and task steps as complete
- Add notes and photos — document work performed directly on the work order
Service providers only see what is explicitly assigned to them. They cannot browse your full site, view other tenants, or access systems unrelated to their work orders.
Creating a service provider
- Open the site from the dashboard
- Navigate to Service Providers from the site management menu
- Click New Service Provider
- Fill in the required fields:
- Company — Select or create the external company this person works for
- First name and Last name
- Email — Used for notifications and platform login
- Phone — Contact number for coordination
- Click Save
Managing service providers
Click on any service provider to view and edit their profile:
Contact information
Update the provider's name, email, phone, and company assignment.
Responsible work order classifications
Assign classification tags to define what types of work this provider handles. For example:
001 - HVAC Maintenance002 - Elevator Service003 - Fire Safety Inspection
These classifications are used by the preventive maintenance plan to automatically assign the right provider to the right type of recurring work order.
How service providers are used
| Where | How |
|---|---|
| Work orders | Manually assign a provider when creating or editing a work order |
| Preventive maintenance rules | Automatically assign a provider to recurring work orders based on classifications |
| Technical systems | Assign a provider as responsible for a specific piece of equipment — see Assigning a provider to a technical system below |
| Notifications | Providers receive email notifications when assigned to new work orders |
| Dashboard | The maintenance dashboard shows which providers are handling active work |
Assigning a provider to a technical system
In addition to work-order-level and recurring-task-level assignments, you can name a service provider as responsible for a technical system itself. This is the right path when a vendor owns an asset on an ongoing basis — for example, "ACME HVAC is responsible for every chiller in this building" — rather than for a single job.
What the assignment grants
A provider listed on a technical system can see that system, all of its work orders, and all of its alarms — across every organisation they belong to. They get this view on their dedicated External Partner dashboard without needing an admin or manager role on your site.
How to assign
- Open the Settings of a technical system (either from the technical system's modal header → Settings button, or directly from Technical Systems in the admin menu)
- Scroll to the Service Providers row in the summary card
- Pick one or more providers, or create a new one inline
- Save — the provider gains visibility into the system immediately
The assigned providers also appear in read-only form on the technical system's Maintenance tab, so anyone opening the system can see at a glance who is responsible and how to reach them.
When to use which assignment
| Need | Assign on |
|---|---|
| Single one-off job | Work order |
| Recurring scheduled job (e.g., monthly filter change) | Preventive maintenance rule |
| Ongoing ownership of an asset | Technical system |
The three paths are complementary. A provider responsible for a system can still receive distinct work orders against it — their dashboard surfaces the union and de-duplicates.
Only property admins and managers can add or remove a provider on a technical system. Providers themselves cannot grant access to other providers.
Best practices
- Add all providers up front — Register every company and technician before creating maintenance plan rules
- Assign classifications — Tag each provider with their areas of expertise so automated assignment works correctly
- Keep contact info current — Email addresses drive notifications; outdated emails mean missed assignments
- Review workload — Use the maintenance dashboard to check that work is distributed evenly across providers