Our apologies for the length of this article, but a Reader's Digest version just won't work.

Units is available in our Pro subscription plan.

Devices (Trend Reports and Pest Sightings) is available in our Business and Pro subscription plans.

Summary

Our online service portal is an easy-to-use online resource for your customers to manage their account. This includes viewing/printing their invoice/service history, device/unit trend reports, SDS & material labels, licenses, submitting pest sightings, and, probably most importantly, paying individual invoices or their entire balance (multiple invoices).

Key Points

  • Include the {link_to_document} in email templates

  • The Dashboard contains an at-a-glance status of the account

  • Enter a new credit card or view all the credit cards already on file

  • View individual Locations

  • View the service history of Work Orders

  • On site verification shows the location where the Work Order was completed

  • View and pay Invoices

  • Upload your business and applicator's licenses, and Labels & SDS Sheets

  • Customers can post a pest sighting

  • View, filter and download Trap Trend reports

  • View, filter and download Unit reports

{link_to_document}

To get your customers to the online service portal include the {link_to_document} place holder in your Settings/Document Templates email template at the bottom of the page.

When the customer clicks the link the online service portal web page appears. If the customer wants to sign in to the portal without clicking the link in the email:

  1. Give the customer the URL yourdomain.serviceworkportal.com

  2. Give the customer the email address you have on file for that account

  3. Give the customer the customer account number or location number

  4. Enter the information in the text boxes and click Sign In

Dashboard

When the customer enters the portal the Dashboard page appears.

  • Dashboard - Contains an at-a-glance status of the account

  • History -View Work Orders

  • Invoices - View and pay invoices

  • Trend Analysis - View captures and evidences in your traps

  • Documents - Download Licenses, Notes & Documents and Labels & SDS Sheets

  • Pest Sighting - Let you know a pest has been sighted

  • Units - View history of individual units

  • Account Number - plus address, email address and phone number

  • Balance Due - the amount owed for the account

  • Active Programs - upcoming services that the customer can confirm

  • Open Invoices - list of unpaid and overdue invoices to view and pay

  • Your Account - Log out, update credit cards

  • All Locations - Pick which location to view its documents

Under Active Programs, when the customer clicks the Confirm button, the Confirm your Appointment page appears. 

Visiting this page alone does not confirm the appointment. The customer must: 

  • Put a check mark in Check to confirm appointment

  • Put their name/initials in the Confirmed by text box, they can also add a note

  • Click the Confirm Appointment button

The appointment in the calendar will have a check mark in it to indicate the appointment is confirmed. The Work Order Schedule tab will contain the text entered in the Confirmed by text box.

Your Account, Credit Cards

Enter a new credit card or view all the credit cards already on file. Customers can also use debit cards. If more than one card is stored, set the primary card. Only the last four digits of a card are viewable. This page includes:

  • Brand: The stored card brand; we accept Visa, MasterCard, Discover, and American Express

  • Expires: Expiration date on the card

  • Number: The last four digits of the card

  • Primary?: If more than two cards are stored, they can change which one is primary

  • Disclaimer: Read the disclaimer

  • Credit Card #: Enter the credit card number

  • Security Code (CVV): Enter the Security Code; this is a 3-digit number for Visa, MasterCard, Discover and a 4-digit number for American Express

  • Card Expiration: The expiration date on the card

Enter a new credit card:
To add a credit card:

  1. Read the disclaimer

  2. Enter the credit card number, security code (cvv), and expiration month and year

  3. Click Save

Repeat this step to add additional cards.

To set a primary credit card:
If there are two or more cards select which one is primary.

  1. The current primary card displays Yes under the Primary? column

  2. The other card(s) have Set Primary to the right

  3. Click Set Primary for the card to have as primary

To delete a credit card: 

  1. Click the garbage can icon to the right of the credit card information

View Individual Locations

If the customer has more than one location, click the down arrow to the right of All Locations and select the location. This focuses the customer to one location. When a location is selected only documents associated to that location are viewable. It is easier to view unpaid Invoices for one location, or to focus a Trap & Trend report for one location, for example.

History 

View the service history of Work Orders from the History tab.

The Status column shows if the work is complete. Click the View button to see the Work Order.

For Work Orders completed on the mobile app an On site verification will show the location where the Work Order was completed.

Tip Make it known to your technicians that the customer will see where the Work Order was completed. It's best for customer relations that techs complete the work at the customer's location. 

  • To see an attachment included in the Work Order, such as a WDIR, click Attached

  • To see the Invoice associated to this Work Order, click Invoice

  • To see the Work Order PDF as it appears in the customer's email, click Print

Invoices

From the Invoices tab, you'll see all your invoices. The Status column shows if the Invoice is paid, unpaid, or overdue. 

Click View & Pay to view and pay Invoices. 

  • If you set up a PayPal account with Fieldwork, your customers can pay via PayPal

  • Customers who have a credit card on file can pay with a credit card

  • To see the Work Order associated to this Invoice, click Work Order

  • To see the Invoice PDF as it appears in the customer's email, click Print

Note You must have a Stripe account for customers to upload their credit card information.

Pay the entire balance

From the Dashboard page click Pay Via PayPal or Pay with Credit Card (if the credit card information is in the portal). This is how to to pay the balance in full.  Customers cannot pick and choose which invoices to pay; this action pays all unpaid invoices. 

Trend Analysis and Pest Sightings

If the account contains devices the Dashboard will show Trend Analysis and Pest Sightings (if enabled) tabs.

Trend Analysis

This page includes:

  • Calendar: The beginning and ending dates for the search 

  • Device Type: The device used for a capture, such as rat station, interior glue board, etc.

  • Capture Type: The pest that was captured

  • Evidence Type: The evidence the pest left behind, such as bait consumed, droppings, etc.

  • Trend Analysis: The Capture and Evidence visually chart the results of the filter query

  • Legend (Captures): A short, one-letter assignment for the description (i.e., M = Mouse)

  • Legend (Evidences):  A short, one-letter assignment for the description (i.e., B = Bait Eaten)

  • Device ID: The barcode number for the device that had activity for this period

  • Device Type: The type of device that had activity for this period, (i.e., rat station)

  • Captures: The number of pests captured (uses the short, one-letter naming convention)

  • Evidences: The number of evidences (uses the short, one-letter naming convention)

Creating a report:
To create a report select the criteria to include in the report.

Select the date range:

  1. Click the left calendar icon 

  2. A monthly calendar appears

  3. To navigate around the calendar:

  4. Click the left chevron << to go back one month

  5. Click the right chevron >> to go ahead one month

  6. Click the month at the top of the calendar to go into year view

  7. Click the year to go into decade view

  8. Click the date to have as the beginning of the search

  9. Click the right calendar icon and repeat the steps to create the end date

Tip If looking for one specific day, select that day in the left calendar and select the day after in the right calendar.

Select the types:

  1. Click Any Device Type and select the device for the search; otherwise, leave it at Any Device Type

  2. Click Any Capture Type and select the pest for the search; otherwise, leave it at Any Capture Type

  3. Click Any Evidence Type and select the evidence for the search; otherwise, leave it at Any Evidence Type 

  4. Click Filter Report

Note A trend analysis will not show results if: 

  1. The date range in the calendar does not go back/forward enough to capture data

  2. At least one of the three types is too specific and the value for the type is not in the database; try using Any xxx Type for all three

Trend Analysis charts:
The two charts graphically show the captured pests and the evidences that pests left behind. Both charts have Legends beneath with a short, one-letter abbreviation for the description. This one-letter descriptor helps keep the format more readable in the following table.

Device, Capture, and Evidences statistics:
This table identifies the activity for the period in the report. For Captures and Evidences refer to the one-letter descriptor in the Legends.

  • Device ID: The barcode on the device. Click the ID to view the activity for that device

  • Device Type: The device descriptor, such as rat station, Pheromone Lure, Bed Bug Lure, etc.

  • Captures: The number of pests captured for a device

  • Evidences: The evidence found in or around a device

To print a report

  1. Click Print Report

  2. Click a Device ID to view a device’s activity, and click Print Report to print that device activity

Documents

The customer can download your business and applicator's licenses, view account notes & its documents, and Labels & SDS Sheets from the Documents tab.

Note  Shared Notes & Documents are viewable to the individual customer. Licenses and Labels & SDS sheets are viewable to all customers. Even though a customer might not have an ant service, for example, they will see the ant SDS and label if you post it.

Pest Sightings

To activate Pest Sightings for a customer, edit their Billing Page, scroll down to the bottom of the page and put a check mark in Show Pest Sightings [x].

The customer can then post a pest sighting that goes into their account in the Pest Sightings tab. The customer can select:

  • Pest Type - Drop-down list comes from your Settings/Target Pests

  • Location of Sighting - Type in the location

  • Service Location - Drop-down list comes from the customer's locations 

  • Date - Enter the date of the sighting

The bell in the upper-right corner of your browser indicates, with a number, when a pest sighting has been submitted. Click the bell and a drop-down list appears showing the pest, the customer, the date and time. Click the entry and the customer's account page appears with the Pest Sightings tab open. 

Pay attention to the bell!

The Pest Sightings tab shows the pest type, location, and date.

You can edit the sighting to complete it (tech went out there to perform the service) enter comments (this will show as Action Taken in the portal), and you can delete the sighting. 

Note Pest sightings cannot be deleted by the customer.

When the sighting is marked complete the portal will show the date completed and the technician who completed the job.

Tip If the Pest Sighting tab is not available edit the customer's account Billing Page and click the check box [x] Show Pest Sightings.

Units

If the account has multi-units the Dashboard will show a Units tab. View the history of pest activity for the units in this property. This page includes:

Filters

  • Start date: Select the beginning date for the search

  • End date: Select the end date for the search

  • Status: Reports by entries in Settings/Unit Statuses

  • Target Pests: Reports by entries in Settings/Target Pests

  • Activity Levels: Reports by entries in Settings/Activity Levels

  • Unit#: Reports by unit entries in the customer's location account

Tip If looking for one specific day, select that day in the left calendar and select the day after in the right calendar.

After selecting the filters click Filter Report. The right side of the page shows Service Status and Target Pests charts, and a line-item list below it.

Also watch this video.

For more information about Units, see Multi-Units for apartments, condos, hotels, public storage facilities...

For more information about getting your online portal setup, see Online Portal - Getting Started Guide 1 of 2

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