Before diving in, it helps to know the basics!
In Service Geeni, Sites are the physical locations where equipment is stored, jobs are raised, and engineers are sent. It is common for a Site address to be the same as the customer's address, especially when the customer only has 1 location.
Want to learn more about customer accounts? Check out: Creating and Managing Customers
Essentials!
Start with our helpful ‘how to’ videos below.
Watch our Customer and Site video playlist ▶ Customer & Site YouTube playlist.
Getting There
You can get to Customer & Site Records from the Records section via the menu.
Editing and Updating Sites
Now that you are in the Customer and Site Record menu you can edit or update your Sites. To do this:
Find your Customer from the list and expand the plus icon (+).
From the drop-down, click on the Site ID to open the Site Record.
Alternatively, you can click on the Account Number ID and then head to the Site Details tab.
From there, you can update or edit the site details as needed.
Add a new Site
After setting up a customer account, you can add new sites by:
Heading to the Customer & Site Records screen.
Then select the Customer Account you want to add a site to.
Once it opens. Head to the Site Details tab.
Select the +Add button, which opens an editor window.
Note: If the +Add button isn't available, you may not have access rights. To enable it contact your Admin staff.
The Site Details screen is split into three columns:
Address / Contact Details
Site Details
Financial Details
Address / Contact Details
Here you can add any address or contact details.
The site ID will be created from the Customer ID, followed by 001 for the 1st site sequentially numbered thereafter.
You can auto-generated the field with the generate icon or fill out the Site ID and Site name field manually.
If you have a particular way of naming your Sites, you can overwrite the suggested number.
In this example the Customer ID is KCA999/005 has been named to KCA999/Unit 1
Use Customer Account Address
You can toggle the option to either use the same address as the Customer account or enter a different address when setting up additional sites.
Site Details
In the site details section, you can include additional information that is specifically relevant to the work that will be done there.
The site that has been automatically created will use the Customer Account address as a default.
Home Branch
If you are using a multiple Depot/Branch system in Service Geeni, you can select the home Branch for the site, this is normally the branch that raises service and repair jobs.
Assign a Geographical Area
This field allows you to assign a specific area for that site.
To assign a geographical area, click the ellipsis to open a list of locations and select one.
To learn more check out this article: Geographic Areas.
Assign a Priority
You can set different priority levels or response times within Service Geeni. To do this, click on the ellipsis:
Choose a priority level that best suits the standard jobs associated with this site.
Priorities can be updated as needed when creating jobs for the site.
If you need more info on how to add Priorities, check out this article: Priorities
Assign a Preferred Engineer
You can assign a specific engineer for the site if you need to. This is helpful if the same engineer regularly visits.
Leave this field blank if multiple engineers will attend.
You can find out more here: Preferred engineers.
Assign Site Notes
Site notes are useful to inform system users and engineers via their mobile devices when working at that site.
Assign Site Prompts
Use the text entry field to add Site Prompts.
Site Prompts will appear as pop-ups whenever a job is raised for this site using the Service Call module.
Engineer Skills
Here you can specify the skills that would be required for visits to this Site, it may be the Engineer needs to be DBA checked (for example).
You can find out more here: Engineer Skills.
Lift Available on Site
Where a lift is available this may need to be known for the visit.
Department
This section simply specifies the department associated with the site.
Add Service Instructions
You can enter Service Instructions to provide important information for the engineer.
These instructions will appear as a 10-second pop-up on the engineer’s mobile application at the start of a job.
Forms
Here you can assign the forms engineers will use for jobs at this site, such as a Risk assessment or Check sheet.
Any forms added via the Forms Section will also be listed here.
Financial Details
Under Financial Details, set default Charge Codes for jobs. These act as templates but can be adjusted for individual jobs.
Set the most appropriate Charge Code for each job type. These will act as the default charge codes for the site, but you will be able to change these if you need to when raising individual jobs.
Repair Charge Code
Are any ad-hoc jobs created for your customers outside of any service or pre-planned maintenance.
Service Charge Code
These are any pre-planned maintenance jobs, such as annual services.
Inspection Charge Code
Are created as part of your Hire processes for pre-hire and off-hire inspections.
Job Invoice to
The Job Invoice To field allows you to specify who gets invoiced for any jobs raised at this site.
You can choose to invoice:
The main customer account.
This site address.
Or another site address.
If you choose another site, select it from the list.
If the field shows Customer Account, check the setting on the main Customer account and enable the Invoice all Jobs to Site check box.
You can find the check box by clicking the Customer & Site Records Tab.
Then, select the account you want to edit by clicking on the Account Number.
Click edit and scroll down to the Financial Details section.
At the bottom, you can see the Invoice All Jobs To Site check box, simply click it to enable the feature.
The site will now contain This site in the Job Invoice to field.
Saving the Site
Scroll up and save the site you have created.
Sub Locations
After adding and saving your new site record, it will appear as active in the list. If you see a Plus (+) icon to the left of a site, this indicates that the site has sub-locations. These sub-locations can be useful when managing your work on large sites, as they provide additional information to engineers about where equipment is located (e.g., ground floor, hire depot, etc.).
Each sub location can have documents uploaded against it, you can view test data against it and edit the details.
To add a site location, access the site record and then click the Site Location Details tab.
Here, you can edit and manage any existing locations and you can add new ones.
Click Add and then fill out the details.
Add a location and a location name, then attach any relevant documents if needed.
Click Save to register the location.
If you have sub locations, you can use the Parent location field to build these up.
Click Add, then select your parent location.
This will create a location ID for you.
Then add the location name, attach any documents, and then click Save.
You can then view all your site locations in the nested grid.
Congratulations! You have successfully navigated through Creating and Managing Sites.