If a System Owner utilizes 3rd party contractors to complete service, the Contractor will have a separate account instance and the Contractor instance must be linked to the System Owner instance in order for the Contractor to work in the System Owner account.
Note: Only System Administrators can link accounts.
In Trakref Classic, the process to link a Contractor to a System Owner first requires user (System Administrator) to be working in System Owner account. In this example, we will walk through linking a Contractor (College Demo Account Service Team) to one of our System Owner Demo accounts (Advantage Industries)
1. Navigate to System Owner instance in the You are working in: dropdown.
2. Once working in the System Owner instance, locate the menu option Geek Command Center.
3. From the Geek Command Center dropdown, select the option Manage Servicers.
4. User is directed to the Manage Servicer Instance Links page. If Contractors are already linked, the Service Instance will be listed on this page.
5. Locate the option under ACTIONS to Add New Link.
6. Add Servicer Instance Link: window will appear
7. Complete the form to Add Service Instance Link.
- Base Instance: this is the System Owner account you are working in
- Service Instance: select from the dropdown the Servicer Instance (Contractor) that needs to be linked to the System Owner (Base Instance)
- Can Manage Locations: select this box if the Service Instance has permission from the System Owner to manage locations. If unknown, leave box unchecked.
- Restricted Locations: select this box if the Service Instance location access needs to be restricted to certain locations approved by Base Instance (System Owner). When this is checked, additional steps to Manage Servicer Locations must be completed for each location. If unknown, leave box unchecked. When unchecked, Contractor will be able to view all System Owner locations when working in the System Owner account.
- Require Admin Approval: select this box if the Service Instance requires Admin approval to Close Work Order. When this is checked, Admin from Base Instance (System Owner) must approve work orders before they will appear as "Closed" in the trakref software. If unknown, leave box unchecked.
- Preferred Vendor: select this box if the Service Instance is the preferred vendor to the Base Instance (System Owner). If unknown, leave box unchecked.
8. Select Save to Add Service Instance Link
9. Servicer will now appear under Servicer Instance Links.