Using a Page Someone Shared With You
For customers who received a link: what the page shows and what you can do on it
Someone you work with has sent you a link to a page about their work for you: a single site visit, every visit on a ticket, a whole project, or the history at one of your sites. This article explains what that page is and what you can do on it. You don't need an account, a password or any software.
Who sent this, and what is Service Envoy?
The email and the page carry the name of the company doing your work, for example a staffing or IT services company. They use Service Envoy to schedule technicians and record the work, and the page shows you that record directly. The company decides what the page shows. Questions about the work go to them: reply to the email you received, and it reaches them.
Opening the page
- Click the button in the email. It opens in any web browser on a phone, tablet or computer.
- The page keeps itself up to date while it is open, checking for changes every 3 minutes. The time of the last update is shown at the top, with a button to refresh straight away.
- Bookmark it or keep the email: the same link keeps working as the work moves along.
- Links expire, usually after 30 days, and the company can also turn a link off. If you see Link unavailable, ask the company for a new one.
If the page asks for a code
Some companies protect their pages with a one-time code. The first time you open the page on a phone or computer, it asks for your email address and sends you a 6-digit code. Enter the code within 10 minutes and the page opens. That device is remembered, so you won't be asked again while the link lasts.
- Use the email address the link was sent to. Only people the company has shared the page with can get a code, so a forwarded link won't open on its own.
- No code arriving? Check your junk or spam folder, then choose Send a new code. If it still doesn't come, ask the company to send the link to your address.
- A new phone, a different browser, or a private window counts as a new device and asks again.
The kinds of page you might receive
One site visit
The ticket number at the top, then whatever the company chose to share: the schedule, the address and scope of work, the on-site task checklist with its progress, your technician, the repair notes, and the files. Files are in two groups: Client Provided Files (documents for the job) and Technician Deliverables (photos and documents from the work). Each file has View and Download.
Some visit pages also show a live Activity timeline: the technician's check-in and check-out as they happen, and photos in the order they arrived.
Every visit on a ticket, or a whole project
A list of site visits. Use the filter buttons at the top to find what you want:
- Waiting on you buttons appear only when something needs your answer, such as Approve pricing & scheduling or Approve technician hours.
- Where the work is buttons group the visits by stage: All open work, Scheduled, Tech Onsite, Work Done, Invoiced, Cancelled, Overdue and others. The number on each button is how many visits are in it.
You can also search by ticket number, location, status or technician, and sort by what needs attention first, scheduled date, ticket number or city. Click a ticket number to open that visit's full page in a new tab.
The history at one site
Every visit at one address, newest first, with the date, arrival and departure times, photos and documents. Switch between Visits and Photos, and use Download all for a zip of every file. This page is view only.
Photos and documents from one visit
Just the technician's files for a single visit, with Download all. This page is view only.
About your technician
Once a technician is assigned, the page can show their name, phone number and email, with buttons to call or text, plus backup contacts at their company in case you can't reach them. Before anyone is assigned you may see how many technicians have asked for the visit, but never who they are.
What you can do on the page
The company chooses which of these your link allows. Your email lists the ones yours has.
Approve a new price or date
If the company needs your approval for a changed price, a new date, or both, the visit is marked your approval needed and, on a list page, appears under Approve pricing & scheduling. Open the visit to see the new price or date next to the old one, with a note from your dispatcher. Choose Approve or Decline. When you decline, say what would work instead. When both a price and a date are waiting, you can answer each separately or both at once. No technician is scheduled until you approve, and the company is told as soon as you answer.
Approve the technician's hours
On a visit, check the on-site time, the off-site time and the total. Times are in the site's local time. Click Approve time if they look right, or Dispute time to say what is wrong. You can suggest the correct times. A dispute pauses the technician's payment until the company sorts it out with you. If you approved by mistake, use Changed your mind? Dispute these times.
Report missing photos or documents
On a visit, click Something's missing from this visit, choose Nothing was provided or Some of it is missing, and say what you expected. The technician is told straight away, and payment for that visit waits until it is put right. When everything has arrived, click Everything's here now to clear it.
Remove a site visit from a project
On a project page, a visit that hasn't been booked with a technician yet may show Already Staffed? Remove from Project. Use it when you no longer need that visit, for example because your own technician covered it or the work was cancelled. Pick a reason and confirm. If you change your mind, open the visit again and click We need this staffed after all.
Your name and email
Whenever you approve, decline or report something, the page asks for your name and email. That tells the company who answered. It does not create an account, and nobody needs to sign in.
Keeping the link private
Unless the page asks for a code, anyone who has the link can open the page and use what it allows. Forward it only to people who should see the work, such as a colleague who approves hours. If a link has gone somewhere it shouldn't, ask the company to turn it off and send you a new one.
Questions
Everything on the page is managed by the company that sent it, so they are the right people to ask about the work, the schedule, the price or the technician. Reply to their email, or use the contact details you already have for them.