Sharing with Your Customer
Every way to send an external customer a no-login link, what each item shows, and what they never see
Your external customer is the company you're doing the work for: the one with no Service Envoy login, who only sees what you send them. This article is the one place that explains every way to share work with them. Each share is a private web link they open on any phone or computer, with no account and no login.
Where to find Sharing Options
Every share starts from the same Sharing Options window, with the same tickboxes. Here is exactly where to open it.
On a site visit
Open the site visit.
Click the Site Visit Actions button at the top of the page.
Choose Sharing Options.
Shortcut: once a visit is shared, click the blue Shared badge beside its status.
Technicians: technicians, and an outside company working your visit, open the Tech Actions menu at the top of the site visit and choose Sharing Options. It's always there: once a visit is approved, billed or closed, the other Tech Actions items are greyed out but Sharing Options still works. A technician can share their deliverables. Only the company that owns the visit can let a link approve times or report missing deliverables.
30-day limit for technicians: technician sharing closes 30 days after the visit's work (its check-out). After that, Sharing Options in Tech Actions is greyed out and says why. Your office can still share the visit at any time from Site Visit Actions.
On a ticket
Open the ticket.
Click the Ticket Actions button at the top of the page.
Choose Sharing Options.
Under Share, pick All site visits on one page (one link listing every visit on the ticket, including visits added later) or one specific site visit (exactly the link that visit's own page makes).
On a project
Open the project and stay on its Sites tab.
Click the Send button above the list of sites.
Choose Sharing Options.
One link shows every site visit in the project, and new visits appear on it automatically.
On a site
Open the site: from a site visit's Location tab, or from Directory → All Sites.
Click the site's Share tab.
A rolling link to everything you've done at that address, or a link to one visit there.
Which one to send: a visit link answers "how did Tuesday's job go?" A ticket or project link answers "where is the whole job up to?" A site link answers "show me everything you've ever done at my building."
Choosing what the link shows
Tick each item the link should include:
Technician deliverables: the photos and documents the technician uploads, to view and download.
Site visit details: status, schedule, site address, scope of work, the on-site task checklist and the Client Provided Files.
Assigned technician: once a technician is assigned, their name, phone and email, plus their company's backup contacts. Before that, only how many technicians have requested the visit.
Repair notes: the repair result and repair notes from the visit's closeout.
Live activity timeline: check-in and check-out as they happen, plus photos in the order they arrived. Offered on a single site visit only.
Anything you leave unticked is never sent to the page at all, not just hidden. Links made before these tickboxes existed keep showing exactly what they always did.
Letting your customer act, not just look
Below the items are options that let the customer do something. Each is off unless you tick it, and is set per link, so ticking it on a new link never changes one you sent last month.
Share tech times for approval: they see the technician's on-site and off-site times, in the site's local time, and can approve or dispute them.
Let them report missing deliverables: they get a "Something's missing from this visit" button. A report emails the technician what's missing in your customer's own words, holds the technician's payout, and blocks payment approval and invoicing until it's resolved. They can clear it again with Everything's here now. Only offered to the company that owns the site visit.
Let them mark work no longer available (project links only): adds a button to cancel a visit they've covered themselves. See Projects: Bulk Multi-Site Contracts for exactly what that does.
What your customer never sees
Who asked for the work. They can see that a visit has open technician requests and how many. Which technicians asked, the dates they proposed and their travel pay stay with you. The technician's name appears only once one is assigned, and only when Assigned technician is ticked.
What you pay the technician. Technician pay and your margins never appear on any shared page.
Anything else in your account. A link opens only the visits it was made for. On a site link, another company's work at the same address never shows.
A price or date approval you send the customer always shows on their page, whatever is ticked, because they need it to answer you.
Who can share what
Anyone working a visit can share its technician deliverables. Every other item, and the two approval options, can only be ticked by a Tenant Admin, Admin, Project Manager or Accounting user, because they can put contact details or visit detail in front of someone with no login. Sharing a whole site takes the Share Sites permission (Owner, Admins and Project Managers by default) and only works on a site your own company created.
Sharing every visit automatically
Each client has Sharing Defaults on the client record's Defaults and Requirements tab:
What a shared link shows: the boxes Sharing Options starts with for that client's visits, tickets and projects. You can still change them for any one link.
Always share new site visits with this client: every new site visit gets a link with those items as soon as it's created, emailed to the contacts you tick. The link lasts until 30 days after the visit date. It shows in the list as Automatic (client sharing default).
Coverage checks are shared when you convert them into a ticket, not before. Visits generated from a project aren't shared one by one, because the project has its own link. On the new ticket form you can untick Share automatically (client default) to skip one ticket.
Managing your links
The Shared badge. A site visit shows a blue Shared badge beside its status whenever any active link covers it, wherever that link was made. Click it to open Sharing Options.
One list on the ticket. A ticket's Sharing Options lists every link that opens its site visits: links made on a visit's own page, the ticket's all-visits links, and any project link covering them. A project link shows Manage on project, because that's where it's edited.
Copy, Email, Edit, Revoke. Email sends the link from inside Service Envoy: pick one of the client's saved contacts or type any address, and add a message. Edit changes what a link shows and allows on the same URL, so nothing needs resending. Revoke shuts it off instantly for everyone holding it.
Seeing who looked. Each link shows how often and when it was opened, so you can tell a link that's being used from one that never landed.
How long links last
Site visit and ticket links: 30 days. If one lapses, create a new one.
Project links: 30 days, with Extend (or Reactivate once expired) to add time on the same URL.
Automatic links: until 30 days after the visit date.
Site links: never expire. They're meant to be bookmarked; revoke one to shut it off.
Quick reference
Share one visit: Site Visit Actions (top of the site visit page) → Sharing Options.
Share a whole ticket: Ticket Actions → Sharing Options → all site visits on one page.
Share a project: the project's Sites tab → Send → Sharing Options.
Share a building's history: the site's Share tab.
Share every new visit for a client: client record → Defaults and Requirements → Sharing Defaults.
Find what's already shared: the blue Shared badge on a visit, or the ticket's Sharing Options list.
More detail on the pieces lives with them: Documenting work: photos, reports & sharing (deliverables and photos), Managing Clients (Sharing Defaults), Projects: Bulk Multi-Site Contracts (project links) and Sites: One Place for Everything at an Address (site links).