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Sites: One Place for Everything at an Address

Every visit, photo, and document at one address — and one rolling link to share it all.

A site is a physical address you work at. Every ticket you run there attaches to it, so over time the site becomes the complete history of that location — every visit, every photo, every document, in one place, no matter which ticket it came in on.

This is what makes it possible to answer "when were we last at the Owasso store, and what did we do?" without opening six tickets.

Finding a site

There are two ways in:

What a site page shows you

You only ever see your own work. Two companies can both work at the same address, and the site page is filtered to the tickets belonging to your company. Nobody sees anyone else's visits, photos, or contacts through a shared address.

When one address is written two ways

Work orders often write the same address differently, such as "4301 HIGHLINE BLVD" on one and "4301 Highline Boulevard" on the next. A new ticket links to the site you already have for that client when the ZIP code matches and either the street is the same however it is spelled, or the site number and building number match. Two different site numbers always stay separate sites, because a client can have two stores at one address.

If a place was saved twice before, its site page still shows the visits, photos and files from both copies, whichever one you open.

A Coverage Check with only a city or ZIP, and no street address, is not added to your sites. Its location is kept with the ticket, and it becomes a site once the ticket gets a full address.

"Is this a site you already have?"

When you enter an address on a new ticket, change a ticket's location, or add a site under Directory → All Sites, Service Envoy checks your saved sites for that client as you type. Sites that might be the same place, but not certainly, are listed with the reasons they look alike (same site number, same building number, a similar street or site name) and how many tickets you have there. For each one you can choose:

When a ticket is linked to a saved site automatically but writes the address a little differently, the site card shows what differs and offers the same two choices. Use saved details is selected unless you change it.

Searching photos by what's in them

Each photo is automatically described shortly after it's uploaded. On the Photos tab you can search those descriptions — "patch panel," "rooftop unit," "damaged cable" — and find the shot across every visit at that site without remembering which visit it was on.

Sharing a site with your external customer

Your external customer is the company you're doing the work for — the one with no Service Envoy login, who only ever sees what you send them. (On the marketplace, "client" means the company posting work to technicians. That's you. Your customer is a different party, so this article calls them the external customer to keep the two apart.)

The Share tab creates a rolling site link: one URL covering the whole site's history. Send it once. From then on:

This is the difference worth understanding: a visit link answers "how did Tuesday's job go?" A site link answers "show me everything you've ever done at my building." For a customer with one location you service repeatedly, the site link is the one to send.

Emailing the link

Each active link has an Email button. Pick a recipient from the contacts saved on this site or on the clients you've worked here for, or type any address — choosing a contact fills the box rather than locking it, so a one-off recipient is never blocked by your contact list being out of date. Add an optional message and send.

What your external customer sees — and doesn't

The shared page is built server-side from the link alone, so it can only ever contain what's meant to be on it:

Revoking a link

Revoke any link instantly from the same tab and it stops working immediately for anyone holding the URL. The list shows each link's view count and when it was last opened, so you can tell a link that's actually being used from one that never landed.

Sharing one visit instead

Lower on the Share tab you can pick a single visit and share just that one — the same deliverables or live-timeline links you'd create from the site visit itself. Use it when your customer asked about one job and doesn't need the whole history. Those links expire after 30 days.

Sharing with Your Customer explains every way to share work with your customer in one place: site visits, tickets, projects and sites.

Who can share

Publishing a site is deliberately tighter than editing one. They are two separate permissions: Manage Sites lets someone edit a site's details, and Share Sites lets them publish it. By default the Owner, Admins and Project Managers have both; Staff can manage sites but not share them. The two are different decisions — correcting a suite number is housekeeping, putting a site's whole history on the public internet is not.

The Owner can change who gets either permission under Admin → User Management, in the Role Permissions grid. The Share and Manage tabs only appear for people who have the matching permission.

You can only share or manage a site your own company created. If you've worked at an address another company added to the registry, you can see your own visits there but not publish the page or edit its details.

Managing the site record

The Manage tab is where you fix the site's Site Name, its Site #, and its Address / Access Notes, then click Save changes. It never edits the street address itself. Two things behave differently to what you might expect, and both are protections rather than restrictions:

If an address is genuinely wrong, correct it on the ticket instead. Your correction is saved as your own copy of the site, so your tickets get the right address without changing anyone else's history.

Good practice

Open this article in the interactive guide →