Accept ServiceChannel work orders from your job management system
When a new ServiceChannel work order arrives, Build Concierge can create the job in your job management system and accept the work order in ServiceChannel for you. If your team reviews work first, acceptance can wait until they change the job's status instead.
Who it's for
Contractors who receive work orders through ServiceChannel and manage jobs in their own job management system
What it gives you back
Time spent logging in to ServiceChannel to accept work orders, and keying new work orders in as jobs
Works with
Your job management system and ServiceChannel
The problem
Still logging in to ServiceChannel just to click accept?
Work orders arrive in ServiceChannel, but your team plans and schedules in your own system. So each work order means admin in both: keying the job in, then logging in to the portal to find the work order and accept it. Until that's done, your client can't see that the work has been picked up.
Two ways to run it
Accept when the job is created
- Best for: Work orders you automatically take on
- Starts with: A new work order email from ServiceChannel
- Reads the work order email and creates the job: Yes
- What your team does: No action needed to accept the work order
Accept when your team changes the status
- Best for: Work your team reviews before accepting
- Starts with: A job already in your job management system
- Reads the work order email and creates the job: No, the job already exists
- What your team does: Changes the job to the status you choose
How it works: accept when the job is created
Reads the new work order
The ServiceChannel work order email is sent to Build Concierge, which picks out the work order number, site, trade and description.
Checks it isn't already booked
It looks for an existing job with that work order number, so the same work order isn't booked twice.
Finds the site
It matches the site to your existing records, or adds a new site record if there isn't one.
Creates the job
The job is created in your job management system with the work order number as its reference and the work order attached.
Accepts the work order
Build Concierge accepts the work order in ServiceChannel, where your client can see it has been accepted.
How it works: accept when your team changes the status
Your team accepts the job
They move the job to your chosen status in your job management system, where they already work.
Finds the work order
Build Concierge signs in to ServiceChannel in the background and finds the matching work order using the work order or purchase order number on the job.
Accepts the work order
The work order is accepted in ServiceChannel, recorded against the right user.
Flags anything that doesn't go through
If a work order can't be found or accepted, your team is alerted.
ILLUSTRATIVE EXAMPLE: ONE WORK ORDER, BOTH WAYS
Work order 81234567 arrives for a door repair. Accept when created: Build Concierge creates job 48213 with 81234567 as its reference, attaches the work order and accepts it in ServiceChannel. Accept on status change: the same acceptance happens when your team moves job 48213 to your chosen status.
Today
- Logging in to ServiceChannel to accept each work order
- Keying each new work order in as a job
- Acceptance recorded separately from the decision
- Problems noticed when a client chases
With the automation
- No portal login needed to accept work orders
- Jobs created with the work order number and attachments (accept when created)
- Acceptance follows automatically from the job's creation or status change
- Work orders that can't be found or accepted flagged to your team
Today
- Logging in to ServiceChannel to accept each work order
- Keying each new work order in as a job
- Acceptance recorded separately from the decision
- Problems noticed when a client chases
With the automation
- No portal login needed to accept work orders
- Jobs created with the work order number and attachments (accept when created)
- Acceptance follows automatically from the job's creation or status change
- Work orders that can't be found or accepted flagged to your team
What you need
- Build Concierge connected to your job management system
- Your ServiceChannel access details, so work orders can be accepted on your behalf
- To accept when the job is created: ServiceChannel work order emails sent to Build Concierge
- To accept on status change: a job status that means "accept", and the work order or purchase order number held on each job
Getting set up
1. Tell us which work orders you always take on and which your team reviews first.
2. We build the configuration that fits, around the way you already work.
3. We test it with real work orders, then switch it on.
Common Questions
Accept when the job is created suits work orders you always take on. Accept on status change suits work your team reviews first. You can use different configurations for different clients.
Not to accept work orders. Build Concierge handles acceptance in the background.
When jobs are created automatically, Build Concierge first checks for an existing job with that work order number.
Your team is alerted, so it can be picked up the same day.
They're held as secured credentials in Build Concierge, rather than written into the automation itself.
Automate ServiceChannel acceptance →
Get in touch with the Build Concierge team and we’ll set it up around the way you work.
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