Field services

Properties and equipment · the history belongs to the site, not the person

In the Field Services vertical, history belongs to the address and to the installed equipment, not to the contact. This is the Properties tab: the property record, the access block that saves you a wasted trip, the site contacts with their roles, the equipment with make, model and serial number, and the alerts the system raises on its own about age, warranty and repeated failures.

Anyone who services property in the field learns early that customers change and the address stays. The tenant moves out, the building manager is replaced, the store manager transfers, and the same condenser keeps sitting on the same roof. That is why this vertical keeps history on the property and on the equipment: when someone calls from that address, the team already knows what is there, who has been out, what broke and how many times.

Adding a property

Open Field Services in the menu and go to the Properties tab.
Fill in Property name, Address and City.
Fill in Access notes and Gate code, the two fields that save the most wasted trips.
Click Add property.
Select the property in the list to open the panel with access, equipment and contacts.

Every property has a type: Residence, Commercial, Condominium, Store, Office, Warehouse, Industrial, Rented unit or Third-party property. The type shows as a tag in the list and helps separate residential calls from building contracts.

The access block, highlighted on purpose

When a property has any access information filled in, the panel shows a highlighted block, with a warning border, called Access. It gathers Access notes, Gate code, Keys, Animals on site, Parking, Time restrictions and Security rules. It sits at the top and it is hard to miss because that information, buried in the middle of a record, costs an entire visit when the technician arrives and cannot get in.

💡 Treat the access block as part of the service. One line written after the first visit, along the lines of dog loose in the yard until 6 p.m., pays for itself on the second.

Site contacts and their roles

The property panel lists Contacts with each person's role: On-site contact, Billing contact, Technical contact, Approver, Owner, Tenant and Facilities manager. The distinction matters in a real operation: whoever opens the door is rarely whoever approves the estimate, and whoever approves the estimate is rarely whoever receives the invoice.

Installed equipment

The Equipment block shows what is installed at that property, with make, model, name and the serial number when there is one, plus the status: Active, Decommissioned, Replaced or Under warranty. It is the inventory that turns an address into a book of business: the same customer with four units is four times the recurring work of the customer with one.

Each piece of equipment accumulates readings, events and a timeline of its own, which is the asset's history rather than the call's. That accumulation is what feeds the alerts.

The alerts the system raises on its own

The Overview tab carries the Equipment alerts block. The types are Aging, Warranty expiring, Warranty expired, Maintenance overdue, Repeated failures and Replacement opportunity. They are not reminders somebody typed: they come out of the equipment's age, the warranty dates and the service history itself.

Example: The Vila Rosa condominium has six pieces of equipment on file. The one with serial number 8842-C went in back in 2018, had three calls in fourteen months, and its warranty ran out last year. The Overview shows three alerts for it at once: Aging, Repeated failures and Warranty expired. On the Replacements tab, that same unit lands at the top of the opportunity list after a scan, with the reason and an estimated value. What used to be a customer complaining for the fourth time is now a replacement proposal.

Limits and permissions

The tab only exists with the Field Services vertical enabled in Settings, Verticals.
Properties respect your scope and your permissions, like the rest of the system.
To route a property on the Routes tab, it needs latitude and longitude. With no coordinates it does not make the stop list.
Creating and maintaining a property's equipment is done through the integration features and the system terminal; the Properties screen presents the inventory and the status of each piece of equipment alongside the property.
Deleting a property removes its record. Prefer keeping and adjusting it when there is service history tied to the site.

Frequently asked questions

The property changed hands. Do I need to register it again? No. Update the contacts and their roles; the property, the equipment and the history carry on.
Is a customer with five stores one record or five? Five properties tied to the same customer. That is how the multi-site billing rollup on the Commercial tab manages to add things up correctly.
Why is the Access block not showing? Because no access field was filled in. It only appears when there is something to warn about.
Where do I see the history of one specific unit? It has a timeline of its own, with readings and events, fed by the services performed on it.
Do alerts go away by themselves? An alert stops showing when the fact behind it changes, for example once an overdue maintenance is actually performed.

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