Add a Service Provider

A Service Provider is a contractor company you hire to perform repair, maintenance, and inspection work. You must have at least one service provider set up before you can assign a Work Order to anyone.

Prerequisites: Org Admin role.

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Overview — the four steps

Creating a fully operational service provider involves four actions. Each builds on the last:

1. Create the provider — give them a name in Vigil.
2. Add technicians — the individuals who will do the work.
3. Grant site access — specify which of your sites they can work at.
4. Invite the SP Admin — send an email invite so they can sign in to the Vigil Service app.

You can do steps 2–4 in any order after step 1.

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1. Create the provider

1. In the org-level sidebar click Service Providers.
2. Click New service provider.
3. Fill in:
   • Company Name (required) — e.g. Arctic Air HVAC Services.
   • Email (optional) — company-level contact.
   • Phone (optional).
   • System types (optional) — specialties (HVAC, Electrical, Refrigeration…). Used to filter providers when assigning work orders.
4. Click Create service provider.

The provider now exists in your org. They are not yet linked to any site or technician.

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2. Add technicians

Technicians are the individuals employed by the service provider who physically do the work.

1. Click the service provider's name to open their detail panel.
2. Click Manage Team.
3. Click Add technician.
4. Fill in:
   • Name (required).
   • Email (optional) — if this person will sign in to the Vigil Service app, their email must match their invite.
   • Phone (optional).
5. Save. Repeat for each team member.

You can add as many technicians as needed. Each technician belongs to one provider.

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3. Grant site access

By default a service provider has no access to any site. You must explicitly grant it.

1. Open the service provider's detail panel.
2. Click Manage Stores.
3. Check the sites this provider is authorized to work at.
   • Use All or None to select/deselect quickly. A search bar filters the list.
4. Save.

A technician can only check in to work orders at sites their provider has been granted access to. If a technician cannot see a work order, missing site access is the most common cause.

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4. Invite the SP Admin

To let the contractor company sign in to the Vigil Service app, send an invite to their admin contact.

1. Go to Org Settings → Team → Invite.
2. Enter the SP Admin's email address.
3. Set the Role to Service Provider Admin (sp_admin).
4. In the Contractor dropdown that appears, select the provider you just created.
5. Click Send invite.

The SP Admin receives an email invite. They open it on their phone, verify with an email code, and land in the Vigil Service app. From there they can also invite their own technicians.

SP Technician invites follow the same flow — set Role to sp_technician and select the same provider.

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Editing a service provider

• Edit details: Open the provider, click the edit icon (pencil) on any field.
• Deactivate: Open the provider, toggle status to Inactive. Inactive providers cannot be assigned to new work orders.

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What's next?

• Set a Rate Card — define the provider's agreed labor, travel, and material rates so Vigil can validate payment claims automatically.
• Invite org Users & Manage Roles — bring your own staff in.
• Create an Issue — record a problem that needs fixing.
• Create a Work Order — assign the fix to this provider.