Administration Center

Account Settings

System Settings

System settings allow administrators the ability to adjust system-wide default settings.

Companies

Companies will allow administrative users the ability to adjust defaults for the company. You may have more than one company profile set up at a given time, each with its own set of defaults.

Companies

Appointment Pre-Notifications

Appointment Pre Notifications are used to indicate how to alert the customer prior to the appointment. Administrative users can add, edit, and delete options from the list here.

Appointment Priorities

Appointment priorities are used to indicate how important the appointment is. Some examples would be “Low”, “High”, or “Emergency”. Administrative users can add, edit, and delete options from the list here.

Appointment Quick Entries

Appointment Quick Entries are used to create templates for scheduled work. They can accept standard sets of notes, descriptions, durations, include quotes or work orders, or specific customers along with other valuable metrics. Administrative users can add, edit, and delete options from the list here.

Quick Entries

Appointment Tags

Appointment Tags are used to tag special details about the appointment. For example, you might create appointment tags for jobs that require a ladder.

Appointment Time Punches

This is where you will review Appointment Time Punches.

Appointment Types

This is where you will create and manage all of your different Appointment Types such as Service Calls and Installations.

Appointment Windows

Appointment windows are used to provide a window for the appointment, if the technicians may not be able to keep a specific scheduled time for the job. Administrative users can add, edit, and delete options from the list here.

Asset Categories

This is where you can create and manage your Asset Categories, such as Personal Protective Equipment, Ladders, Tools, etc.

Assets

Audit Log

Audit logs are turned on per request and will not be active by default. The audit log will show details for record changes throughout Smart Service Cloud.

Call Statuses

This is where you will create Call Statuses such as Scheduled and Completed.

Call Types

Call types are used to indicate what type of call the call will be, such as a follow-up or touch base. Administrative users can add, edit, and delete options from the list here.

Classes

When creating new customers, you can give them a "class". For example, you might create classes for customers in different counties or areas.

Collateral

Collateral is used to store all fillable PDF forms and additional attachments that your company uses. Administrative users can add, edit, and delete options from the list here.

PDF Form Integration

Commission Types

This is where you will create and manage different Commission Types.

Commissions

Customer Tags

Customer Tags are used to tag special details about the Customer, such as “Dogs/Pets”, “Locked Gate”, or “Park On Road”. Administrative users can add, edit, and delete options from the list here.

Customer Types

Customer types are used to indicate what type of customer you are working with, such as a “Residential” or “Commercial”. Administrative users can add, edit, and delete options from the list here.

Devices

This is where you will add your company's devices.

Digital Forms

This is where you will you will manage your Digital Forms.

Employee Availability Date Blocks

You can add dates when specific employees are unavailable. This prevents these employees from being scheduled on specific dates when using the Route Logistics Calendar.

Route Logistics Calendar

Employee Availability Date Block Reasons

This works with Employee Availability Date Blocks that we just covered. You can add reasons why specific employees are unavailable, such as vacation or PTO.

Employee Classifications

Employee classifications are related to your employee’s worker’s compensation types, if any are applicable. Administrative users can add, edit, and delete options from the list here.

Employee Departments

Employee departments are used to group employees together on the “Dispatch Board” and use “Suggestions” when scheduling an appointment. You might have Sales, Service, and Installation Departments for example. Administrative users can add, edit, and delete options from the list here.

Employee Locations

This is where you will create different Employee Locations. For example, you might have different offices where employees work from.

Employee Pay Types

Employee pay types are used to indicate how the employee is paid, such as “Hourly”, “Salary”, or “Commission”. Administrative users can add, edit, and delete options from the list here.

Employee Skills

Employee skills are used to indicate what types of work an employee can do, based on their qualifications and certifications. Administrative users can add, edit, and delete options from the list here.

Email Text Types

Email text templates stores the templates for email responses from quotes, work orders, and invoices from Smart Service Cloud. Administrative users can add, edit, and delete options from the list here.

Email Notifications

Equipment Statuses

Equipment statuses are used to indicate the current situation for a piece of customer-owned equipment, such as an A/C Unit. You might create statuses such as "Installed In Use" or "Installed Broken". Administrative users can add, edit, and delete options from the list here.

Holidays

You can add holidays that your company recognizes.

Invoice Types

Invoice types are used to indicate the type of invoice. Administrative users can add, edit, and delete options from the list here.

Items

Items contain the entire list of all items available for use in Smart Service Cloud. Users without QuickBooks Online can create, modify, and delete items from this screen.

If you are using QuickBooks Online, learn about importing your products and services here.

QuickBooks Online Integration

Item Groups

Item groups are used to create groups of items to aid in quickly adding standard billable items. Administrative users can add, edit, and delete options from the list here.

Item Types

Item types are used to indicate additional details about the item, such as the type of job it may be used on. For example, you might have Item Types such as Labor, Materials, or Commissionable. Administrative users can add, edit, and delete options from the list here.

Item Units of Measure

Item units of measure are used to define the units of measure used for the various items being sold. For example, you might create Item Units of Measure such as Each, Square Feet, and Hour. Administrative users can add, edit, and delete options from the list here.

Payment Methods

Payment methods are used to indicate what type of payment is being accepted. For example, you might create Payment Methods such as Cash, Check, COD, and American Express. Administrative users can add, edit, and delete options from the list here.

Payment Terms

Payment terms are used to indicate the timeframe for payment for the customer, such as “Due on Receipt”, “Net X” or “X% NET X”. Administrative users can add, edit, and delete options from the list here.

Portal Bookings

Portal bookings allows you to set up the templates for the bookings your customer will use to book a new appointment or provide payment for an existing service. Administrative users can add, edit, and delete options from the list here.

Customer Portal

Price Book Configuration

Price book configuration gives you access to all currently established price books, as well as add new books or update existing.

Price Books

Quote Tags

Quote Tags are used to tag special details about the quote, such as “Deposit Required” or “Pay In Full Before Starting”. Administrative users can add, edit, and delete options from the list here.

Quote Types

Quote Types are used to indicate what type of quote you are working on, such as an “Install” or “Maintenance”. Administrative users can add, edit, and delete options from the list here.

Routes

You can review, create, and edit your routes here.

Route Logistics

Sales Tax

If you have QuickBooks Online, you will need to import your sales tax items from there.

If you do not have QuickBooks Online, you can manage your list of tax items here

QuickBooks Online Integration

Service Agreement Sub Statuses

Service Agreement Sub Statuses are user defined and can be added to a service agreement.

Service Agreement Types

There are several ways you could offer your customer a service agreement, but the common options are:

Offering one type of agreement

Offering different packages

Residential vs commercial agreements

Full service vs limited service agreements

Service Agreement Center

SMS Auto Responder Messages

This is where you will create and manage Text Message Auto-Responses.

Text Messaging Center

SMS Message Templates

This is where you will create and manage Text Message templates.

Text Messaging Center

Sources

Sources are used to indicate where the customer heard about your company. Administrative users can add, edit, and delete options from the list here.

Task Boards

This is where you will create and manage your Task Boards.

Task Board Center

Task Lists

This is where you will create and manage your Task Lists.

Task Board Center

Tasks

This is where you will create and manage your Tasks.

Task Board Center

Tasks Checklist

This is where you will create and manage your Task Checklists.

Task Board Center

Titles

Titles are used at the customer level to indicate who the contact is, such as the home owner, property manager, office manager, or any additional title you may work with. Administrative users can add, edit, and delete options from the list here.

Twilio Phone Numbers

This is where you will add your text message phone numbers.

Text Messaging Center

Work Order Recurrence Patterns

This is where you will manage your Work Order Recurrence Patterns

Recurrence Patterns

Work Order Sub Statuses

Work order sub statuses are used to indicate that work may need another step, such as a parts order. Administrative users can add, edit, and delete options from the list here.

Work Order Tags

Work Order Tags are used to tag special details about the work order, such as “Collect Payment” or “Call Before Arriving”. Administrative users can add, edit, and delete options from the list here.

Work Order Time Punch Totals

Work Order Time Punch Totals will provide a complete list of all existing work order time punches along with their totaled values for travel time and work time.

Work Order Types

Work Order Types are used to indicate what type of work order you are working on, such as a “Install” or “Maintenance”, “Repair”, or “Service Call”. Administrative users can add, edit, and delete options from the list here.

Smart Service Cloud Knowledge Base

Administration Center