SP Info Overview

SP Info Overview

What is SP Info?

SP Info is short for Service Provider Information. This is where your cleaning company's main phone number and address are stored as well as several system-wide settings can be found for Otuvy QM.

Where do you find SP Info?

You can get to the SP Info page by:
  1. Log in as an Admin User
  2. Hover over the Admin tab in the main navigation
  3. Click on SP Info from the drop-down menu

Who can edit SP Info?

Any admin user who is either a top-level admin user or has been granted access to view and edit SP Info from their module permissions will be able to edit the SP Info page. (see Giving an Employee or Contact Access to Otuvy QM)
The SP Info settings are system-wide so we recommend limiting who is able to edit these settings

SP Info Breakdown

From the SP Info page, there are several settings that can be changed with system-wide effects. Let's go over each of these settings.

Address, Phone, and Email

This information is required for certain CANSPAM laws and will show up in the email notifications that get sent out to employees and contact records when work orders, job schedule events, inspections, or surveys trigger them. Email notifications need to be enabled on each record individually or by using an Email Notification Template on multiple employee or contact records together. (see Email Notifications)

This information will also be seen by contact users who log into the website and click on Service Provider from the main navigation. It is a useful way for them to reach out to your company directly if their work orders/messages go unanswered, or if they are having other difficulties with the app.

Main Information

In addition to editing the Address, Phone, or Email on file for your account, you can also change several system-wide settings by clicking on Edit next to the Main Information header on this page. Let's go over each box inside the Main Information Edit page

Main Information


  1. Name: This is the name of your cleaning company or Service Provider. If a logo has not been uploaded/selected in the Formatting section below, this is the name that will appear in the main navigation of the page. It is also the name that will appear on email notifications if you are not using Secondary Service Providers
  2. Phone Country: This will set the default phone country for all Clients, Contacts, Service Locations, and Employees. This can be overwritten on each individual record if you service multiple countries. We recommend using the country where you do most of your business as the default Phone Country. The Phone Country refers to the international telephone numbering plan.
  3. Phone: The four (4) fields listed here are the Country Calling Code (1 is for the United States), the Area/City Code (801 is a Utah Area Code), Number (What you would dial after the Area Code), and extension (usually something you provide once you get to the answering service to be directed to the right person). This information is optional and will be displayed in Service Provider Information for the Contact users.
  4. Email Address/Confirm Email Address: This is the generic email address for the company. These fields must match each other. This information is optional and will be displayed in Service Provider Information for the Contact users.
  5. Website: This information is optional and will be displayed in Service Provider Information for the Contact users.
  6. Default Country: This will set the default country for physical/mailing addresses for all Clients, Contacts, Service Locations, and Employees. This can be overwritten on each individual record if you service multiple countries. We recommend using the country where you do most of your business as the Default Country.
  7. Display Country in Address Forms: When this is selected, the Country dropdown option will be present for addresses on all records. The default will be loaded in those forms but can be changed. If you only service one country, you could deselect this option to clean up the forms.
  8. Display Country in Phone Forms: When this is selected, the Country dropdown option will be present for phone numbers on all records. The default will be loaded in those forms but can be changed. If you only service one country, you could deselect this option to clean up the forms.

Formatting


This information relates to the colors and logo in Otuvy QM for your account.
  1. Color Scheme: The Primary Color is the color of the Main Navigation Menu as well as the top border found on UI elements like the box shown in the image above. The Secondary Color is the hover state while hovering over the Main Navigation Menu with your cursor.
  2. Logo File: If an image has been uploaded and selected as your logo file, then it will show up on the Main Navigation Menu. This image will also show up in any email notifications for locations not using a secondary service provider.


Logo files must be smaller than 100 KB and less than 600x200 pixels. The optimal logo image size is 204x67 pixels. These dimensions are in width x height format.

Address

This information is required and will be seen on all email notifications as well as on the Service Provider Information page for contact users.

Time Zone


  1. Country: This will filter the list of time zones to only include time zones in the selected country.
  2. Time Zone: Select the time zone where you do most of your business or the time zone where your headquarters is.
  3. Use SP Time as Default: Selecting this option will automatically fill in the time zone on any new record you create. This can be edited on each record if that record represents a client, location, or person in a different time zone.
We recommend using the time zone you do most of your business in here and selecting the Use SP Time as Default in order to speed up various record creation processes.

Goal Defaults


Goal defaults refer to the average response time on new work orders and the expected average inspection score that your company is aiming to achieve. These values can be leveraged in certain reports and dashboards. They do not, at this time, trigger any notifications or warnings to either the Contact or Employee users.
  1. Enable Average Response Time Goal: This option allows the Average Response Time goal to be set system-wide here in the SP Info as well as locally for each individual Service Location. If this is deselected, then all service locations will use the system-wide goal set here.
  2. Average Response Time Goal Default Value: Measured in minutes, this will set the default work order response time goal for all locations unless a location-specific goal has been set.
  3. Average Inspection Score Goal Default Value: This is the system-wide goal for each inspection's average inspection score unless a location-specific goal has been set. Unlike the Average Response Time Goal, the Average Inspection Score goal will always be able to be set at a location as there is no setting to turn it off.
To set the average response time and inspection score at the service location level, navigate to that service location record, click Edit next to Main Information, and scroll to the Goals section of the page.

Work Orders


This section determines how Inspections, Client Surveys, and Mobile Surveys generate work orders and some other work order settings.
  1. Inspections Generate Work Orders: There are 3 options available. None, Internal Only, as well as Internal & External
    1. None: None of the inspections you perform will generate a work order.
    2. Internal Only: The inspections that do generate work orders will only generate Internal work orders. This means that those work orders will only be viewable by employee/contractor users and will only send email notifications to employee/contractor records who have the right email notification settings.
    3. Internal & External: The inspections that do generate work orders will generate an Internal work order if the inspection is flagged as an Internal inspection and an External work order if the inspection has not been flagged as an Internal inspection. This means that any inspection which generates a work order and is not flagged as Internal will generate a work order that your contact users will see as well as your employee/contractor users. It will also send an email notification to your contact records as well as your employee/contractor records who have the right email notification settings.
  2. Include Inspection Detail Information in Work Orders: This will determine how much information, if any, to include in the work orders generated by inspections.
    1. Do not include detail information: No service/tracking item details will be included in the body text of the work orders generated by your inspections.
    2. Include only deficient details: This option will only include service/tracking item details for any services/tracking items marked as deficient during your inspections.
    3. Include details with a picture, note, or deficient rating: In addition to including service/tracking item details for any services/tracking items marked as deficient, this will also include service/tracking item details for any service/tracking item that had notes or pictures added regardless of the score.
  3. Inspections Without Deficiencies Generate Work Orders: This option will determine which inspections generate work orders. Deselect it if you only want work orders generated for inspections that have found deficiencies. Select it if you want a work order generated for every inspection performed.
  4. Include Custom Question Information in Generated Work Orders: This option will include any custom questions and their answers collected during an inspection in any inspection-generated work order. Selecting this option will include the custom questions in the message body. Custom questions assigned to work orders will still be displayed in the Custom tab of the work order.
  5. Client Surveys Generate Work Orders: There are 3 options available. None, Internal Only, as well as Internal & External
    1. None: None of the client surveys your contacts perform will generate a work order.
    2. Internal Only: The client surveys your contacts perform will only generate Internal work orders. This means that those work orders will only be viewable by employee/contractor users and will only send email notifications to employee/contractor records who have the right email notification settings.
    3. Internal & External: The client surveys your contacts perform will generate an External work order that your contact users will see as well as your employee/contractor users. It will also send an email notification to your contact records as well as your employee/contractor records who have the right email notification settings.
  6. Mobile Surveys Generate Work Orders: There are 3 options available. None, Internal Only, as well as Internal & External
    1. None: None of the mobile surveys submitted anonymously will generate a work order. You will still be able to manually create work orders from mobile surveys submitted from the Service Location record one at a time.
    2. Internal Only: The mobile surveys submitted anonymously will only generate Internal work orders. This means that those work orders will only be viewable by employee/contractor users and will only send email notifications to employee/contractor records who have the right email notification settings.
    3. Internal & External: The mobile surveys submitted anonymously will generate an External work order that your contact users will see as well as your employee/contractor users. It will also send an email notification to your contact records as well as your employee/contractor records who have the right email notification settings.
  7. Which Status Should Show in the Work Order Inbox: There are 2 options for this setting. Dialog Status and W.O Status
    1. Dialog Status: Dialog statuses are set by the system and cannot be manually changed by users. They include New, Open, Updated, Filed, and Filed by Client.
    2. W.O. Status: This refers to the Custom Work Order Statuses that are applied to work orders. These can be customized and may be set by both employee/contractor users as well as contact users. (see Create a Custom Work Order Status)

Inspections


This section deals with system-wide inspection settings.
  1. Disconnect Service and Tracking Item Ratings: If this option is selected, then any service item with tracking items associated with it will have its score affected by the scores set on the tracking items.
  2. Hide Non Deficient Scores: This will hide the non-deficient scores from the inspection details if you review the inspection from the Service Location record or from any inspection-generated work orders. Non-deficient scores will still be included in all dashboards and reports.
  3. Inspection Score Type: There are 2 options for this setting as well as a secondary setting. This setting can be overwritten at the Client and Service Location levels.
    1. Average Method - Percentage: This is the most commonly used method, rating scores from 0-100%
    2. Average Method - Number: This option is most often used if the organization or location requires the APPA cleaning and auditing standard.
    3. Number of Decimals to Display: When calculating average scores, it will rarely be an even percentage. Set a range from 0 to 4 decimal places to display.

Miscellaneous


  1. Custom External Email Catchall Expiration Time: When dealing with External Emails, you will want to keep incoming emails in the catchall for a time so you can troubleshoot any errors. We recommend 30 minutes. Any external email that goes to the catchall will disappear after this expiration time. The fields from left to right are for Days, Hours, and Minutes. (see Setting Up External Emails in Otuvy QM)

    • Related Articles

    • Build a Basic Service Provider Organization Chart

      Transcript The Service Provider Organization Chart, or SP Org . Chart for short, is one of the most important parts of the CleanTelligent software and is referenced in almost all records, so it’s very important for you to have a solid understanding ...

    • Completing Inspection Deficiencies in Work Orders

      If you have work orders being generated from your inspections, any deficiencies found will show up as items to be completed for that work order. (To learn how to set that up, check out SP Info Overview) You can find these deficiencies on the mobile ...

    • Work Order Priorities

      When dealing with work orders you may want to prioritize your work and your Clients may also have priorities for their requests. You can have separate priorities from a Client side of things vs the Employee/Contractor side of things. A Contact from ...

    • How Work Orders Get Assigned

      What is a Work Order A work order is a means of communicating needs to service providers and communicating how that work is proceeding to contacts from their clients. For a more detailed review, see Work Orders Overview. You can Create a Web Work ...

    • Custom Question Templates Overview

      Video Transcript Custom Questions can be used in many parts of the software. Inspections, work orders, and surveys just to start. In this video, we’ll briefly discuss how to set up custom questions. To start, we’ll go to the Admin tab and click ...