Frequently asked questions

In the main menu, open the All Areas drop-down under your business name. It lists every area you are active in. Choosing an area filters Dashboard, Work Orders, Team, Customers, Customer Invites and Calendar to that area; choosing All Areas shows everything.

Click Work Orders in the left menu, then choose a status: Assigned, Reschedule, Scheduled, Started, Canceled, Completed or Paid. The list shows every work order in that status.

In Work Orders, use the search bar at the top right. Search by client name or work order number; the work order number is the fastest way.

Find the customer's work order in Work Orders and click View/Edit. Scroll down to Messages, click Add Message, type the message and click Save. The customer sees it on that work order.

Yes. Use Internal Notes, at the bottom left of the work order when you click View/Edit. Internal notes are visible to the assigned technician, admins, area managers and schedulers, but not to the customer. Anything entered in Messages is seen by the customer.

Yes, the same way a vendor admin does: open the work order with View/Edit, choose Internal Notes or Messages, add the note and click Save. Internal notes are hidden from the customer; messages are seen by everyone on the work order, including the customer.

Click View/Edit on the work order, click Schedule at the top right, and pick a time on the calendar.

Open the work order with View/Edit, click Reschedule at the top right, and choose the new time.

Yes, if it is assigned to them. In the app, the technician opens the work order, taps Reschedule, enters a reason and taps "Yes, I'm sure". The work order then moves to the Reschedule status in the admin dashboard.

Yes. Technicians can cancel work orders assigned to them, and admins and schedulers can cancel work orders too. Everyone must give a reason.

Yes, on different work orders. When you schedule a work order for a time slot, only the technicians who are free at that time can be selected.

No. Each work order has one assigned technician.

Jobs for the same technician on the same day need at least 30 minutes between them, so they have time to get to the next appointment.

Reach out to the customer first to clarify what they need. If the job clearly is not in your service category, contact your VendorTap area manager, who can reassign it to the right category.

In Work Orders, open the work order with View/Edit. Under Line Items, click Add Line Item and enter the details and amount. Add more line items the same way, then click Save Line Items.

Open the work order with View/Edit, go to Line Items and click Edit Payments, then Request a Payment. Enter what it is for (a deposit or a partial payment, for example) and the amount, and click Save.

They let you collect partial payments, to cover material costs or to split a large job into amounts that are easier for the customer to manage.

There is no limit. For example, you can ask for a deposit first and then a payment to cover materials.

Select Team in the left menu and click Add Team Member. Enter their name, work email and phone number, choose the Technician role, select the areas they will serve, pick a color for them and click Save. VendorTap emails the technician to download the app and finish signing in. Until they do, they appear under Team Invites; after that, under Team Members.

After you add them as a team member, the technician downloads the VendorTap app, signs in with the work email you used for them, and creates a password.

Select Team in the left menu and click Add Team Member. Enter their name, work email and phone number, choose the Scheduler or Store Manager role, select their areas and click Save.

Yes. A store manager adds technicians from Team, then Add Team Member, the same way an admin does.

No. Vendor admins and area managers can add team members, including technicians.

There is no limit on any of them.

Yes. Choose their areas when you add them as a team member. To change the areas later, go to Team, click View/Edit on the person, add areas from the Areas drop-down or click the x on an area to remove it, and click Save.

No. The customer can add photos until the work order is started. Technicians can add photos from when it is started until it is completed.

Yes. Vendor admins see every team member in every area, and the Team tab shows all of them even when you filter by area.

Yes. Store managers see only the team members in their business's service areas.

Yes. Go to Customer Invites, click Invite Customer, fill in the customer's name, email, phone number and address, and click Save. The customer gets an email with a link to download the VendorTap app.

Yes. Go to Customer Invites, click Bulk Import, choose a .csv or .xlsx file and click Upload File.

Click Customers and find the customer (the Search by Client box at the top right helps). Click Create Work Order. If your company serves more than one category, choose the category, enter a description, choose the right address if the customer has several, and click Save.