Managing Active Invitations

    Invitations that have not expired and are still in process are listed in the Active Invitations page. The statuses of active invitations are:

    • Sent - Invitation was emailed to the service provider who has yet to accept it
    • Pending - Service provider accepted your invitation but has not completed the requirements
    • Replied - Service provider accepted your invitation and completed all requirements
    • Open invite - Service provider has sent you a request to join your private network

    From the Active Invitations page, you can perform several actions such as

    Invitation Reminders and Resending Invitations

    After you send an invitation, you can send invitation reminders to those service providers who are slow to respond.

    By default, all invitations expire after 30 days. Depending on your needs, you can change the expiration date. In the event you want to modify an invitation’s expiration date after you send the invitation, you can change the expiration date and notify the provider by sending a custom message. You can also resend the invitation to a different email for the same service provider.

    How to Send Invitation Reminders

    1. On the Compliance Summary page, hover your mouse over the Contractors tab, and then in the list of options displayed, click Invitations. The Active Invitations page appears.
    2. In the Filters section, check the box next to Sent. The list of invitations in the Sent status displays.
    3. Check the boxes next to the desired invitations, or check the box next to Apply to all to select all invitations, located in the top-left section of the main pane.
    4. In the top-middle section, open the Actions for selected invite drop-down list, and then click Send Invitation Reminder.
      Actions for Active Invitations
      A confirmation dialog opens.
    5. Click Ok. The action summary displays.
    6. (Optional) Click details to view the delivery status of the invitation reminders to selected service providers.
    7. Click Close.

    How to Modify the Expiration Date for an Invitation

    Note: You can modify expiration dates for active invitations only when they are in the Sent status.
      1. On the Compliance Summary page, hover your mouse over the Contractors tab, and then in the list of options displayed, click Invitations. The Active Invitations page opens.
      2. In the Filters section, check the box next to Sent. All invitations in the Sent status appear.
      3. Check the boxes next to the desired invitations, or check the box next to Apply to all to select all invitations in the list, located in the top-left section of the main pane.
      4. In the top-middle section, open the Actions for selected invite drop-down list, and then click Change Expiration Date. A pop-up window opens.
      5. Select the new date.
      6. Click Save. The action summary displays.
      7. (Optional) Click Details to review whether the expiration dates were modified.
      8. Click Close.
    Note: Service providers are not notified when you change the expiration date. You can send them a custom message notifying that the expiration date has been modified.

    How to Resend an Invitation to a New Email

    1. On the Compliance Summary page, hover your mouse over the Contractors tab, and then in the list of options displayed, click Invitations. The Active Invitations page opens.
    2. In the left pane, in the Status filter, check the box next to Sent. All invitations in the Sent status are listed.
    3. Locate the desired invitation, and click the Edit button next to Recipient’s Email.
      Resending an Invitation to a New Email
    4. Enter the new email, and then click Save. A confirmation pop-up opens.
    5. Click Confirm. The invitation is resent to the recipient’s new email.

    Sending Section Incomplete Reminders

    Monitoring the progress of each service provider as they complete your standard and custom requirements makes it easier to manage active invitations.

    For each active invitation, you can check the completion status for specific requirements by hovering your mouse over the Clients link toward the right of the invitation listing. A pop-up appears listing your requirements and their completion status.

    Completion Status of Requirements for Active Invitations

    Completed sections have a green check mark, and incomplete sections have a red exclamation mark.

    Based on your review, you can send service providers who are slow to respond section incomplete reminders to complete the pending requirements.

    How to Send Section Incomplete Reminders

    1. On the Compliance Summary page, hover your mouse over the Contractors tab, and then in the list of options displayed, click Invitations. The Active Invitations page displays.
    2. Check the boxes next to the desired invitations, or check the box next to Apply to all to select all service providers, located in the top-left section of the main pane.
    3. In the top-middle section, open the Actions for selected invite drop-down list, and then click Send Section Incomplete Reminder. A confirmation dialog opens.
      Actions for Active Invitations
    4. Click Ok. Service providers receive an email that lists out the sections to be completed, such as the one shown below. 
      Sample of a Section Incomplete Reminder Email
    5. The action summary displays the number of total, processed, and failed reminders.
    6. (Optional) Click Details to view the delivery status of the reminders sent to selected service providers.
    7. Click Close.

    Sending Custom Messages

    You can also send custom messages to your service providers should you add any new requirement after the invitations were sent or when you extend the expiration date of invitations.

    How to Send Custom Messages

    1. On the Compliance Summary page, hover your mouse over the Contractors tab, and then in the list of options displayed, click Invitations. The Active Invitations page opens.
    2. Check the boxes next to the desired invitations, or check the box next to Apply to all to select all invitations, located in the top-left section of the main pane.
    3. In the top-middle section, open the Actions for selected invite drop-down list, and then click Send Custom Message. A message window opens.
    4. Enter the subject and message.
    5. Click Send. The action summary appears.
    6. (Optional) Click Details to view the delivery status of messages sent to selected service providers.
    7. Click Close.

    Accepting Service Providers to Your Private Network

    After a service provider accepts your invitation, the invitation status changes to Pending. Once the provider completes all your requirements, the invitation status changes to Replied. You can accept service providers into your private network when the invitation status becomes Replied.

    Note that you may accept service providers into your private network either as soon as they add dispatch information or after they complete all your requirements. See Private Network Acceptance Criteria for more information.

    How to Accept a Single Service Provider to Your Private Network

    1. On the Compliance Summary page, hover your mouse over the Contractors tab, and then in the list of options displayed, click Invitations. The Active Invitations page opens.
    2. In the left pane, in the Status filter, check the box next to Replied. All invitations in the Replied status are listed.
    3. Locate the desired invitation, and click the Accept button in the far right. The Accept Selected Company pop-up window appears.
      Accepting a Single Invitation
    4. Enter your notes in the Add note box, and then click Accept. The action summary and acceptance status appear.
    5. Click Close.

    How to Accept Multiple Service Providers to Your Private Network

    1. On the Compliance Summary page, hover your mouse over the Contractors tab, and then in the list of options displayed, click Invitations. The Active Invitations page displays.
    2. In the left pane, in the Status filter, check the box next to Replied. All invitations in the Replied status are listed.
    3. Check the boxes next to the desired invitations, or check the box next to Apply to all to select all invitations, located in the top-left section of the main pane.
    4. In the top-middle section, open the Actions for selected invite drop-down list, and then click Accept Selected Company. A pop-up window appears.
    5. Enter your notes in the Add note box, and then click Accept. The action summary and acceptance status for each invitation appear.
    6. Click Close.

    Revoking and Declining Invitations

    Should you ever decide not to include a service provider in your network after you send the invitation, you can do so by

    • Revoking the invitation if the service provider has not yet accepted the invitation, or
    • Declining if the service provider already accepted your invitation

    How to Revoke a Single Active Invitation

    Note: You cannot revoke an invitation once it has been accepted by the service provider.
    1. On the Compliance Summary page, hover your mouse over the Contractors tab, and then in the list of options displayed, click Invitations. The Active Invitations page opens.
    2. In the left pane, in the Status filter, check the box next to Sent. All invitations in the Sent status are listed.
    3. Locate the desired invitation, and click Revoke in the far right.
      Revoking a Single Invitation
      The Revoke Selected Invitation dialog box appears.
    4. Click Ok. The action summary appears.
    5. (Optional) Click Details to review the status of the revoke action.
    6. Click Close.

    How to Revoke Multiple Active Invitations

    Note: You cannot revoke invitations once service providers accept the invitations.
    1. On the Compliance Summary page, hover your mouse over the Contractors tab, and then in the list of options displayed, click Invitations. The Active Invitations page opens.
    2. In the left pane, in the Status filter, check the box next to Sent. All invitations in the Sent status are listed.
    3. Check the boxes next to the desired invitations, or check the box next to Apply to all to select all invitations, located in the top-left section of the main pane.              
    4. In the top-middle section, open the Actions for Selected invite drop-down list, and then scroll down and click Revoke Selected Invitation. A dialog box opens.
    5. Click Ok. The action summary displays.
    6. (Optional) Click Details to review the status of the revoke action for selected invitations.
    7. Click Close.

    How to Decline a Single Replied/Pending Invitation

    1. On the Compliance Summary page, hover your mouse over the Contractors tab, and then click Invitations. The Active Invitations page opens.
    2. In the left pane, in the Status filter, check the boxes next to Replied and Pending. All invitations in the Replied and Pending status are listed.
    3. Locate the desired invitation, and click the Decline button in the far right.
      Declining a Single Invitation
    4. Enter your notes.
    5. (Optional) Check the box next to Don’t send email to contractors should you not want to notify the service provider that the accepted invitation has been declined.
    6. Click Decline. The action summary and decline status display.
    7. Click Close.

    How to Decline Multiple Replied/Pending Invitations

    1. On the Compliance Summary page, hover your mouse over the Contractors tab, and then click Invitations. The Active Invitations page opens.
    2. In the left pane, in the Status filter, check the boxes next to Replied and Pending. All invitations in the Replied and Pending status are listed.
    3. Check the boxes next to the invitations you want to decline, or check the box next to Apply to all to select all invitations, located in the top-left section of the main pane.
    4. In the top-middle section of the page, open the Actions for selected invite drop-down list, and then click Decline Selected Company. A pop-up window appears.
    5. Enter your notes.
    6. (Optional) Check the box next to Don’t send email to contractors should you not want to notify service providers that the accepted invitations have been declined.
    7. Click Decline. The action summary and decline status for each invitation display.
    8. Click Close.

    Exporting Invitations

    You can download active invitation data for your personal records.

    How to Export Invitations

    1. On the Compliance Summary page, hover your mouse over the Contractors tab, and then in the list of options displayed, click Invitations. The Active Invitations page opens.
    2. Check the boxes next to the desired invitations, or check the box next to Apply to all to select all invitations, located in the top-left section of the main pane.
    3. In the top-middle section of the main pane, open the Actions for selected invite drop-down list, and then scroll down and click Export Invitations. A pop-up window appears.
    4. Click Download. The details of selected active invitations is downloaded to your device.