To create a new linked contact and property:
STEP 1: Click the CONTACTS MENU TAB.
STEP 2: Click the + NEW CONTACT BUTTON, which opens a window to enter your new contact and new property.
The new contact information is entered in the left column, labeled "Contact."
The new property information is entered in the right column, labeled "Property."
The link icon indicates that the new contact will be linked to the new property.
STEP 3: Starting in the Property column —
— STEP 3A: Enter the property address.
Property Company | If the property is a business, enter the name of the business, such as "Starfleet Pizza #6501"; otherwise, leave blank. |
Address Line 1 | Enter the first address line. |
Address Line 2 | Enter the second address line, if required. |
City | Enter the city. |
State | Enter the state. |
Zip Code | Enter the zip code. |
Township | Enter the township, if desired. This field appears only if Property Options Settings is configured to display Township. |
County | Enter the county. In most cases, you may omit the county, which auto-populates once the property address is validated. |
CAUTION: Be careful not to enter ADDRESS LINE 1 in PROPERTY COMPANY: unless the property is a business, PROPERTY COMPANY should be blank.
— STEP 3B. Select the property type and headquarters.
Property Type | Select the property type. |
Property Headquarters | Select the property's assigned headquarters. This field appears only if your business has multiple headquarters in Account Info Settings. |
— STEP 3C: Enter the tank Information.
Tank Name | Enter a tank name for internal purposes. |
Tank Capacity | Enter the tank capacity; if the tank capacity is not known, consider entering 999. |
Tank Type | Select the tank type. |
Notes | Enter tank notes, if any. |
Depth | Enter the tank depth, if known. |
Tank Material | Enter the tank material, if known. |
Filter | Select whether the tank has a filter. This field appears only if Waste Option Settings is configured to include additional filter fields. |
Filter Type | Enter the filter type, if known. This field appears only if Waste Option Settings is configured to include additional filter fields. |
Hose Length | Enter the hose length, if known. |
Reachable from Driveway | Select whether the tank is reachable from the driveway. |
Riser | Select whether the tank has risers. |
Pump Frequency | Enter the tank's default pump frequency. |
TIP: Although you're not required to enter tank information details, we strongly recommend including, at a minimum, the following details:
the tank type;
the tank capacity; and
a tank name.
TIP: If the tank capacity is unknown, enter 999 in the tank capacity field. Here's why:
First, a tank capacity of 999 sends a signal to the field technicians that the tank capacity is unknown and that they should update the tank capacity in Tank Track.
Second, this reserves about 1,000 gallons of capacity in your truck. Tank Track alerts you when it anticipates your truck will be full. If the tank capacity field is blank or zero, the alerts will not be accurate.
FAQs
Q: Are field technicians able to update tank information details, such as tank capacity, while at the job site?
A: Yes, as long as field technicians possess editing privileges in Users Settings.
Q: What if the new property has multiple tanks?
A: You'll be able to add more tanks to the property once the new linked contact and property is created.
Q: If we indicate that a tank has a default pump frequency of three years, can we use a shorter or longer frequency when creating the actual service due notices?
A: Yes, you are not required to use the default pump frequency when creating the actual service due notices.
— STEP 3D: Enter other information.
New Appointment Date | Leave blank: it's easier to create an appointment once the new linked contact and property is created. |
Time | Leave blank: it's easier to create an appointment once the new linked contact and property is created. |
Service Due Date | Leave blank: it's easier to create a service due notice once the new linked contact and property is created. |
Date of Last Service | Enter the date of last service, if known. |
Property Notes | Enter property notes. |
STEP 4: Continuing on the Contact column...
— STEP 4A: Enter the contact's information.
First Name | Enter the first name. |
Last Name | Enter the last name. |
Position/Title | Select the contact's position or title. |
Billing Company | If the contact is a business, enter the name of the business, such as "Starfleet Pizza, LLC"; otherwise, leave blank. |
FAQs
Q: If the contact is a business, what should we enter for first name, last name, and position/title?
A: If the contact is a business, enter the information about the person with whom you primarily communicate about the work you perform for the business.
— STEP 4B. Enter the billing address.
Same as Property Address | If the billing address is different from the property address, uncheck SAME AS PROPERTY ADDRESS, and enter the billing address below; otherwise, leave SAME AS PROPERTY ADDRESS checked, and skip this section. |
Address Line 1 | Enter the first address line. |
Address Line 2 | Enter the second address line, if required. |
City | Enter the city. |
State | Enter the state. |
Zip Code | Enter the zip code. |
— STEP 4C: Enter the communication information.
Home Phone | Enter the home phone number. |
Cell Phone | Enter the cell phone number. A cell phone number is required if your contact desires to receive texts. Click the TURN ON TEXTING BUTTON to enable text communication. |
Work Phone | Enter the work phone number. |
Enter the email address. An email address is required if your contact desire to receive emails. | |
E-Contact Method | Select the contact's preferred electronic communication method. |
STEP 5: Save the new linked contact and property.
Click the SAVE CHANGES BUTTON. It does not matter whether you click the SAVE CHANGES BUTTON on the contact or property column: clicking either button will create the new linked contact and property.
Once saved, the new linked contact and property is displayed.
STEP 6: Validate the property and billing addresses.
Validate the Property Address | Validate the Contact Address |
Click the VALIDATE BUTTON next to the property address. | Click the VALIDATE BUTTON next to the contact billing address. |
Click the USE CORRECTED BUTTON to use the validated property address. | Click the USE CORRECTED BUTTON to use the validated contact address. |
FAQs
Q: What is address validation?
A: The address validation process confirms whether an address is a valid USPS address.
Q: What should we do if an address does not validate?
A: If an address does not validate, we suggest conducting an Internet search to determine whether the address uses a different format, city, or county.
Q: We've tried everything, but we can't get an address to validate, even though we know it's accurate. What should we do?
A: If you're confident that an address is accurate, even though it won't validate, click the USE ORIGINAL BUTTON to use the address as entered. Our routing and mapping functions use Google Maps — not USPS — so your routing and mapping functions should continue to work.