Facilio DocsWork Coordination Guide
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08Admin

Settings

Where admins manage the team, credits, phone numbers, the channels the Coordinator sends on, data sources and webhooks.

Find it inSettings (bottom of the menu)
9 sections8 how-to guides6 min readDownload .md

08.1Find your way around Settings

Click Settings at the bottom of the menu. The menu switches to the Settings list. Click ‹ Settings at the top to go back to where you were.

Section Pages
General Profile, Users, Credit Usage
Telephony Phone Numbers, Network Info
Channels Voice, Whatsapp, Email
Integrations Data Sources, Webhooks

08.2Your profile

Your own name, phone number, photo and language.

Your Profile: Name, Email Address, Phone Number and Language.
Fig. 08.1Your Profile: Name, Email Address, Phone Number and Language.

How to update your profile

  1. 1
    Open Settings. You land on Your Profile.
  2. 2
    To add a photo, click the picture in the banner and choose an image (under 5 MB).
  3. 3
    Change your Name, Phone Number or Language. Reset and Save buttons appear as soon as something changes.
  4. 4
    Click Save.

08.3Your team

Invite teammates and see who has joined.

Everyone on your team, with their Status (Accepted or Invited) and Last Login.
Fig. 08.2Everyone on your team, with their Status (Accepted or Invited) and Last Login.

How to invite a teammate

  1. 1
    Go to Settings › Users and click Invite User.
  2. 2
    Type your teammate's work email under Email.
  3. 3
    Click Send Invite, or press Enter. They appear in the list as Invited until they accept.

How to remove a teammate

  1. 1
    On Settings › Users, hover over the person's row. A delete icon appears at the end of the row.
  2. 2
    Click the delete icon, then confirm with Delete.

08.4Credits

Work Coordination runs on AI credits. Calls, chats and emails with vendors all use them.

Credits Remaining, how many are Used by Work Coordination, and a log of every conversation with what it cost.
Fig. 08.3Credits Remaining, how many are Used by Work Coordination, and a log of every conversation with what it cost.

How to check your credit usage

  1. 1
    Go to Settings › Credit Usage.
  2. 2
    Credits Remaining shows your balance, and Used by Work Coordination shows what Work Coordination has used.
  3. 3
    Under Logs, each row is one conversation: its Date, Call ID, Channel, Caller and the Credits Used.
  4. 4
    Click the period chip next to Logs to change the range.
  5. 5
    Click a row to open that conversation in the Inbox.
  6. 6
    Need more credits? Click Contact Sales.

08.5Phone numbers

The numbers the Coordinator calls from.

Each number with its country, Local or Toll Free, and whether it makes Inbound and Outbound calls.
Fig. 08.4Each number with its country, Local or Toll Free, and whether it makes Inbound and Outbound calls.

How to buy a phone number

  1. 1
    Go to Settings › Phone Numbers and click Buy New Number.
  2. 2
    Choose Local or Toll Free. For a local number, type a Preferred area code to narrow the list.
  3. 3
    Click the number you want.
  4. 4
    Click Buy, check the details, then click Confirm Purchase. The new number appears on the page, marked Purchased.

How to release a phone number

  1. 1
    On Settings › Phone Numbers, open the ⋯ menu on the number's card and choose Release.
  2. 2
    Click Release Number to confirm. Billing stops and the number disappears from the page.

08.6Network info

If calls go through your own phone system (SIP), your IT team needs to allow Facilio's IP addresses through your firewall. Settings › Network Info lists them by region.

08.7Channels the Coordinator sends on

The Coordinator sends jobs and chases vendors on the channels you connect here. Your Coordinator rules name which channel to use at each stage.

Voice

A voice channel links a name to one of your phone numbers, so you can tell your lines apart.

Coordinator line: the number the Coordinator calls vendors from.
Fig. 08.5Coordinator line: the number the Coordinator calls vendors from.
  1. 1
    To add one, go to Settings › Voice and click Add Voice Channel.
  2. 2
    Enter a Name, choose a Phone Number, and click Save.
  3. 3
    To delete one, open the ⋯ menu on its card and choose Delete. The phone number stays in Phone Numbers.

WhatsApp

Settings › Whatsapp shows the WhatsApp numbers the Coordinator uses. To connect your own WhatsApp Business number, click Contact Sales and the Facilio team will set it up with you.

The WhatsApp number vendors receive jobs from.
Fig. 08.6The WhatsApp number vendors receive jobs from.

Email

Each email channel is a mailbox the Coordinator sends jobs from and reads replies in.

Jobs mailbox: replies come in on the Incoming address, and jobs go out from the Outgoing one.
Fig. 08.7Jobs mailbox: replies come in on the Incoming address, and jobs go out from the Outgoing one.
  1. 1
    To add one, go to Settings › Email and click Add Email.
  2. 2
    Enter a Display Name, and under Incoming Email, the Email Address. The domain is filled in for you.
  3. 3
    Copy the Forwarding Mail address and set your existing mailbox to forward to it. Click Forwarding Steps for a step-by-step guide.
  4. 4
    Under Outgoing Email, choose Same As Incoming, or Custom to send from your own domain.
  5. 5
    Click Add Email.

08.8Data sources

Data Sources brings records from the systems you already use into Work Coordination. Each dataset maps one module from a connected system into Tickets or Technicians. Today the live connector is Facilio (the Facilio CMMS).

Connected systems at the top, and your Datasets underneath.
Fig. 08.8Connected systems at the top, and your Datasets underneath.

How to add a dataset

  1. 1
    Go to Settings › Data Sources and click New dataset.
  2. 2
    Under Sync into, choose Tickets or Technicians.
  3. 3
    Under Data source, choose Facilio. Atom checks your modules and lists the Best matching modules.
  4. 4
    Click a suggested module, or pick another under Module. The field mapping appears on the right.
  5. 5
    Read What this will do to check the result, then click Save.

08.9Webhooks

A webhook runs an action in one of your connected apps the moment something happens, for example raising a work order in Facilio. You describe the rule to Atom in one line, and Atom builds it.

Each webhook is a card that shows its app, its trigger and whether it's Active.
Fig. 08.9Each webhook is a card that shows its app, its trigger and whether it's Active.

How to add a webhook

  1. 1
    Go to Settings › Webhooks and click Add Webhook.
  2. 2
    In Describe your webhook…, write what should happen, naming the event and the app. Press Enter.
  3. 3
    Atom fills in When it runs, What it does and What it sends. To change any part, tell Atom in the chat.
  4. 4
    Click Add webhook. The new webhook appears as a card and starts running straight away.