Dispatch Email Example

Understand what to expect when Vixxo dispatches a service request to your company. A dispatch email is sent when you are assigned a job — the same request also appears in VixxoLink, where you must accept it and set an ETA.

*In the example below, red text explains each field. Your actual dispatch email will not include the red annotations.

*If you are stuck and need assistance, please call 866-988-5376 — Option 1 for general service provider support, Option 2 for quotes and invoicing, Option 3 for VixxoLink technical support, Option 4 for dispatch and service-request questions — or click the Submit a Ticket button at the top right.

What Happens After Dispatch

1. Vixxo assigns your company to a service request and sends a dispatch email to your configured address.
2. The service request appears in VixxoLink under Need an ETA.
3. Accept the job and set a technician ETA — or decline with a reason — within the required response window. See Accepting/Declining a Service Request and Adding an ETA.
4. Review NTE, priority, required arrival time, and procedural details before accepting.

Example Dispatch Email

Email header

FROM: FMNotifier@FMFacilityMaintenance.com
TO: serviceprovider@email.com
CC: myfmprod@vixxo.com
Sent: 09/06/2024 12:07 PM
Subject: CUSTOMER - LOS GATOS/CA - 14221 EMERGENCY SERVICE REQUEST # 1-6014879112 - P2

Service request summary

Service Request #: 1-6014879112 — Number to reference when calling Vixxo for assistance with this service request.

RFS State: Waiting for ETA — Status of the service request.

Vendor: Service Provider's Name — Your company's name.

Vendor Phone: (123) 456-7890 — Your phone number.

Trade: Cold Beverage Equipment — Line of service associated with the service request.

Not to Exceed: $400 — If work will exceed this amount, call the service center for approval before proceeding.

Service Need: CO 2 Monitor — Problem area within the line of service.

Service Level: Emergency - P2 — Priority of the service request.

Root Cause: Normal Wear and Tear — Normal wear and tear or callback; callback applies if another service request for the same trade and service need was opened within 30 days.

Timing

Service Requested: 09/06/2024 09:07 AM — Time the work order was created.

Required Arrival Time: 09/09/2024 09:06 AM — Arrive on site before this time on the initial visit.

Target Completion Date: 09/10/2024 09:07 AM — Complete work before this time.

Email Delivery Time: 09/06/2024 09:07 AM — Time you were assigned the work.

Site and contacts

Client: Customer - Los Gatos/CA - 14221 — Client name, city and state, location number.

Address: 657 N Santa Cruz Avenue — Site address.
Los Gatos, CA 95030

RFS Initiator Name: Store Associate — Person who reported the issue.

Client Contact Phone: (123) 456-7890 — Site phone number.

Client Contact Fax:

Vixxo Contact: 888-928-3276 — Phone number to contact Vixxo about this service request.

Store Number: 14221

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Details of REQUEST FOR SERVICE — Description of the work needed.

Short Description: Per fire department they want a CO2 monitor installed Notice of violation attached.
Description: Per fire department they want a CO2 monitor installed Notice of violation attached.

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Procedural Details — Actions required on this service request.

PICTURES ARE REQUIRED FOR ALL QUOTES.
You are assigned as the Service Provider for this EMERGENCY request. Within 30 minutes, you must contact Vixxo to confirm your response time or decline this RFS. If accepted, pre-call the location to determine if a phone resolution is possible. If so, obtain the Authorization Code from the client and resolve as Phone Fix. If not, schedule service to meet the required arrival time. Upon arrival, obtain the Authorization Code from the client. Remember to check in/out with Vixxo on each visit. All work associated with this Service Request to be completed in accordance with current Master Agreement between Vixxo and Contractor.

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Client Specific Details — Additional requirements specific to the client.

Acceptance of this RFS signifies commitment to the Service Provider Agreement and Handbook at www.vixxo.com. Upon completion of the work for the day, you must obtain the manager's signature on a detailed work ticket.

Related articles:

• Accepting/Declining a Service Request and Adding an ETA
• Updating an ETA
• Step by Step - Work Order Process
• Service Request Documentation Requirements