For trade contractors who rely on Salesforce to dispatch crews and bill work, we review access, configuration, automation and data quality before small problems become missed visits.
A health check for a commercial trades contractor reviews the parts of the org that quietly affect crews and cash. We look at who can see and change what, including technicians, subcontractors and portal users; how phones that carry customer data are protected; whether scheduling, territories and maintenance plans are configured correctly; how much automation fires on each work order; and whether site, asset and history data is clean enough to support reporting or AI. The result is a ranked list of findings with plain explanations and a recommended order to address them.
Service contractor orgs have exposures that office-only businesses do not. Mobile devices carry customer addresses, building access instructions and sometimes alarm or gate details, and they get lost or passed between crew members. Subcontractors and temporary technicians often receive access during a busy season that nobody removes. Facilities customers may ask about data handling in their vendor reviews. Scheduling configuration drifts as territories and crews change, and flows added by different admins pile up on the work order object until saves slow down in the field. A generic org review will miss most of this, because the risk sits in Field Service setup and mobile use.
We review profiles, permission sets and sharing for dispatchers, technicians, subcontractors and portal users, looking for broad access such as technicians who can export every customer or see other territories. Mobile settings get checked for device security, session timeouts and offline data retention. We also look for sensitive site details, like entry instructions, stored in fields that are visible more widely than they should be.
We test scheduling policies, operating hours, territories, skills and travel settings against how dispatch actually works. Common findings include retired technicians still listed as resources, overlapping territories, skills that no longer match certifications, and multi-day work configured in ways that break on longer jobs. We document each issue with its effect on dispatch so the service manager can judge urgency.
Work orders and service appointments tend to collect flows, triggers and validation rules from several admins and partners. We inventory what runs on each save, identify duplicates and hard-coded assignments, and flag automation that sends floods of notifications or slows mobile sync. Unused fields, page layouts and installed packages are listed so cleanup can be planned rather than guessed at.
Before using Agentforce to summarize site history or draft repair recommendations, the underlying data has to be consistent. We sample sites, assets and work order notes to judge duplicate rates, missing equipment details and how much history sits in free text. The review ends with a view of which AI uses are realistic now, which need cleanup first, and who should own that cleanup.
The health check runs with read access to production, a short questionnaire and interviews with an admin or service manager, a dispatcher and ideally a field lead. We avoid changing anything during the review, so dispatch is never affected. Findings are grouped into security and access, configuration, automation and data, and each is rated by impact on crews, customers and billing. We walk leadership through the results, separate quick fixes from items that need a project, and leave a written report your team or another partner can act on.
We check the integration user's permissions, error handling and whether failed invoice or job cost records are visible to anyone, since silent failures hide revenue problems.
Portal users are reviewed for sharing scope, so a property manager sees only their own sites and requests, and guest access is confirmed to be off where not needed.
If vehicle location enters Salesforce, we confirm who can view it and how long it is retained, and whether that matches your internal policy for employee location data.
Seasonal and subcontracted workers are the most common source of lingering access in trade orgs. Ask for a list of every active external user and confirm each one still works for you. Build a removal step into the end of every seasonal engagement so it does not depend on memory.
Larger facilities customers, including hospitals, data centers and public agencies, may send vendor security questionnaires. A health check gives you documented answers about access control and mobile data. Contract terms, state privacy laws or customer security frameworks may apply depending on who you serve, so confirm obligations with your advisors.
Not every finding deserves immediate work. Security exposures and anything that can cause a missed visit come first, followed by automation that slows technicians, then cleanup that mostly helps admins. Tie fixes to quieter seasons so dispatch is not disrupted during a peak.
Client names are anonymized.
We look at which data is stored offline on devices, how long it stays there, whether devices require a passcode, and what technicians can see beyond their own jobs. We also time common actions such as closing a work order, since slow saves usually point to heavy automation. Findings include both security concerns and usability problems that push technicians back to paper.
It is one of the better reasons to run one. AI features draw on your site, asset and work order records, and inconsistent data leads to summaries technicians will not trust. The review tells you which data is ready, what needs cleanup, and whether access controls would let an agent expose information to the wrong user. That keeps a first AI pilot focused and credible.
We start by mapping what actually runs, because that history is often why a review is needed. Different partners tend to leave overlapping automation, inconsistent naming and fields that duplicate each other. We trace what each component does and whether anything still depends on it. The report explains the current state without assigning blame, so your team can decide what to keep, consolidate or retire.
A reasonable rhythm is before each major change, such as adding a division, a new integration or AI features, and otherwise on a regular annual review. Contractors with high seasonal turnover may benefit from a lighter access review ahead of each peak, focused on users, licenses and permissions rather than the full configuration, so seasonal staff leave with their access.
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