Overview
Providers represent hauler companies that service grease traps and grease control devices. Each provider record stores company contact information, associated vehicles, pump out history, and permit details. Providers are a central part of the FOG system -- they connect to establishments, pump outs, yellow grease records, and permits.
Where to find providers
Click Providers in the left sidebar. This opens a searchable, filterable table of all provider records in your organization.
What a provider record contains
Each provider record stores the following information:
Field | Description |
Name | The provider company name (required, must be unique within your organization) |
Postal Addresses | One or more business, mailing, or billing addresses |
Phone Numbers | One or more phone numbers (format validated) |
Email Addresses | One or more email addresses |
Logo | An uploaded company logo image |
Display on Establishment Profile | Whether this provider appears on the establishment's public profile (default: yes) |
Custom Properties | Any additional fields your organization has configured |
Provider detail page
When you open a provider record, the detail page shows:
Provider information -- Name, addresses, phone numbers, email addresses, and logo
Current Permit -- The provider's current permit with its status, effective date, expiration date, and number
Vehicles -- Vehicles registered to this provider
Pump outs -- Pump out records submitted by or associated with this provider
Yellow greases -- Yellow grease collection records
Contacts -- People associated with this provider (provider contacts)
Permits -- All permits for this provider (current and historical)
Associated records
Providers connect to many other records in the system:
Record Type | Relationship |
Vehicles | Trucks and equipment registered to the provider |
Provider Contacts | People associated with the provider company |
Pump Outs | Grease trap servicing records performed by the provider |
Yellow Greases | Yellow grease collection records |
Self-Monitoring Reports | Reports submitted by the provider |
Establishments | Food service establishments assigned to this provider |
Provider Permits | Operating permits for this provider |
📝 Note: You cannot delete a provider that has associated pump outs, yellow grease records, self-monitoring reports, or establishments. These records must be removed or reassigned first. If you need to consolidate duplicate providers, use the Merge feature instead.
Searching and filtering providers
The providers table includes filters to help you find specific records:
Filter | What it does |
Name | Search by provider name |
Date created | Filter by creation date range |
Current permit status | Filter by the status of the provider's current permit |
No permit | Show only providers without a permit |
Custom property filters | Filter by any custom properties your organization has configured |
You can save filters for reuse by clicking Save Filter.
Available actions
From the Providers page, you can perform these actions:
Add provider -- Create a new provider record
Import -- Bulk upload providers from a CSV file
❗ Important: Imports can quickly create duplicate or partial records that are hard to fix afterward. Before running a bulk import, reach out to your CSM (Customer Success Manager). They'll walk you through the correct template, the column requirements, and any data prep your file needs -- and can review your file before you commit. Contact support@swiftcomply.com or your assigned CSM.
Export -- Download provider data as a CSV file
Edit properties -- Manage custom property definitions for providers
Save Filter -- Save your current search criteria
Send Report -- Email a provider report to team members
Edit scheduled reports -- Manage recurring report schedules
Send message -- Send a one-off notification to providers
From an individual provider's detail page:
Edit -- Modify the provider's information
Delete -- Remove the provider (only if no associated records exist)
Merge -- Merge this provider with another to consolidate duplicates
Invite -- Invite provider users to create accounts in SwiftComply
FAQ
Can I delete a provider?
Only if it has no associated records. If a provider has pump outs, yellow grease, self-monitoring reports, or establishments linked to it, deletion is blocked. You would need to reassign those records first, or merge the provider with another.
What does "Display on Establishment Profile" control?
This boolean setting (default: true) controls whether the provider name appears on the public online profile for the establishments it is assigned to.
How do I invite a provider user?
Open the provider's detail page and use the Invite action. Enter the user's email address to send an invitation to the provider portal.
What data is shown on the provider detail page?
Provider info, associated vehicles, pump out history, contacts, and current permit status.