Overview
This article covers how to add new service providers (haulers) to your FOG system, edit existing provider details, and merge duplicate provider records. Merging is especially useful when the same hauler company appears in your system under slightly different names.
Adding a new provider
Click Providers in the left sidebar.
Click Add provider.
Fill in the form (see Provider fields below for guidance).
Click Save.
Provider fields
Field | Required | Notes |
Name | Yes | Must be unique within your organization |
Postal Addresses | No | You can add multiple addresses (business, mailing, billing) |
Phone Numbers | No | You can add multiple numbers. Phone format is validated. |
Email Addresses | No | You can add multiple email addresses |
Logo | No | Upload an image for the provider's company logo |
Display on Establishment Profile | No | Boolean toggle (default: yes). Controls whether this provider appears on establishment public profiles. |
Custom Properties | Varies | Additional fields configured by your organization |
Editing a provider
Open the provider record by clicking it in the Providers table.
Click Edit from the Actions menu on the provider profile.
Update the fields you want to change.
Click Save.
Deleting a provider
Open the provider record.
Click Delete from the Actions menu.
Confirm the deletion when prompted.
📝 Note: You cannot delete a provider that has associated pump outs, yellow grease records, self-monitoring reports, or establishments. The system displays an error: "Can't be deleted due to items tied to this provider." Use the Merge feature instead to consolidate duplicate providers, or remove the associated records first.
Merging duplicate providers
When the same hauler company appears in your system under different names (for example, "ABC Hauling" and "ABC Hauling Inc."), you can merge them into a single record.
Open one of the duplicate provider records (the one you want to keep).
Click Merge from the Actions menu.
In the merge form, search for and select the other duplicate provider.
Review the description: "The data from the selected provider will be moved to: [current provider name]."
Click Save to confirm the merge.
When the merge completes, the following happens:
All pump out records from the duplicate transfer to the surviving provider.
All vehicles transfer to the surviving provider.
All contacts transfer to the surviving provider.
All permits transfer to the surviving provider.
All establishment associations transfer to the surviving provider.
All yellow grease records transfer to the surviving provider.
All self-monitoring reports transfer to the surviving provider.
The duplicate provider record is removed from the system.
📝 Note: Merging cannot be undone. Make sure you select the correct provider to merge before confirming.
What happens next
After adding: The new provider appears in the Providers table. The provider can now be assigned to establishments and selected when creating pump out records.
After editing: Changes are saved and reflected on the provider's profile page and in the Providers table.
After merging: All associated records are transferred to the surviving provider. The duplicate provider is removed. Counter caches (pump out count, establishment count) are updated on the surviving provider.
FAQ
Q: What happens when I merge two providers?
A: All associated records (pump outs, vehicles, contacts, permits, establishments, yellow grease, self-monitoring reports) transfer to the surviving provider. The duplicate provider is removed.
Q: Can I undo a provider merge?
A: No. Provider merges cannot be undone. Make sure you are merging the correct providers before confirming.
Q: Why is the provider name required to be unique?
A: Provider names must be unique within your organization to prevent duplicates and ensure correct matching when pump outs are submitted.
Q: What fields are required when adding a provider?
A: Only the Name field is required. Address, phone, email, and logo are optional.