Skip to main content

Managing Service Provider Users

How to add, approve, and manage Service Provider user accounts — the testers who submit test reports to your organization.

Who this article is for: Authority Users

Overview

A Service Provider User is a tester (or occasionally office staff) tied to a Service Provider company. These are the accounts that log into SwiftComply to submit test reports, manage test kits, and maintain certifications. As an authority user, you approve who's allowed to submit reports to your organization, track their certification status, and deny access when needed. This article covers the full user-management workflow. For the company records these users belong to, see Adding & Managing Service Provider Companies.

Finding the Service Provider Users View

  1. Click Service Providers in the left navigation.

  2. At the top-left, click the report dropdown and choose Service Provider Users.

  3. Use the search, filter, column, and export tools in the toolbar — same pattern as the other tables. For details, see Searching, Filtering, & Exporting Data.

Default columns: Email, Name, Certification Status, Job Title, Phone, Organization Name (your organization).

The Certification Status column shows a ribbon icon:

  • Green ribbon — certifications are valid.

  • Red warning — certifications are missing, expired, or invalid.

Adding a Service Provider User

You can add a tester from two places:

  • From the SP company record — open the company, go to the USERS tab, and click Add User. Choose an existing Service Provider user to add to that company, or click Can't find a user? Create one here. to create a new one.

  • From the Service Provider Users view — click Add Service Provider User in the top right.

In the Add form:

  1. Fill in First Name, Last Name, and Email *(all required)*, and Phone #.

  2. Set User Type — typically Service Provider.

  3. Fill in Job Title (for example, Tester, Owner, Certified Plumber).

  4. Check Allow Login Access if this user needs to log into SwiftComply. Leave unchecked for non-login records.

  5. Click Choose Service Provider and select the user's SP company.

  6. Save.

The new user appears in the Service Provider Users list in a pending state, ready for approval.

The Service Provider User Detail Panel

Clicking a user in the list opens a side panel with two tabs:

DETAILS

Fields on the tab (click the green pencil to enter edit mode). On an existing user, edit mode changes only Allow Login Access and, for organization admins, the Auto Accept settings. The other fields are read-only:

  • First Name, Last Name

  • Email — the user's login and primary contact address

  • Phone #

  • User Type — typically Service Provider

  • Job Title

  • Allow Login Access — controls whether this user can log in

Below the fields, organization admins see the Auto Accept Settings block. It shows this user's own auto-accept settings, if any, and a default message for each form type your organization auto-accepts:

  • "Enabled for test reports by default in organization settings." — your org auto-accepts test reports, and this tester inherits the default.

  • "Not enabled for surveys by default in organization settings." — your org has Auto Accept turned on for surveys, but not by default for this tester.

These reflect your organization's defaults. See Auto Accept Overview for the concept.

At the bottom of the panel, two action buttons control the tester's approval:

  • Approve (green) — approves the tester to submit to your organization, with no expiration date.

  • Deny (red) — denies or revokes the tester's ability to submit. They stay in the system for audit/history but can't submit new reports to your org.

If your organization still uses approval expiration dates (the Approved Until Date setting), the approve button reads Approve Until Specific Date. It opens a date picker: set the date and click Approve.

CERTIFICATIONS

Lists the tester's certifications with your organization. Shows:

  • Required Certifications panel at the top — which certifications your org requires (with OR logic where applicable). A green check means the tester has a valid matching certification.

  • Individual certification cards with Valid/Expired badge, Certification Number, Certifying Agency, Expiration Date, Certification Type, and any uploaded documents.

  • Edit pencil and delete trash can on each cert (edits affect only your org's copy).

  • Add Certification button at the bottom.

For the full certification workflow and the org-copy model, see Managing Tester Certifications (Authority).

Approving a New Tester

When a new tester registers and associates with an SP company, they land in your Service Provider Users To Review queue on the Notifications tab.

  1. Click Notifications in the left navigation.

  2. Open Service Provider Users To Review.

  3. Click into each tester and review:

  • Identity fields (Name, Email, Phone, Job Title)

  • Which SP company they belong to

  • Their CERTIFICATIONS tab — are the required certifications present and valid?

  1. If everything checks out, click Approve. The tester is approved with no expiration date.

  2. If something is wrong, click Deny — the tester is notified and can resubmit with corrections.

A tester whose certifications change after their first approval may land in Service Provider Users To Re-Review. Clear them the same way.

Deactivating or Denying a Tester or Service Provider User

To stop a tester from submitting to your organization:

  1. Open the tester from the Service Provider Users list.

  2. On the DETAILS tab, click Deny.

The tester can no longer submit test reports to your organization. Their historical submissions stay on record for audit and compliance.

📝 Denying at your organization doesn't remove the tester from other authorities they work with — each authority manages its own approval.

Admins at an SP Company

A tester may be an admin within their own SP company, meaning they have elevated privileges inside that company (managing their company's other testers, handling billing, etc.). That admin status is between the tester and their SP — it doesn't grant any privileges at your authority.

From your perspective, an SP admin appears in Service Provider Users alongside every other tester and goes through the same approval process.

FAQ

Q: What's the difference between Service Provider Users To Review and To Re-Review?

A: To Review is the first-time approval queue for testers new to your organization. To Re-Review catches testers whose certifications changed after their initial approval — for example, a renewed cert or a newly added one.

Q: I approved a tester last year, but now I don't see them in any queue. Where are they?

A: In the main Service Provider Users list. The Notifications queues only show people needing action. Use the search/filter tools on the list to find them.

Q: Can I change a tester's User Type?

A: No. User Type is set when the user is created and is read-only on an existing user's DETAILS tab.

Q: A tester's Certification Status shows red. Can they still submit?

A: It depends on your org's rules, but typically no — if their required certifications are invalid or expired, SwiftComply blocks submission. Fix the certification on their profile (or ask them to update it) and the flag clears.

Q: Can one person have accounts at two SP companies?

A: Yes. A tester can be linked to multiple SP companies, and approval is recorded per company. Approve and Deny on the Service Provider Users list apply to every SP company the tester belongs to. From a company's USERS tab, they apply to that company only.

Related Articles

  • Adding & Managing Service Provider Companies

  • Managing Tester Certifications (Authority)

  • Auto Accept Overview

Related Articles
Did this answer your question?