Network Access

Network Access enables you to send work to subcontractors while maintaining visibility and documentation within XOi. 

• Introduction
• Feature Requirements
• Key Terminology
• Creating a Job Invitation
• Accepting a Job Invitation (Receiver)

  • Logging In

  • Accepting the Job

• Tracking Job Invitations

  • Invitation statuses

• Viewing Third Party Jobs in Job Activity
• Permissions & Restrictions

  • Originator permissions on an accepted Third Party Job

  • Receiver permissions during an active Third Party Job

  • After the receiver completes the job

• Data Ownership
• Impact to Technicians
• Impact to Integrations
• Troubleshooting
• FAQs

 

Introduction

When subcontracted work is completed outside of your organization, documentation is often shared through emails, text messages, photos, PDFs, and other disconnected processes. Network Access helps bring that documentation back into XOi, so subcontracted work can be tracked alongside work completed by your own technicians in one centralized location. This gives you greater visibility, accountability, and consistency across all completed work.

Key benefits

• Standardize subcontractor documentation
• Improve visibility into completed work
• Maintain a centralized record of service documentation within XOi
• Increase accountability across subcontracted work
• Reduce time spent tracking down documentation after the job is complete

Feature Requirements

• Premium Package: For access please contact your Customer Success Manager today.
• XOi Web: XOi Invitations are created in XOi Web by the originator. Must have an XOi account.
• XOi Mobile: Version 1.105.0 or higher for the technicians/third party contractors completing the job.

Key Terminology

Term	Definition
Originator	The XOi org/individual that creates and sends the job invitation.
Receiver	The org/individual is invited to accept and complete the job.
Job Invitation	The shareable link to contribute to XOi. Creates a job in the originator's org upon starting work.
Third Party Job	A job that has been created as a result of an invitation and is being completed by a receiver.
Guest Org	A free, restricted XOi org created automatically when a non-XOi receiver accepts an invitation.

Creating a Job Invitation

Third Party Job Invitations enable an XOi customer (the originator) to assign work to an external organization or individual (the receiver). The originator creates a shareable invitation link, and the receiver uses the link to access and complete the job. When the work is finished, all job data flows back to the originator’s organization. The receiver does not need to be an existing XOi customer.

Follow the below steps to learn how to create a job invitation:

1. In XOi Web, the originator selects Create New Job in the top left hand corner. 

2. The Create New Job form will open. Select the box “This work will be completed by a third party.”

Note: You must select this before you create the invitation. You cannot change a job to a third party invitation after creation. 

3. Fill in the required fields:
   • Work Order #
   • Customer
   • Location (Address)
   • Workflow (you must add at least one)
4. Optionally, fill in Additional Details. This will be placed into the internal notes of the XOi job. 

Note: No receiver is assigned. Once the invitation is accepted it will be assigned to the receiver.

5. Click Create.
6. The Job Invitation Details screen will appear with a shareable link. 
7. You can copy this link or have your third party contractor use the QR code. 

Note: The invite link will not be automatically delivered. You (the originator) are responsible for getting the link to your contractor. You can send this link via text or email.

Accepting a Job Invitation (Receiver)

Logging In

The receiver will have two choices:

1. If the receiver already has an XOi account they will be taken directly to the invite if they are already logged in. If they are not logged in but do have an existing account they can click Sign In bottom of the invites screen .

 

They will be taken to the sign in screen for XOi, where they will need to enter their credentials. 

2. If the receiver does NOT have an XOi account they can create a free guest account. 

Fill in the required information:

• First name
• Last name
• Organization (Company) name
• Email address
• Password & confirm password
• Accept the Use and Privacy Policy

3. Select Sign Up.

4. A verification code will be sent to their email address and they must enter that into the verification box. 

 

5. Once verified a guest organization will be created with the receiver as a XOi user. 

Accepting the Job

1. The receiver will be taken to a Subcontractor Job Request page on XOi Web where they will have the option to:
   • Begin Job
   • Decline - if declined a new invitation needs to be created.

Note: Invitations are single-use. Once accepted, the link cannot be used again. If the invitation is not yet accepted, the originator can copy and re-share the link from the invitations table.

2. Receiver selects Begin Job. 

Note: The receiver can’t accept the job if they are logged into the same organization that the invitation was created in. 

3. The receiver now needs to open the XOi Mobile application and log in. If they do not already have it downloaded to their device they will be able to utilize the links below the accepted job to download. 
   • Apple App Store
   • Google Play Store

They will also be prompted to download the app at the top of the XOi job, after beginning. 

4. Once inside the XOi application the receiver will see the job in the Incomplete Jobs section. 

5. Once selected they will see:
   • Work Order #
   • Customer
   • Location
   • Added Workflows
   • Internal notes (if Additional Details were added a invite creation)

6. They will click on the workflow and begin filling it out. Read more here to learn how to fill out a workflow. 

7. They will then complete the job and they are done. 

Note: Once the receiver completes the job they cannot make edits. Edits can be made by the originator in XOi Web.

Tracking Job Invitations

In the originators XOi organization Job Invitations are accessible in the Jobs menu. On the left hand side navigation hover over Jobs and then select Job Invites.

The Job Invitation table displays all invitations sent by the organization. You will be able to search by:

• Keywords
• Expiration date
• Status

Invitation statuses

Status	Meaning
Awaiting Job Response	Sent but not yet accepted. The link can be copied and resent.
Job Accepted	Receiver has begun work.
Job Link Expired	The link was not used before expiration (30 days from the invitation creation date).
Job Declined	The receiver explicitly declined the invitation.

You may click on any Work Order number to open the job details. 

• Clicking a Non-Accepted job opens a modal showing the invitation details and link.
• Clicking an Accepted job navigates directly to the associated job in Jobs. 
  • Admins, Job/User Editors, and Job Editors can edit the 3rd party job.

Viewing Third Party Jobs in Job Activity

Once an invitation is accepted, the job appears in the originator's Jobs list on XOi Web. On the left hand side navigation hover over Jobs and then select either Incomplete Jobs or Completed Jobs.

• Incomplete Jobs: In progress jobs will be here.
• Completed Jobs: Completed jobs will be here. 

An orange label will appear on the job card in the format: {Receiver Org Name} | Third Party

You may also use the Job Source filter, under Show options, to filter between:

• All Jobs
• Internal Jobs
• Any Third Party

To review the job details click on the title.

On the Job Detail page:

• The same Third Party badge appears to the right of the "Job Summary" header.
• These jobs can be viewed and edited. 

Permissions & Restrictions

Permissions differ significantly depending on whether you are the originator or receiver, and whether the job is in progress or completed.

Originator permissions on an accepted Third Party Job

Action	Allowed?
View job and all content	✅ Yes
Edit customer name, location, and other metadata	✅ Yes
Delete the job	❌ No
Reassign the job	❌ No
Add, remove, or modify workflows	❌ No
Edit job tags	❌ No
Edit internal notes	❌ No

These restrictions apply to all originator roles.

Receiver permissions during an active Third Party Job

Action	Allowed?
Complete workflow steps (upload content, text entry, choices, add equipment)	✅ Yes
Complete the job	✅ Yes
Edit Job Info (WO # , Customer , Location)	❌ No
Add job tags	❌ No
Add or edit internal notes	❌ No
Reassign the job	❌ No
Add or Remove workflows	❌ No
Delete the job	❌ No

After the receiver completes the job

• All workflow step interactions are fully locked for the receiver. No uploads, edits, choices, or content deletions.
• The job record is view-only for the receiver in XOi Mobile.
• Equipment and content created on the job belong to the originator's XOi organization. No equipment records will be created in the receiver org.

Data Ownership

All data created by the receiver during a Third Party Job belongs to the originator's XOi organization from a legal perspective.

• Equipment records created during the job are added to the originator's Equipment Manager.
• Content (photos, videos, readings) is owned by the originator.
• The receiver does not retain the equipment data or job content in their own org after completion.

While organizations may maintain external agreements or legal terms regarding data sharing, the receiver is explicitly contributing data on behalf of the originator when utilizing this feature.

Equipment visibility: While working the job, the receiver can see the known equipment at the invited location from the originator's Equipment Manager. The receiver cannot see job history, prior service records, or any other jobs at that location. 

Impact to Technicians

Originator technicians: No changes. Third party jobs appear in their Job Activity and can be monitored but not edited once the invitation is accepted.

Receiver technicians (existing XOi users): Work within their normal XOi experience. They will see known equipment at the location (from the originator's Equipment Manager) but will not see job history or service records. The "Third Party" label does not appear in their own Job Activity. It looks like a standard job to them.

Receiver technicians (guest accounts): Access is restricted to the invited job only. No Equipment Alerts, no Knowledge Base from the originator's org. They can document workflows and capture equipment for the job.

Single documenter per job: Only one person documents a Third Party Job at a time. If multiple technicians are on site from the receiver's company, one person documents for the group. 

Impact to Integrations

Not compatible with integrations. Job invitations cannot be triggered through an existing API or integration workflow. All invitations must be created manually via XOi Web. 

Troubleshooting

The receiver says the link doesn't work. Check the invitation status in the invitations table. If Expired a new invitation must be created by the originator. If Declined, the receiver actively declined — the originator must create a new invitation. If Accepted, the link is consumed and cannot be reused.

The receiver opened the link but couldn't accept it. Confirm the receiver is not a user in the originator's own org. Users in the same org as the originator cannot accept the invitation — the Accept Job button will be disabled. A different account is required.

The originator cannot delete or reassign the job after it was accepted. This is expected. Once an invitation is accepted, Delete and Reassign are disabled for all originator users. The job must be completed by the receiver before the originator can take further action.

The originator cannot edit the workflows on the job after it was accepted. This is expected. The Workflows section in the Edit Job form is fully disabled once a third party has accepted. Workflows cannot be added, removed, or modified during receiver completion.

The receiver cannot add tags or notes. This is expected. Job tags and internal notes are read-only for cross-org invited jobs. The receiver can only interact with workflow steps.

The receiver completed the job but now can't edit it. This is expected. All workflow step interactions are locked after job completion — no uploads, edits, or deletions. The record is view-only.

FAQs

Can the originator contribute to the same job alongside the receiver? No. Third Party Jobs are assigned to the receiver's org only. 

Can the originator re-share the link after sending it? Yes. The clipboard icon in the invitations table copies the link for re-sharing, as long as the status is Awaiting Response.

What if the receiver declines the invitation? The invitation moves to Declined status (red). The originator must create a new invitation if they want to try again.

Do Workflow Automations work on Third Party Jobs? No.

Do Conditional PDF Workflows work? Yes.

Does the receiver get billed for their guest account? No. Guest accounts are free. There is no billing or payment prompt during signup.

What happens to the guest org and account after the job is completed? The guest org persists. The receiver retains view-only access to their completed job record. If they are invited again in the future, they can log in with the same guest account rather than creating a new one.

Can the originator see who at the receiver org completed the job? The job record will indicate which organization completed it. The Assigned To name is available in the job details.

What if the receiver is already logged in when they open the link? If they are logged in as a user in a different org from the originator, they skip the login/redirect screen and go directly to the invitation acceptance page.