Get Started
First-time admin users can self-serve to get going on with the platform
Welcome
You are here because your team is getting started with UtilizeCore, and we want to make sure you feel confident from day one. This is not a product you are figuring out on your own. Your Customer Success Manager, our support team, and this help center are all part of the process. Think of onboarding as something we do together.
This page is your starting point. It maps out the journey from "I just logged in" to "we are running live operations." Each step links to a focused article that covers exactly what you need to know. Work through them in order, skip to what is relevant to your role, or come back anytime for a refresher.
Before You Begin
If you have an active onboarding plan through your Customer Success Manager, use that as your primary guide. This page and the articles below are the reference material that supports that plan. If you do not have an onboarding plan yet, contact your account manager or reach out to support@utilizecore.com to get set up.
Your Learning Path
1. Learn the Language
Before you touch anything in the platform, spend a few minutes getting familiar with the terminology. UtilizeCore has its own vocabulary (Work Orders, Trips, Sites, the Action Status System), and understanding these concepts first makes everything else click faster.
Start here: Core Concepts: Understanding UtilizeCore -- Covers the three-party model, key terms, billing methods, compliance basics, and how all the modules connect.
2. Set Up Your Team
Your internal team is one of the three pillars of the platform. Before you start creating Work Orders or onboarding Vendors, make sure your people are in the system with the right roles and permissions.
Certification: Employee Tracker -- Inviting team members, creating roles, assigning permissions, building Crews, and managing Site assignments.
3. Run Your First Work Orders
This is where UtilizeCore starts to feel real. Create a Work Order, dispatch a Vendor, track the Trip, verify the completed work, and generate an invoice. Do this once to see how it works, then do it ten more times to feel how it scales.
Certification: Core Pro -- The complete Work Order lifecycle from creation through invoicing. This is the foundational certification for anyone managing day-to-day operations.
4. Configure Your Operations
Once you are comfortable with the basic workflow, it is time to tailor the platform to how your business actually runs. Custom statuses, advanced scheduling, rate tables, vendor assignment rules, email notifications, and workflow automation all live here.
Certification: Operations -- Advanced Work Order management, dispatch, rate configuration, scheduled services, proposals, and workflow settings.
5. Set Up Your Financials
Your accounting team needs to own this part. UtilizeCore handles both sides of billing: what your Clients owe you (AR) and what you owe your Vendors (AP). These certifications cover invoice generation, batch processing, payment workflows, and analytics.
Certifications:
- Accounts Payable (AP) -- Vendor invoice generation, confirm/deny workflows, bulk payments, and AP reporting.
- Accounts Receivable (AR) -- Client invoice generation, grouping, attachments, standalone invoices, and AR reporting.
6. Protect Your Business
Compliance is not optional. Every Vendor in your network should have current insurance and documentation on file before they are dispatched. UtilizeCore tracks it all and can block non-compliant Vendors automatically.
Certification: Compliance -- Document requirements, expiration tracking, vendor blocking rules, approval exceptions, and onboarding compliance.
7. Open Your Portals
Your Clients and Vendors have their own portals where they can self-serve. Clients submit Service Requests, view Work Order status, and manage invoices. Vendors view Trip assignments, upload compliance documents, and submit invoices. Your field team uses the mobile app to check in, capture photos, and complete tasks on-site.
Certifications:
- Client Portal -- Configure the Client experience: Service Requests, Work Order visibility, Proposals, AR, and team management.
- Vendor Portal -- Configure the Vendor experience: onboarding, compliance submission, invoicing, Proposals, and portal settings.
- Field Tech (Mobile App) -- Mobile workflows: check-in/out, photo capture, task completion, TIWOs, custom forms, and troubleshooting.
8. Go Live
Before you switch from test mode to real operations, run through the Go-Live Checklist with your team. It covers every area of the platform: network, rates, workflows, compliance, portals, integrations, mobile, and test transactions. This is not about perfection on day one. It is about making sure the foundation is solid.
Start here: Go-Live Checklist -- A comprehensive pre-launch verification checklist with common pitfalls to avoid.
9. After Go-Live
Onboarding ends, but support does not. The Post-Launch Support Guide covers how to find answers on your own, how to reach our support team, when to contact your Customer Success Manager, and how to continue building your platform expertise over time.
Start here: Post-Launch Support Guide -- Self-serve resources, support channels, booking links, continuing education, and common post-launch questions.
Certifications at a Glance
Certifications are milestone-based. Each one includes a competency checklist and links to the help center articles that teach each skill. There is no test. When your team can do everything on the checklist, they are certified.
| Certification | Who It Is For | What It Covers |
|---|---|---|
| Employee Tracker | Admins, Ops Managers | Team members, roles, permissions, Crews |
| Core Pro | All Internal Users | WO lifecycle: create, dispatch, verify, invoice |
| Operations | Ops Managers, Admins | Custom statuses, scheduling, rates, workflows |
| Accounts Payable | Accounting, Admins | Vendor invoices, payments, AP analytics |
| Accounts Receivable | Accounting, Admins | Client invoices, grouping, AR analytics |
| Compliance | Compliance, Admins, Ops | Insurance tracking, expiration alerts, blocking |
| Client Portal | Admins, Customer Success | Client self-serve: requests, WO status, invoices |
| Vendor Portal | Admins, Ops, Compliance | Vendor self-serve: assignments, compliance, invoices |
| Field Tech | Ops Managers, Supervisors | Mobile: check-in/out, photos, tasks, TIWOs |
Quick Links
| Resource | What It Is |
|---|---|
| Help Center Home | Search for any how-to article by keyword |
| Release Notes | What changed in the latest platform update |
| Submit a Ticket | Get help from our support team |
| Customer Portal | Check the status of your open support tickets |
Need help?
Reach out to your Customer Success Manager or contact support@utilizecore.com.