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Service Area Profile Report Review Checklist

Use this checklist when reviewing, approving, or updating a Service Area Profile. This checklist will follow along with a Service Area Profile Report from top down. ** Note: Logging into Exactix to review the full Service Area and Membership information is the recommended, and easiest, way to verify all information is correct.

Service Area Profile Report – Review Checklist

Member Identification
  • ☐ Member (Billing ID) is shown as a numerical code and is accurate
  • ☐ Member Name matches official utility name
  • ☐ Status of Service Area – Active or In-active
Utility Attributes 
  • ☐ Utility types shown accurately reflect what is owned and/or operated (e.g., Electric, Gas) 
  • ☐ Marking Colors correspond to the specific Utility Types that are owned and/or operated 
Business Hours
Controls when the system views the Service Area’s Business Hours vs. After hours for the Ticket Delivery Rules (below section)
  • ☐ Business hours and days are correct
Observed System Holidays & Holidays
Non-Federal holidays are still legal locate by dates for locate tickets, this does not change if the Service Area is observed as closed. Closure on a non-federal holiday simply triggers the After Hours Courtesy Call out Delivery Rules for Emergency and Damage tickets so they are not missed.
  • ☐ Holidays reflect member’s actual observance. This list will automatically include Holidays that CO811 is closed.
Contacts - Primary & Secondary Service Area Contacts

Note: Any “API” labeled contact is just a listed record for the REST API configuration between your Ticket Management System or Contract Locator and Exactix for posting positive responses for your Service Area. This contact should reflect your current Ticket Management System or Contract Locator and have a “Response Contact” type.  

  • For each listed contact:

                      ☐ Contact name is current and accurate : Contact Type is current and accurate 
    • ☐ Only one Receiving Location Contact exists
    • ☐ At least one Alternate Contact exists
    • ☐ At least one Main Switchboard Contact exists

  • Available Contact Types for actual People records (not for Main, Damage Daytime, or After Hours non-people contacts) under a Service Area:

      • Receiving Location – CO811’s internal main point of contact regarding the Service Area. Usually the one receiving the locate request tickets
      • Response Contact – Contact is allowed access to the system to view and post responses to the Service Area’s tickets only. They are not authorized to make any changes or receive any information regarding the Service Area
      • Alternate Contact – Alternate authorized Service Area Contact person. Authorized to make any changes or receive any information regarding the Service Area
      • Database Contact - Authorized Service Area Contact person responsible for updating the Service Area Registration Maps
  • Usual Contact Types for Non-People records (i.e. Main, Damage Daytime, or After Hours non-people contacts) under a Service Area:
      • Main Switchboard Contact - Public facing main company number, provided to excavators as needed. This should be a number that will reach someone who is aware of the membership with CO811 and questions excavators may have regarding locates, NOT just a general customer service number.
      • Daytime—Damage Contact – If the Service Area has a Ticket Delivery Rule (below section) set up for “IVR” or “Manual Call” for Damage tickets during Business Hours, this is the phone number that will be called for that courtesy call out regarding the damage. This should be a number that will reach someone who is aware of the membership with CO811 and locate tickets, NOT just a general customer service number.
      • After Hours and/or After Hours Damage Contact – Public facing & used for callouts. Could just have one “After hours” contact listed if only one phone number is needed to report both damage and emergency tickets to after hours, or there could be an “After Hours” number for emergencies and a “After Hours Damage” number for damages if there are separate numbers to report each ticket type to after hours. If the Service Area has a Ticket Delivery Rule (below section) set up for “IVR” or “Manual Call” for tickets during After Hours, this is the phone number that will be called for that courtesy call out regarding the damage. This number can also be provided to excavators as needed after hours. This should be a number that will reach someone who is aware of the membership with CO811 and locate tickets, NOT just a general customer service number.
  • ☐ People Contacts have a job Title populated (not “MISSING TITLE”). Only actual people contacts need this field filled out.
  • ☐ People Contacts have a job Role populated (not “MISSING ROLE”). Only actual people contacts need this field filled out. Below are the available job roles to choose from. 
    • Administrative
    • API User
    • Architect
    • Construction Manager
    • Engineer
    • Equipment Operator
    • Executive
    • Field Personnel
    • General Contractor
    • IT
    • Laborer
    • Locator
    • Management
    • Operations
    • Other
    • Project Manager
    • Property Management
    • Superintendent
  • ☐ Email address complete and valid, whether in the Login or Email field. “Login” means it’s an email being used as an username for a registered account in Exactix.
  • ☐ At least one Primary Phone number present
  • ☐ Address present if required. Only actual people contacts need this field filled out.
  • ☐ Role Names, aka Exactix account permissions appropriate and correct. See Facility Owner /Operator Member Roles Knowledge Base Article for Role permissions.
Ticket Delivery Rules
System rules that determine where, when, and how to deliver the locate ticket information to the Service Area. If the “Send Tickets to:” shows Automated IVR Call or Manual Call those are rules for Courtesy Call outs regarding damage and/or emergency tickets, and “Destination” is the rule for ticket delivery

  • For each rule:

  • ☐ Rule status (Active / In-active) correct

  • ☐ Delivery method defined (Call, Email, IVR)
  • ☐ Time conditions defined correct (Business Hours / After Hours / Always)
  • ☐ Ticket categories correct (Damage, Emergency, etc.).
    • If the Delivery Rule is to a “Destination” and it does not show anything “For Ticket Categories” then this is the rule for All Tickets and is your Main Ticket Delivery Rule.
  • ☐ Destination email address or Call Out phone number correct
End of Day Audit (EOD) Delivery Rules
End of Day Audits, also known as EODs, are designed to be used as a check and balance system to ensure all tickets sent were received. They will send out a record of the tickets that were sent to the Destination Email. EODs do not include Call Out deliveries, just emailed tickets. These can either be turned off entirely if not needed or just the Empty (no tickets sent that day) Audits can be turned off if requested by the member.

  • ☐ End‑of‑day audit rule is Active or In-Active as preferred

  • ☐ Destination email present and valid and correct
  • ☐ “Send audit even if empty” reviewed and correct
Member: Billing Information
The billing information listed is what will be used for invoicing for the locate ticket transmissions. Invoices are emailed only to the listed Member Billing Email. The Billing contact person is only listed in case someone needs to be reached if there are ever any issues with billing (trouble sending invoices, past due accounts, etc…).

  • ☐ Member = Billing ID and Billing Account Name (usually matches the Service Area name but not always if there are several Service Areas under one Member Billing Account)

  • ☐ Member Phone = Billing phone number present and correct
  • ☐ Member Email = Billing email present and correct (where the invoices are sent)
  • ☐ Member Address = Billing address complete and correct
  • ☐ Member Contacts = Billing contact person defined and all contact information (name, job title, job role, phone, email, address) is correct. Only One Billing Contact person is allowed to be listed. “Role Names” may be listed if this person has an Exactix account with Role access permissions that have been added, otherwise it will be blank.
Member Group Information: Voting Information
Colorado 811’s Board of Directors is comprised of representatives from each utility type classification, and the representatives are voted into their position by all of the utility owner/operators that fall under that same utility type classification. Each member designates one person to be their membership’s voting contact who will receive the voting ballot for their membership.

  • ☐ Member Group = Voting ID and Voting Account Name (usually matches the Billing ID and the Service Area name but not always if there are several Service Areas and/or Member Billing Groups under one Member Grouping Voting Account)

  • ☐ Member Group Phone = Voting phone number current and accurate
  • ☐ Member Group Email = Voting email current and accurate (where the ballots are sent)
  • ☐ Member Group Address = Voting address complete and correct
  • ☐ Member Group Contacts = Designated Voting contact person defined and all contact information (name, job title, job role, phone, email, address) is correct. Only one Voting Contact person is allowed to be listed. . “Role Names” may be listed if this person has an Exactix account with Role access permissions that have been added, otherwise it will be blank.