Why this matters
A customer can be perfectly ready to buy and still become a missed lead if the crew cannot find the parking lot, gate code, lockbox, unit number, site contact, or permission note. This checklist gives dispatchers and front-desk teams a safe handoff layer before sending a technician or estimator.
Marker: SITE-ACCESS-READY. Use it when the job should not move to dispatch until access details are confirmed.
Copy/paste site-access card
Job/customer name: Appointment date + arrival window: Service address: Unit/building/floor/suite: Primary site contact name: Site contact phone: Best arrival text to send: Parking instructions: Gate / lobby / door access method: Lockbox / key / keypad note: Pets, hazards, tenant/occupant notes: Permission needed before entering? YES / NO / OWNER REVIEW Photos or map pin attached? YES / NO Crew/tech assigned: CRM label: SITE-ACCESS-READY / ACCESS-NEEDS-REVIEW / ACCESS-BLOCKED STOP AUTOMATION if access is missing, unsafe, disputed, legally sensitive, tenant-related, or requires a promise about arrival time, fee, warranty, emergency response, licensing, insurance, or property entry authority.
Customer reminder text
Hi {customer_name}, this is {business_name} confirming access details for {appointment_window} at {service_address}. To help the technician arrive smoothly, can you reply with parking instructions, gate/door details, and the best on-site contact number? If any entry permission is required, please confirm the approved contact for that too.
Access missing follow-up
Hi {customer_name}, we are missing one access detail for your appointment: {missing_detail}. Please reply with that information before {review_time} so dispatch can confirm the visit. We will not guess gate codes, entry permission, or site contact details.
Internal dispatcher note
Dispatch review: mark SITE-ACCESS-READY only after address, contact, parking/entry, and permission notes are present. If tenant/occupant permission, locked access, safety concern, or fee/schedule change appears, route to owner/manager review before sending automated updates.
CRM labels
- SITE-ACCESS-READY — all fields confirmed.
- ACCESS-NEEDS-REVIEW — owner/manager must approve entry, contact, timing, or property note.
- ACCESS-BLOCKED — crew should not be dispatched until customer or approved contact responds.
- MAP-PIN-ATTACHED — optional helper when parking or rural access is confusing.
STOP AUTOMATION guardrails
- Do not invent gate codes, lockbox codes, contact names, property permissions, tenant consent, fees, arrival windows, emergency status, or warranty/insurance/licensing details.
- Do not send a technician into a restricted, unsafe, disputed, or tenant-occupied location based only on an AI summary.
- Do not promise entry, timing, or pricing when the source is a voicemail transcription, chat summary, or unclear text thread.
- Use owner/dispatcher review whenever access affects safety, legal permission, customer billing, or crew availability.
AI summary prompt for dispatch
You are helping a local-service dispatcher prepare a site-access handoff. Use only the source notes below. Do not invent gate codes, lockbox codes, permission, fees, arrival windows, safety status, warranty details, licensing/insurance facts, or customer consent. Return: (1) confirmed access details, (2) missing access details, (3) customer-safe follow-up text, (4) CRM label, (5) STOP AUTOMATION reason if a human must review.
SOURCE NOTES:
{paste_call_text_chat_email_crm_notes}
Turn access details into fewer missed jobs
This resource pairs with the free Speed-to-Lead Swipe File and the full Local Lead Rescue System for local-service teams that want safer follow-up, cleaner dispatch handoffs, and fewer leads lost between intake and arrival.