SortScape
By SortScape
The typical implementation process for SortScape software:
Sign up and account creation: Register online to create a SortScape account. This step takes just a few minutes.
Customer data migration/import: Import existing customer, job, and contact data, either by self-upload or with assistance from SortScape support. The process is guided and generally quick, thanks to built-in import tools or available help articles.
Initial configuration: Set up job types, schedule preferences, employee profiles, and any required integrations (e.g., Xero, QuickBooks Online). Most settings are accessible via a simple drag-and-drop interface, minimizing technical complexity.
Mobile app installation: Team members download and log in to the mobile app (iOS or Android), allowing field access and real-time updates immediately.
One-on-one training & support (optional): SortScape offers a free online training session and ongoing support via chat/email to address questions as needed.
SortScape offers significant customization for businesses, allowing users to tailor key aspects to fit specific operational needs. Here are the main data points on customization capabilities:
Customizable scheduling rules: Businesses can set personalized scheduling rules and automate routine tasks to fit their preferred job frequencies, routes, and team structures.
Custom templates: The platform allows customizable templates for quotes, invoices, and reports, so businesses can brand and configure documents to their requirements.
Flexible data fields & objects: Users can create custom objects—like unique job types or project requirements—and modify field data captured by the software, enhancing the system’s ability to fit non-standard workflows in landscaping or garden maintenance.
Personalized notifications and reminders: Automated SMS/email reminders can be scheduled and edited according to business processes, making client engagement consistent and unique to each operation.
Integration options: SortScape provides integration with third-party accounting platforms (Xero, QuickBooks Online), allowing users to fit invoicing, billing, and payroll processes to their existing systems.
User-permissions and access controls: Employee permissions, user roles, and visibility settings can be configured for different team members (e.g., admin vs. field staff), helping businesses manage security and privacy based on internal structure.
Flexible invoicing workflows: Custom invoicing bases (hourly, per job, per visit), editable line items, and tax/treatment settings allow businesses to adapt SortScape’s billing processes to their preferred terms and client contracts.
Report and analytics customization: Businesses can generate and export custom reports, selecting the data points most relevant for their operational review or client invoices.
Role-based data import tools: Existing customer/job/contact data is easily imported via built-in templates and support for various formats, streamlining onboarding for niche business models or legacy systems.
SortScape has a transparent pricing model with no hidden or unexpected additional fees. Here are the key data points about setup, maintenance, and support costs:
No setup fees: There are no charges for setup or onboarding; users can sign up, import data, and configure accounts without additional cost.
No maintenance fees: Ongoing software maintenance, updates, and new feature rollouts are included in the regular subscription, with no separate maintenance surcharges.
No support charges: Customer support (including email, live chat, online help center, and a free one-on-one training session) is included at no extra charge for all customers.
Subscription-based pricing only: Users pay a flat monthly subscription based on their plan ($11/user/month for solo, $45 flat/month for up to 5 users, $79 flat/month for up to 10 users; larger team pricing available).
No extra charges for unlimited jobs: All plans include unlimited jobs, visits, contacts, and properties—so scaling up job volume does not incur extra fees.
No additional charges for integrations: Integrations with Xero and QuickBooks Online are included in all plans.
SortScape offers training and support for new users, prioritizing easy onboarding and ongoing assistance. New users can expect the following services:
Free one-on-one online training sessions: After signing up for a free trial, users may book a personalized onboarding session with a SortScape expert who guides them through features, configuration, and workflow setup.
Extensive video tutorials and documentation: SortScape provides a library of step-by-step training videos and guides (hosted on YouTube and the Help Center) covering everything from basic setup to advanced scheduling, invoicing, and team management.
Free online chat and email support: All users receive unlimited support via live chat and email, enabling rapid troubleshooting, configuration help, and answers to operational questions.
Help center and FAQs: The SortScape online help center offers written documentation, answers to common questions, feature walkthroughs, and process tutorials for self-service learning at any time.
Quick-start guides for onboarding: Documentation and videos guide users through getting started, importing customer data, setting up job types, and configuring notifications.
SortScape employs multiple security measures to protect user and business data, aligning with industry best practices for cloud-based field service platforms. Here are the main security protocols and commitments:
Data encryption in transit: All user data is encrypted while being transmitted between devices and SortScape servers, ensuring third parties cannot intercept sensitive information.
User data deletion requests: Users can request the deletion of their personal or business data from SortScape’s servers at any time, supporting privacy rights and regulatory compliance.
Strict access controls: Personally-identifying information and business records are only accessible to employees and contractors who require it for platform operations and who agree to confidentiality restrictions.
Role-based permissions: Administrators can assign access levels and permissions, restricting visibility and data management to designated staff and roles within the business.
Regular software updates and security patching: The platform is actively maintained to address emerging threats and vulnerabilities, with all customers benefiting from real-time updates as part of the subscription.
Selective data sharing: SortScape does not share, rent, or sell user data to third parties and only releases personal information under lawful requests (e.g., subpoena, governmental order) or for protecting property rights.
Transparency and data policy: The company maintains a public privacy policy specifying all data collection, retention, and disclosure conditions, including the use of aggregate, non-identifying statistics to improve service.
Local device protections: The mobile application enforces native security standards for iOS and Android, such as app sandboxing, encrypted storage, and optional user authentication, to prevent unauthorized access on lost or stolen devices.
SortScape’s policy on data ownership and portability is designed to empower users with control over their business and customer data. Here are the main points:
Data ownership: Users retain ownership of all the data they enter into SortScape, including customer records, job schedules, and contact details. SortScape only accesses or processes this data as necessary to provide its services.
Data export/portability: Users can export all customer data and schedules as CSV files, which are compatible with Excel and many other business systems. This enables users to back up their data, migrate to another platform, or meet data portability requirements without vendor lock-in.
Easy self-service export: The export process is available from within the user interface for administrators. No special permissions or support tickets are required—users can generate a portable copy of their entire database for backup or transition at any time.
Data deletion and portability rights: Users may request data deletion or correction as part of SortScape’s GDPR-aligned privacy commitments. This means that business owners can have their data removed entirely from SortScape’s servers or update data when needed.
Confidentiality and access: Access to data is role-restricted within the platform, ensuring only authorized employees (or the account owner) can initiate bulk exports or view sensitive records, further supporting user control over data assets.
No data sharing for third-party marketing: SortScape does not share or sell user-entered business or customer data to unaffiliated third parties, further protecting user data ownership rights.
SortScape’s policy on data ownership and portability is designed to empower users with control over their business and customer data. Here are the main points:
Data ownership: Users retain ownership of all the data they enter into SortScape, including customer records, job schedules, and contact details. SortScape only accesses or processes this data as necessary to provide its services.
Data export/portability: Users can export all customer data and schedules as CSV files, which are compatible with Excel and many other business systems. This enables users to back up their data, migrate to another platform, or meet data portability requirements without vendor lock-in.
Easy self-service export: The export process is available from within the user interface for administrators. No special permissions or support tickets are required—users can generate a portable copy of their entire database for backup or transition at any time.
Data deletion and portability rights: Users may request data deletion or correction as part of SortScape’s GDPR-aligned privacy commitments. This means that business owners can have their data removed entirely from SortScape’s servers or update data when needed.
Confidentiality and access: Access to data is role-restricted within the platform, ensuring only authorized employees (or the account owner) can initiate bulk exports or view sensitive records, further supporting user control over data assets.
No data sharing for third-party marketing: SortScape does not share or sell user-entered business or customer data to unaffiliated third parties, further protecting user data ownership rights.
SortScape provides highly flexible and transparent terms for scaling up or down as organizational needs change, which is especially beneficial for seasonal or growing businesses. Key terms include:
Easy plan adjustment: Users can increase or decrease the number of licensed users at any time through self-service, allowing for real-time scaling in response to business demands.
Flat-rate pricing by user count: Pricing tiers are structured according to user numbers (solo, up to 5 users, up to 10 users, and scalable beyond), so organizations can upgrade or downgrade their plan as staff size fluctuates, with billing automatically adjusted.
No penalty for scale-down: If a business needs to reduce its team, it can downgrade to a smaller plan or the solo option without any cancellation or downgrade penalties.
Subscription pausing: Seasonal businesses can pause their SortScape subscription (such as during winter or off-peak months) and resume operations without losing existing data or configuration.
Instant upgrades for scale-up: Businesses experiencing growth can instantly add new users, with permissions and access managed from the admin interface. Pricing adjusts in the next billing cycle.
No long-term obligations: SortScape runs on a month-to-month subscription model; scaling up or down does not require renegotiation or contract changes—everything is handled automatically via the billing portal.
Data and settings preserved: When scaling down (or pausing), all historical data, customer records, and workflow settings remain intact, ready to be accessed again should the organization scale up in the future.
SortScape uses a month-to-month subscription model with simple self-service renewal and cancellation options—providing transparency and flexibility for small businesses. Here are the main contract terms and conditions:
No long-term contracts required: Subscriptions are ongoing month-to-month; businesses are not locked into annual or multi-year agreements.
Automatic renewal: Unless cancelled, subscriptions automatically renew every month at the current pricing rate, ensuring continuous service without manual intervention.
Self-service cancellation: To cancel a SortScape subscription, users simply navigate to the Billing section of their account and click the “cancel” button. There is no need to contact support or provide advance notice.
Immediate cancellation/effective at period end: Once cancelled, the account remains active until the end of the current paid subscription period, after which access is terminated.
No cancellation fees or penalties: Users can cancel anytime without incurring fees, penalties, or additional charges—making it easy to leave or pause as needed.
Subscription pausing allowed: Users may pause their subscription during off-seasons (e.g., winter months) without losing data or needing to re-register, making it ideal for seasonal businesses.
No refunds for partial periods: Cancellation will not trigger a refund for unused days in the current billing cycle; access continues until the period ends.
No price lock guarantee: Pricing is subject to change at SortScape’s discretion for future renewal cycles, but changes are communicated in advance and do not retroactively affect current subscriptions.
Data retention and deletion: After cancellation, user data is retained only as needed for compliance or legal purposes; users may request data deletion per privacy policy.
SortScape meets core compliance standards expected of cloud-based field service software, though it primarily emphasizes privacy, data protection, and role-based security suitable for businesses in Australia, New Zealand, and other global markets.
GDPR Compliance: SortScape supports data privacy rights aligned with the EU’s General Data Protection Regulation (GDPR), including the right to request erasure, opt-out, and transparent data handling protocols.
Local Data Protection: The platform aligns with Australian and New Zealand privacy legislation, ensuring personal and business data are processed lawfully, stored securely, and not shared without consent or legal basis.
Role-Based Access Controls: SortScape enforces permissions and data visibility for different user roles (admins, field staff, managers), supporting compliance with standards on limiting data access to authorized individuals only.
Strict Data Retention Policies: Data is only retained as long as it is required for business or legal purposes, and users have the right to request deletion in accordance with compliance and privacy mandates.
Lawful Data Disclosure: Personal information is only disclosed under valid legal requirement (e.g., subpoenas, governmental requests), maintaining regulatory compliance for data sharing.
