We went over the different scheduling options in the prior article, where you were shown where you can schedule jobs, now in this article we are going to discuss how to create jobs.
It's worth noting that a 'job' can mean several different things to different organizations. Some companies might refer to a job as a work order, service, appointment, or project.
Administrators and Managers can create jobs for customers and assign them to team members. Job records can be created in a number of different ways outlined below.
1) Create a job from the customer record
You can search for the customer you are looking for in the search bar under the 'Customer' tab. Then select 'Create Job.'
2) Create a job from the schedule view
Click into 'Schedule' and whichever Schedule View you've selected, you will always have the option to to 'Create Job' in the top right corner of the view.
3) Create a job from an estimate
Now, let's walk through creating a job!
1) Click 'Create Job' from either the customer, schedule or estimate.
2) Select the customer for the job by clicking into the 'Customer Name' field and selecting the customer from the list.
If your customer is already in the system, click 'Add Customer' from the list of saved customer profiles. If the customer does not yet exist in the system, click the ‘Create New Customer’ button to create a new customer profile.
3) Enter a title for the job that describes the work to be performed.
If you previously created Job Templates, you can quickly insert them by clicking the name in the list that populates below the job title field. You can search for saved job templates in the Job title field as well by beginning to type the name. Learn more about Job Templates here.
4) Click the ‘Start Date/ Start Time’ and ‘End Date/ End Time’ to schedule the job.
To find open availability in your team members’ schedules, click ‘Find Availability’ to open a gantt chart view of your schedule.
5) Select the team members field to assign team members to the job.
We have a conflict checker that will notify you of a scheduling conflict when you select the team or team member.
If there is a scheduling conflict on the day/time selected, you will get a notificated of the scheduling conflicts.
6. Add Job Tags to organize your work
Tags will appear on the schedule. You can use job tags to organize your jobs and color code to make scheduling even easier to read at a glance. To learn more about job tags, click here.
7. Enter information needed in additional fields you have created on the job record.
You can create custom fields for your job records to store and display any data you wish to save and share for all your jobs. To learn more about custom fields, click here.
8. Enter any notes relevant to the job in the ‘Notes’ field. You can attach files on the right hand side as well.
9) Once your job record is fully completed, click the ‘Save Job’ button.
Upon saving and submitting the job record, the assigned team members will automatically receive a notification of their newly assigned work and will be available on their calendars.
The newly created job will look like this:
But there's more...
Once you've created a job you can do the following:
Attach a 'Subtask Template' to the job
Remember when we walked through your company settings? If not, that's okay! We have you covered. Please refer here to refresh your memory.
Attach a 'Custom Forms' to the job
If you need a refresher on Custom Forms, click here.
Now, let's walk through completing a job.
Once the job has been scheduled, your tech will see several options for adding information to the job. This can be done through our mobile application as well.
On the 'Info' tab you'll notice the different status options available. This shows the team manager and assigned team members the current state of the job and serves as a timer and shows the duration of time spent on the job. The job status of a newly created job is always 'New'. Moving the status from 'New' to 'In Progress' starts the job timer, moving the status to 'Pending' pauses the timer, and moving it to 'Completed' ends the timer and marks the job as finished.
Comments about the job from managers or service agents assigned to the job (as well as triggering push notifications about new comments). This is a great place to include information about a job as you go. We cover this in more detail in part 6. Shown are the toggles to trigger notifications to team managers or assigned team members, and the 'Send comment' button.
Add files to the job (like photos or a PDF), done by managers or tradies. In the file section of the job you can upload photos, PDFs or other documents for review by team members or the customer. Some users find this helpful for sharing photos with a customer or with the team. Photos can be taken directly from your phone in the mobile app or uploaded from your computer on the web app.
Clock in or out for this particular job, usually done by the service agent on site. To do this on the mobile app simply click clock in or on the web app click job actions and then select clock in. More information on timesheets can be found, here.
Pro Tip: You can send a customer communication email about a particular job by clicking the ‘Job actions’ button and selecting ‘Customer communications’. More information on customer communication can be found, here.
While you are just getting started, create a few fake customers and fake jobs to see what workflow is best for your business! As always, please don't hesitate to reach out to our Customer Success team. They are here to help you!
We’re available Monday-Friday 8:00am -6:00pm CST
US Customer Support: 469-382-5668