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Add a New Job

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You can create a job using the Add New Job window. This window has three tabs:

  • Job Info
  • Employees
  • Tasks

Complete each tab to finish setting up the job.

Job Info

This is where you will add your customer’s information and basic job info such as the job number and start date and time.

Customer Info

Customer
Start typing the customer’s name in the Select Customer field. A list will appear—click on the correct one.

Once selected, the customer’s contact info and address will show up automatically, including any site notes.

If the customer doesn’t exist yet, scroll to the bottom of the dropdown and click Create a New Customer. This will redirect you to the Customer Module to add them first.

Service Location
This field appears only if the customer has multiple service addresses. Choose the correct location, or leave it blank if the main address is correct.

Job Details

Job Description
Add a short description of the job. This will show on the calendar.

Job Number
Enter the job number or ID.

Service Type
Pick from the dropdown. Service types are set up in Schedule Settings.

Job Color
Select a color to label this job on the calendar and map. Colors are managed in Schedule Settings.

Start/End Date & Time OR Estimated Duration
Set the start and end date/time of the job.
Alternatively, enter the estimated duration—end time will auto-fill.

If you created the job by clicking on the schedule calendar, start time will already be filled in.

Note: These times are for scheduling only. Actual time spent will be recorded from the field.

Unscheduled Jobs
If the date/time is unknown, leave these blank. The job will be saved under Unassigned Jobs.

Recurrence (Optional)

Check Recurrence if this is a repeating job. Then set the recurrence pattern.

  • You can only make a job recurring if its status is Not Started.
  • If the job has any other status (like In Progress or Completed), the recurring option will be disabled.
  • If you change the job’s status to Not Started in the UI, make sure to save the job first before setting it as recurring.

Recurrence Options:

  • Daily – Repeat every day, weekday, or custom interval.
  • Weekly – Choose days of the week and weekly intervals.
  • Monthly – Pick a specific day/date and interval.
  • Yearly – Choose a specific date or day, and interval.

End Recurrence
Choose either:

  • End by a certain date
  • End after a number of occurrences

Job Status

Pick the current status:

  • Not Started
  • Started
  • Paused
  • Complete
  • Declined

The job status will be displayed as an icon on the calendar.  Completed jobs can be used to generate invoices.

Note: If you are creating a job that has already been done so that you can create an invoice from it, select the status Complete.

Job Priority

Choose the priority level:

  • Low
  • Medium
  • High

Employees

Add Field Employees or Employee Groups

👷 Add Crew to a Job

You can assign field employees or employee groups to the job.

🟢 Automatic Assignment

  • If you started the job from the Timeline View, the selected employee will already be assigned.
  • You can still add or remove other employees as needed.

📅 Custom Calendar Note

  • If you’re using a custom calendar, only employees or groups linked to that calendar will appear in the list.

🚫 Don’t Know Yet?

  • If you’re not sure who will handle the job, leave the list empty.
  • The job will be saved under Unassigned Jobs until someone is assigned.

✅ Add Crew

  1. Click the Select Employee field.
  2. Check the box next to each employee or group name.
    • For groups, all members will be added individually.
  3. Click anywhere outside the list to close it.

❌ Remove Crew

  • To remove one person: click the X icon next to their name.
  • To remove everyone: click the Clear List button.

Tasks

Tasks help your field team know what needs to be done.

Load a Task Template

If you have pre-made templates:

  1. Click Load Template
  2. Choose one from the list
  3. Click Load

Only one template can be loaded per job. Loading a new one will delete any existing tasks.

You can still add tasks manually after loading a template.

Add a New Task

Click Add New Task and fill in the following:

  • Task Name – Defaults to the Job Description (editable)
  • Service Type – Pre-filled if added earlier, or select from the list
  • Office Notes – Optional notes for your crew. Notes created here will be recorded on the Notes tab of the Customer’s profile once the job is saved.
  • Parts & Services – Add inventory, non-inventory items, or services. These show up on invoices.
  • Equipment – Add required equipment.
  • Attachments – Upload manuals, diagrams, or add URLs for field reference. Either upload a file or enter a URL address that your filed employees will be able to click on to open the web page.
  • Forms – Attach pre-built forms (e.g. job checklists, sign-off sheets)

Triggers for Jobs, Tasks, and Forms

  • Job-Level Triggers
    • Added at the job level.
    • Apply to the entire job.
  • Task-Level Triggers
    • Added directly to a task.
    • Apply only to that specific task.

⚠️ Important: Triggers must be created by an office user in OT for them to function properly.

Delete a Task

Click to open the task, then click Delete Task.

Task Limit Per Job

You can only add up to 30 tasks in a single job.

If you try to add more than 30 tasks, a message will appear letting you know that the limit has been reached.

Save or Dispatch the Job

  • Save – Adds the job to the calendar but doesn’t send it to field employees.
  • Dispatch Now – Saves the job and sends it to the mobile app of assigned employees.