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Creating and Adding Jobs

Download Creating and Adding Jobs PDF

You can create jobs in IndusTrack in three ways:

  1. Convert an estimate into a job
  2. Create from the Actions tab
  3. Add directly from the Scheduling Grid

1. Create a Job from the Scheduling Grid

Use this if you already know the employee and schedule.

  • Go to the Timeline View (default calendar).
  • Find the employee and time slot.
  • Double-click to open the Add Job window — employee, date, and time are already filled in.
  • Fill out the remaining job details.

2. Create a Job from the Actions Tab

Use this when you don’t yet know who will do the job or when.

  • In the Schedule Module, click the Actions button.
  • Select Add Unassigned Job.
  • Fill out the job details.
  • The job will go to the Unassigned Job Queue for later assignment.

You can do this from any calendar view.

3. Convert an Estimate into a Job

Fastest way to create a job.

  • Go to the Estimates Module.
  • Find the estimate, click the three dots, then choose Convert to Job.

Adding a New Job

In the Add Job screen, fill in the following:

Customer Info

  • Type the customer’s name and select it from the list.
  • If not listed, you can create a new customer.
  • You’ll see their contact info, billing, and service address.
  • Tags and pinned site notes will also be shown if available.
  • If they have existing jobs or estimates, you can view them directly.

Service Location

  • If multiple locations exist, choose the correct one.
  • The main location is pre-filled when creating from the calendar or Actions tab.

Job Details

Basic Info:

  • Job Description – A short description. If from an estimate, this will auto-fill.
  • Job Status – Not Started, Started, Paused, Completed, Declined. Job statuses are updated automatically when field employees make changes in the mobile app.
  • Job Number – Auto-generated if set up.
  • Service Type – Pick from the dropdown (Schedule Settings).
  • Priority – Low, Medium, High.
  • Color – Pick a color to label this job.

Schedule:

  • Start/End Time or Duration – Enter a start date/time and end time, or just set a duration. If you start creating the job by clicking in the calendar schedule grid, the start date and time will already be filled in. You can edit these.
  • Times are for scheduling purposes only—actual times will be recorded by the tech on-site.
  • Optional: Leave date/time blank to send it to the Unassigned Jobs queue.

Additional Job Items

You can add the following:

  • Parts, Services, or Equipment – Pick from inventory or create new ones.
  • Customer Equipment – If available, select existing or add new.
  • Attachments – Add any files, links, or tools.
  • Forms – Choose pre-made forms and when they should appear.
  • Form Trigger – select when the form should pop up when the field employee does the job.
  • Purchase Orders – Create a PO for any parts needed.
  • Notes
    • For Field Employees – Instructions or info from office to tech that field employees will see once a job is dispatched.
    • Field Notes – After a job is dispatched, field employees will have access to a “Field Notes” section in the app where they can enter updates or information, visible to the office after sync.
    • Pinned/Site Notes – Saved per customer/location for easy reference.

Assigning Employees

Crew Management

  • Add: Check the box next to employee names. Groups auto-include all members.
  • Remove: Click the X icon or use Clear List to remove all.

Save or Dispatch

  • Save: Job is saved in the system. No notifications sent.
  • Dispatch: Job is sent to the tech’s mobile app with all details.

🛑 Error When Two Users Edit the Same Job

If two users open and edit the same job at the same time, IndusTrack helps prevent accidental overwrites.

Here’s what happens:

  • User A saves changes first.
  • User B tries to save their changes after—but since the job was already updated by User A, User B’s changes won’t be saved.

🚨 Error Message Shown to User B:

Error
Job could not be saved. You and another user were working on this at the same time. Another user finished before you did, so your work was not saved.

✅ What to Do:

To avoid losing work, refresh the job page to load the latest version before editing again.