Dispatched Jobs
The IndusTrack Mobile Application for Scheduling Jobs for Field Employees.
How to access Jobs
To Access the Mobile Jobs section, click the three horizontal bars on the upper left and select Job.
Start your Shift
Inside the Jobs page, you will see Four tabs namely Day, Week, Month, and Custom which will show you the list of Jobs on the currently selected tab.
Tap the Start Shift button to clock in and select a Job listed below.
Job Details
After selecting the job, it will take you to the job details page. All the basic information about the job will be provided such as Customer Name, Customer History, Contact info, Job location, Job Description, etc.
Customer History – Tap here to see all the past jobs, estimates invoices, etc associated with the customer.
Tap on the Service Location to open Google Maps with the address automatically populated.
History
When tapping history, you will see all the past jobs, estimates invoices, etc associated with the customer for the past 30 days. Office users can set how far back historical data can still be downloaded into the mobile app.
To get the most up-to-date list of estimates, invoices, service records, etc, click the Get History button to download this information from the server.
If the customer has multiple service locations, tap on location, all service locations will be seen under the location column.
Job Notes
There are three types of Notes, Office notes, Field notes, and Site Notes.
Field notes will show up here once the field employee added their notes.
Click on the Notes Icon to view Office notes, Site notes, and to edit/add Field notes.
View/Edit Job Notes
After clicking on the Note Icon, you will see three tabs at the bottom.
Office Notes are available if the office user who dispatches the job has an important note for the field employee. The office note cannot be edited but can be copied by tapping copy.
View/Edit Job Notes
Field Notes is where the field employee can add notes when in the field, office users will be able to see the field note.
Field users can edit their notes anytime. Field notes will also show on the Job detail page.
The red warning will let you know that your notes are not automatically saved. Click on the warning message or tap the checkmark to save your notes.
View/Edit Job Notes
Site Notes – These are the notes that are pinned to this specific customer and service location.
Click on the Check Icon to save and to go back on the Job Detail Page.
Job Details
Add New Image- Attach images you took at the job. View/Edit Images- This will show you all the images that have been added to the job, you will be able to edit/delete them from here as well.
Crew members – you can see all the crew members assigned to this job.
Add New Image
Add New Image- When tapping the Add New Image Icon, you can choose whether you want to capture images directly from your phone camera or your gallery.
Note: When techs are attaching a lot of big-size images or more than 20 images to jobs, tasks, and equipment. The Mobile App might work slowly.
View/Edit Image
View/Edit Images- When tapping the View/Edit Image option, this will show you all the images that have been added to the job, you will be able to edit/delete them from here as well.
Camera Icon – This will allow you to add more images from this page.
Download Icon – When tapping the download icon, it will download the images attached by the office user from the office side to the mobile app.
Tap on any image if you wish to Fully View, Edit, or Delete it.
Note: When adding more than 29 images, the image view will change from preview to list view.
Start Travel
When you are ready to travel on the job, tap on the Start Travel button. If you tap the Address on the job details, Google Maps will open up and route you to the destination.
End Travel
Once you have arrived, you need to tap the End Travel.
Start the Job
Inside the Details Tab hit the Start Job button when you are to start the job.
Once you are on the job, beside the Job # the Job Status will change accordingly.
Once you start the Job, notice that the Break Button pops up.
The Job status changed to Started highlighted in green.
If you need to take a break just tap on the break button and the Job Status will be changed to Paused highlighted in yellow.
Items
In the Items Tab, if the office user attached items or inventory parts to the job you will be able to see here all inventory items such as inventory parts, non-inventory parts, services, and equipment that are attached to this job.
Items Page
You will see here the list of items that are added to the job, you can also edit the qty or remove the item by disabling the toggle.
Plus Icon – For instance, the office user forgot to attach certain items to the job. Field employees will be able to add more inventory items here.
Add More Items to the Job
After tapping the Plus Icon, you will see all items from your inventory list such as inventory items, non-inventory items, and services.
- Select which warehouse you want to get the item from.
- Search or select the items by tapping on the toggle on the right side of that item. The QTY or the quantity of the item can also be changed.
- If the Item is new and it’s not on the list, tap on the plus icon to create a new item.
- If that item has a barcode, SCAN it by tapping Scan at the top right of the screen.
- Once you have selected the items that you need, tap the arrow button at the top right of the screen.
The selected item/s will be added to the job item list.
Dollar Icon – You can also add or view Purchase Orders that are assigned to the job from here.
Existing Customer Equipment
In the Equipment tab, you will be able to see here all of the customer’s existing equipment and all of its service history.
Existing Customer Equipment
Search Bar – field employees can search for a piece of customers existing equipment and assign it to the job.
Scan Existing – field employees can scan a code of equipment and it will be automatically added to the job.
Toggle Icon- assign equipment to the job by toggling on the toggle icon. If it is already toggled on that means the equipment is already assigned to the job.
Mobile Forms
A list of pre-configured Forms that are assigned to his job will be listed here.
Field employees or customers can fill out this form.
Forms List
All forms that are assigned to this job will be listed here.
Plus Icon– A list of pre-configured Forms that can be assigned to the job will be listed. You can pick and fill out the form and it will be assigned to the job as well.
When the form is assigned to the job you can open it up, fill it out and you will have the option to SAVE, SUBMIT, or MAIL.
Saving the form will only save all the info that you fill in. If the form is saved you can always go back and edit it.
Submitting the form will save the form and submit it to the office side and office users will be able to see it. Note that once you submit the form you can no longer edit it.
Mailing the form will ask you to input an email address and it will be sent out to the email you input.
More Option
This will give you the option to View Tasks, Assign Tools, or View Purchase Orders associated with the Job.
Tasks
When the jobs that are dispatched have a lot of tasks to do, you can also add tasks to the job to make your work easier.
Note that you cannot mark the job as done/completed if the tasks associated are not marked as complete or incomplete.
Assign Tools
Tools – Click on Tools to view tools assigned to the job, you will be able to add or check in tools here.
Purchase Orders
Click on Purchase Orders to view all attached purchase orders to the job. You can also add new purchase orders, receive them, or add the received item from the job from here.
Purchase Orders
From the Purchase Orders list, you will see the attached purchase order for the job including the Purchase Order Number, PO amount, Vendor, and the PO Status. Note that if there are changes in the PO like receiving the items, or adding the received items to the job, the PO status will change accordingly.
If you need to purchase more items from another vendor, tap on the Plus Icon to create a new purchase order.
When tapping on the existing purchase order, you will see the Purchase Order details page.
Purchase Orders Details
From the Purchase Order detail page, it will allow you to edit/change the Vendor detail, add a memo for the vendor, or edit the Purchase Order amount.
view/add more items to the PO, receive items or add received items to the Job.
Purchase Orders Items
Items page – You will see all the items added to the Purchase Order.
If you need to add more items to the PO, tap the Plus Icon.
Purchase Orders Items
If using an IOS device, swipe left on the item for more options. If using an Android tap-hold the item.
Receive item – This will mark the individual item received.
Add to job– This will add the item to the jobs item list.
Delete – This will delete the item from the PO.
Tap on the Receive Items Tab to receive all items via scanning the item QR/BarCodes or manually adding the item codes.
Receive Items Page
QR or Barcode scanner will pop up, this will allow you to scan SKU items, or add the item codes manually to receive the PO item.
Finish the Job
Once all is settled and you are ready to complete the job, tap on Done and a prompt will appear if you want to complete the job, put it on hold, Create a Reminder Task, or Convert the Job to Invoice.
Complete – will mark the job as finished and stop clocking your time for that specific job.
Create Reminder Task – This will allow techs to update the office staff to view the follow-up task needed for the job.
Hold – this will put the status of the job on hold for a reason.
Convert to Invoice – Will mark the job completed and convert the job into an invoice.
Create Reminder Task
If you decide to create a reminder task, give the task subject and description.
Assign the task to an office user and add a due date so that once you create it, it will notify the office user you’ve selected. The notification will show in the Reminders and Notification Bell under the Task Tab.
Job ON HOLD
Once you have decided to put the job on hold, you will be given an option for the reason why it was put on hold.
Pick a reason and tap Select.
After you put the job on hold, the Status of the Job will change to HOLD.
How to Complete a Job if it is assigned to multiple Field Employees
If you are one of the field techs assigned to the job, to complete the job for yourself only after you click on the Done button an additional option Complete My Work in the prompt will be added.
Complete My Work – Selecting Complete My Work will only complete your time entries for this job. The other field employee assigned to this job will still be able to work on this job and complete it on his own.
Getting a Signature after Job is Completed
If you are using an IOS device, swipe right on the Completed Job to get a signature.
If using an Andriod device, click and hold the Job and click on Sign.
After clicking on Sign, a signature pad will pop up. Put your signature or have the customer sign it and click save.
End your Shift
After a hard day’s work hit the End Shift button. Data will be automatically sent and synced to the office as long as you have a network connection or Wi-Fi.
