Scheduling a Job Workflow
đź—‚ Add a Job to the Schedule
To add an Unassigned Job (you don’t know who will do it yet):
- Go to the Schedule module.
- Click Actions > Add Unassigned Job.
- Fill in the job info now, and assign someone later.
Use this option if you’re not yet sure who will perform the job. You can assign a crew member later.
To add an Assigned Job (you already know who will do the job):
- In the schedule grid, double-click under the name of the employee.
- The Add New Job window will open.
đź“‹ Fill Out Job Details
- Search for the Customer. If they have multiple locations, pick the correct one under Service Location.
- Job Description – Explain the work to be done.
- Set the Start/End date and time and estimated duration.
- This is just an estimate. Actual time will be based on what your tech records on-site.
- Job Recurrence – If this is a repeating job, you have two options:
- Enable Multiday – Set the start time, end time, and total duration for jobs that span multiple days.
- Enable Recurrence by Pattern – Choose how often the job repeats:
- Daily
- Weekly
- Monthly
- Yearly
- Every Weekday (Mon–Fri)
Attachments & Forms
- (Optional) Add Parts/Services/Equipment if inventory is set up. Techs can also add parts later.
- Attachments – Choose from the dropdown.
- URLs
- Attachments – These are files that have been saved to the customer’s profile. You can also reuse any existing files from their profile when adding attachments to a job.
- File – Upload files from your computer/folder.
- Tools – Add the tools that field employees will need to use for the job.
- Forms – Assign forms that the field employee must complete. Set triggers to make forms appear automatically.
- Purchase Orders – If needed, create a PO and link it to the job.
- Notes – You can add different types:
- Office Notes: Visible to the field employee (e.g., service instructions).
- Field Notes: Techs add these to update the office.
- Site Notes: Saved info about the property (e.g., gate codes, special access).
đź‘· Assigning Crew
- Go to the Employee(s) tab.
- Assign one or more crew members individually, or select an entire group.
- Click Save to just save, or Dispatch to send the job to the tech’s mobile app.
After Dispatch: What the Tech Sees
📲 Tech Receives the Job
- Tech gets a mobile app notification when:
- A new job is assigned
- Any updates are made to the job
🔍 Job Details Page
You’ll see all key info: Customer, location, description, contact details, and crew.
Tap on the Job to open it.
đź“ť Job Notes
Tap the Notes icon to view/add:
- Site Notes (general property notes)
- Office Notes (read-only from the office)
- Field Notes (editable by techs)
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.
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.
đź“· Images
- Tap Add Image to take or upload pictures.
- Use View/Edit Images to manage uploaded files.
- Icons:
- 📸 = Capture or select from gallery
- ⬇️ = Download images from the office
- Tap an image to edit or delete
Crew members – you will be able to 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.
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.
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 part, non-inventory parts, services, and equipment that is attached to this job.
Items
Plus Icon – For instance, the office user forgot to attach certain items to the job. Field employees will also be able to add inventory items 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 is 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 it. Submiting the form will save the form and sumbit it to the office side and office users will be able to see it. Mailing the form will ask you input and 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.
Assign Tools
Tools – Click on Tools to view tools attached to the job, you will be able to check in and check out the tools here.
Purchase Orders
Click on Purchase Orders to view all attached purchase orders to the job.
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 SKU 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 – by selecting complete my work, this will only complete your time entries for this job. The other field employee assign 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.
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