Appearance
Jobs
A job is one booked visit. You open it from the Schedule, from Today, from a customer or site sheet, or by its own address (/jobs/<id>).
Statuses
The status moves forward as the work happens. The console only offers the moves that make sense.
| Status | Meaning | Who moves it |
|---|---|---|
| Draft | Saved, but missing a date or technician | Office |
| Scheduled | Has a date and a technician | Automatic, once both are set |
| Dispatched | Sent to the technician | Office: Dispatch job |
| On the way | Technician has left for the job | Field app |
| On site | Technician has arrived | Field app |
| Working | Work has started | Field app |
| Needs review | Technician finished; waiting for the office | Field app |
| Completed | Office approved it | Office: Approve completion |
| Not completed | Technician couldn't do the work | Field app |
| Follow-up | Needs another visit or action | Office, or the field |
| Cancelled | Called off | Office |
A job can't skip backwards. Completed and cancelled jobs are closed. A job in Follow-up can be scheduled again, which puts it back to Scheduled, or cancelled. Not completed can go to Follow-up or be cancelled.
What goes out to the customer
- When a job becomes Scheduled, a booking confirmation goes out if that message is switched on.
- When the technician taps on the way, the customer gets an "on the way" text with a tracking link.
- A day-before service reminder goes out for scheduled and dispatched jobs, if that rule is on.
- When the office approves a job, its report is issued and sent, depending on your report delivery setting. See Compliance reports.
Each message goes once per booking. The Messages sent list on the job shows what went to whom and whether it was delivered. See Messages.
The job sheet
Open any job to see its sheet.
| Block | What it holds |
|---|---|
| Header | Job number, type, status, and "Recurring" or a priority flag when they apply |
| When and where | Date, time and minutes, site with "Open in maps", system, vehicle, and a tick when the customer confirmed by text |
| Customer | Call buttons for their mobile and phone |
| Crew | The lead technician, then anyone else on the job |
| Instructions | What the technician was asked to do, with Access and Hazards called out |
| Office follow-up | Office only. Notes here never reach the technician |
| On site | The checklist, plus a count of photos and documents from the field |
| Reports | Reports made from the job, with "Create report" when a finished form has none |
| Defects | Faults logged on the job, with "Log defect" |
| Quotes | Quotes for this customer and site |
| Costs | Labour, vehicle, disposal and materials. See Time and costing |
| Messages sent | The delivery log for this job |
| History | Every status change with who made it and when |
The footer has Edit, and then whichever of these applies: Dispatch job (Scheduled jobs), Approve completion and Needs follow-up (jobs in Needs review), Cancel job, and Delete. Print gives a paper copy.
Crew
The technician on the board is the lead. Anyone else on the job is listed as crew. Travel and on-site time is recorded for every crew member from the job's status changes, so the whole crew's hours are right without anyone clocking each job by hand.
Checklists
Each job type uses a service form (set up under Admin > Service forms). The technician works through its questions in the field app, including required photos. The office sees the tasks and a count of photos and documents on the job sheet. Answers are kept with the completed form, and a finished form becomes a numbered report on its own.
Review
When the technician finishes, the job moves to Needs review and appears on Today and under Needs review in the schedule lists.
- Open the job and check the checklist, photos, defects and costs.
- Choose "Approve completion" to close it. This issues the report and makes the job ready to bill.
- Choose "Needs follow-up" if more work is needed. The job goes to Follow-up.
Completed jobs waiting for an invoice appear under Invoices > To bill.
Failed jobs and follow-ups
If the technician can't do the job (no access, wrong address, tank unreachable), they mark it Not completed. The job sheet's History shows the change and any reason entered with it.
For anything the office has to chase, use the Office follow-up block:
- Choose "Add follow-up".
- Fill in "Waiting on" (for example, the owner to unlock the gate), "Follow up by" and who's responsible.
- Add office notes if needed and Save.
Choose "Clear the follow-up" when it's resolved. Follow-ups only show to the office.
To visit again, use "Book another visit" on the job. See Schedule.
Cancel and delete
"Cancel job" asks why. The reason goes in the history. A cancelled or draft job can then be deleted, and recovered later from Admin > Deleted items.
Defects
Faults found on site (a cracked lid, a failed pump) are logged against a job, site or system, by the technician in the field or by the office with "Log defect". Each has a title, a severity (Low, Medium, High) and an optional due date.
The Defects page lists them with figures for Open, High severity and Resolved. Open a defect to change it, "Message customer", or "Book repair", which starts a repair booking linked to the defect. Resolved defects can be reopened. A defect appears on the job's service report.