Job lifecycle

A job is the work you do for a customer, from the moment it is won to the moment it is complete. This page follows a job through its life and links to the pages that cover each part in detail.

Seeing jobs needs Jobs: View, creating them Jobs: Create, changing them Jobs: Edit and deleting them Jobs: Delete.

Find your jobs#

Go to Jobs. The view buttons switch between Gantt, Resource, Calendar, List and Schedule. Scheduling views need Jobs: Edit and Scheduling: Edit. Without them you see List and Schedule only.

In List, search by job number, contact, reference or address, and filter by status. Each row shows the job's category, address and status, how many site checks are left or whether it is signed off, and how many compliance forms are outstanding.

Create a job#

There are three ways to create a job:

• From a quote: on the quote, open Actions and select Convert to job. The job takes the quote's number, contact, site, category, description, address and line items, and shares its files. The quote is marked accepted and its other versions declined. A quote can only be converted once; afterwards its menu shows View job.
• From a booking: open the booking, go to its Convert tab and select Convert to Job. Check the details and select Convert to Job again.
• Directly: select + at the top of the screen and then New Job, or Create Job on a contact. Fill in the Contact, Job Category, Employee and Status, add a description, line items and address, and select Save. Leave Job Number empty to get the next number.

However it is created, a new job starts as Not Scheduled and gets copies of what its job category is set up with:

• the site checklist (Settings → Site Checklists);
• the plan of phases and tasks (see Plan templates), or a single Work phase if the category has none;
• the compliance forms (see Compliance form templates).

These are copies, so changing a template later doesn't change jobs that already exist.

Plan and schedule it#

• Break the work into phases and tasks on the job's Plan tab. See Plan a job in phases and tasks.
• Put tasks on crews' days in the Schedule view, or schedule the job, a phase or the whole plan from the job.

When the job gets its first scheduled day it moves to Scheduled. If every day is removed again, it goes back to Not Scheduled.

Work it#

• Crews tick off tasks and site checks, fill in compliance forms, take photos and record time in the field app. See Plans and forms in the field app.
• The office can complete forms on the job's Compliance tab. See Compliance forms on a job.
• Record time on the Timesheets tab, or with Actions → Add Timesheet. Add costs with Actions → Add Job Cost. See Time tracking.
• Keep notes, calls and tasks on the job's Activity, and photos and documents in its Files. See Activities and files.

The job page#

The top of the job shows its number and status, with cards for the client, profit and loss, the schedule (days, hours planned and worked, next date) and the job's status and category.

The Actions menu also has Download Job Card, Print Job Card, Summary (costs and sales) and invoice actions.

Site checklist and sign-off#

The Site & sign-off tab shows the site checklist and the customer's sign-off. Checks are ticked by the crew in the field app, not in the office. With Jobs: Edit you can add or remove checks for this job and mark them required. The customer signs off in the field app, and the sign-off appears here.

Complete the job#

Open Actions and select Complete Job. If nothing is outstanding, confirm with Complete Job and the job moves to Completed.

If something is outstanding, the window is titled This job is not ready to close and lists it:

• required site checks not ticked;
• no customer sign-off, when your company requires one (Settings → Preferences);
• required close-out forms not completed, when compliance gates are on.

The crew can still finish these on site. If the job must be closed from the office, enter a reason and select Close anyway. The reason and what was outstanding are recorded on the job's activity feed.

To reopen a completed job, select Edit and change its Status.

Statuses#

Job statuses are the same for every company and can't be changed.

Delete a job#

With Jobs: Delete, open Actions and select Delete Job, then confirm. The job disappears from your jobs and can't be restored from the app. Its invoices are kept.

Troubleshooting#

I can only see List and Schedule#

The scheduling views need Jobs: Edit and Scheduling: Edit. Ask an administrator.

Convert to job isn't on the quote#

It needs Quotes: Edit, Jobs: Create and Jobs: View. If the quote has already been converted, the menu shows View job instead.

Complete Job says the job is not ready to close#

Something listed in the window is outstanding. Have the crew finish it, waive a form that doesn't apply, or close anyway with a reason.