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Managing Jobs

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Accessing Jobs

1. Click Operations in the sidebar
2. Click Jobs in the sub-menu
3. Or go directly to /jobs

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The Jobs List

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List View

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Filtering Jobs

• Status: Draft, Scheduled, In Progress, Completed, etc.
• Type: Maintenance, Repair, Inspection, etc.
• Assigned To: Filter by technician
• Date Range: Filter by scheduled date

• Search by job number, title, or customer name
• Use #123 to search by job number directly

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Sorting Jobs

• Click once for ascending
• Click again for descending
• Default: Most recently updated first

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Viewing Job Details

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Job Information Tab

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Related Information

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Job Actions

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Available Actions

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Updating Job Status

1. Click the Status dropdown or Update Status button
2. Select the new status
3. Add an optional note explaining the change
4. Click Update

Draft → Scheduled → In Progress → Completed → Invoiced
                         ↓
                      On Hold
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                      (back to In Progress)

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Assigning Technicians

1. Open the job detail
2. Click Assign or find the Assigned To field
3. Select technician(s) from the dropdown
4. Click Save

• Select multiple technicians for large jobs
• Primary technician is listed first
• All assigned staff see the job in their schedule

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Job Progress

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Adding Progress Notes

1. Open the job
2. Go to Progress tab
3. Click Add Update
4. Select update type:
   • Work Note: General update
   • Parts Used: Record materials
   • Issue Found: Document problems
   • Customer Request: Record requests
5. Enter details
6. Click Save

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Attaching Files

1. Open the job
2. Go to Attachments tab
3. Click Upload or drag files
4. Add optional descriptions
5. Files are saved automatically

• Take before/after photos
• Document fault conditions
• Capture serial numbers
• Include customer signatures

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Time Tracking on Jobs

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Logging Time

1. Open the job
2. Go to Time tab
3. Click Log Time
4. Enter:
   • Start time
   • End time (or duration)
   • Work description
5. Click Save

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Using the Timer

1. From the job detail, click Start Timer
2. Work on the job
3. Click Stop Timer when done
4. Review and save the time entry

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Viewing Time Summary

• Total hours logged
• Hours by technician
• Daily breakdown
• Billable vs non-billable

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Working with Job Assets

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Linking Assets

1. Open the job
2. Go to Assets tab
3. Click Link Asset
4. Search and select the asset
5. The asset is now linked

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Asset Actions from Jobs

• View asset details
• Report faults
• Update maintenance records
• View compliance status

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Job Templates

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Using Templates

1. Click Create Job
2. Select From Template
3. Choose a template
4. Customize as needed
5. Save the new job

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Creating Templates

1. Open an existing job
2. Click Actions → Save as Template
3. Name the template
4. Choose what to include
5. Save

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Bulk Operations

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Selecting Multiple Jobs

1. Use checkboxes to select jobs
2. Or use Select All (current page)
3. The bulk action bar appears

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Available Bulk Actions

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Job Reports

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Generating Reports

1. Go to Jobs list
2. Apply desired filters
3. Click Export
4. Choose format (CSV, PDF)
5. Download report

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Report Contents

• Job details
• Customer information
• Status history
• Time logged
• Assignment history

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Integration with Other Features

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Quotes → Jobs

1. Open approved quote
2. Click Convert to Job
3. Job is created with quote details

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Jobs → Invoices

1. Complete the job
2. Click Create Invoice
3. Review and customize
4. Send to customer

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Jobs → Faults

1. From job, report a fault
2. Fault is automatically linked
3. Track fault resolution separately

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Tips and Best Practices

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For Technicians

• ✅ Update job status when arriving on site
• ✅ Add progress notes throughout the job
• ✅ Take photos before and after work
• ✅ Log time accurately
• ✅ Report any faults found

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For Office Staff

• ✅ Enter complete job details
• ✅ Verify customer and location
• ✅ Set realistic schedules
• ✅ Monitor job progress
• ✅ Follow up on overdue jobs

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For Managers

• ✅ Review job completion rates
• ✅ Monitor time logged vs quoted
• ✅ Check for scheduling conflicts
• ✅ Follow up on jobs on hold

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Troubleshooting

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Can’t Find a Job

1. Clear all filters
2. Search by job number
3. Check you’re on the correct team
4. Verify job wasn’t deleted

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Status Won’t Update

1. Check required fields are completed
2. Verify you have permission
3. Some statuses have prerequisites (e.g., can’t invoice without completing)

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Time Not Showing

1. Check time entries are linked to this job
2. Verify time was approved (if approval required)
3. Check date range filters