Creating a Job

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Overview of Job Creation

There are a number of ways to create a job on JobWatch

  1. By clicking on one of the Jobs icons in Schedule1.png
  2. Double-clicking on a Resource in the Schedule tab - which automatically fills in Resource information
  3. Double-clicking on a Resource in the Schedule tab at a specific Date and Time on the timeline - which automatically fills the time, date and resource information
  4. Clicking on the customer on the CRM and selecting 'new job', followed by your choice of method - which automatically fills in customer details
  5. Creating jobs against Equipment in the Stock & Equipment tab
  6. Creating a job in Maps by navigating: Map → Search box → Contact → Contact name/Address → New Job/Quick Job
  7. The search Anything Box (top right of the screen). To add a job here, type in the contact name, press return and click on New Job or New group job - either will pre-populate the contact information

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Creating a Job in the Schedule Tab

A. New Job

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Clicking on the ‘New Job’ icon will open a new popup window:

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1. Any stock or equipment to be associated with this job can be added here.

2. Any constraints that have been set against the job i.e. is a skill or time frame required for the job to be done

3. Any worksheets linked to the job will appear here

4. This is the overview of the job ie customer details, what the job will be, the Resource and the schedule

5. Any attachments (specific instructions or manuals) can be added here

6. All financial documents for the job will appear here

7. Name of the customer/site where the job will take place (Address will auto fill from the CRM) by selecting the + sign at the end, the office can create a customer if they don’t exist on the system

8. The location where the job will take place

9. The primary Person at the site where the job is taking place

10. The name of the primary Person at the Head Office/Parent (if the customer has one)

11. Is it a Single job or a Multiple job? Choose either a single job or multiple jobs scheduled under one job reference i.e. multiple jobs performed on the same asset for the same customer.  If you choose the multiple jobs option, the tab options will change and you will now have a ‘Jobs’ tab – use this to add multiple jobs under the one reference.

12. The name of the Job Contractor if one is being used

13. Contractor Job Type – please note that this is a conditional field which only appears if there is a Job Contractor being used (13 above)

14. Job reference

15. Order number (this can be mandatory depending on Job Type Settings)

16. What type of job is being done

17. Choose which ‘WorkSheet’(s) you want to attach to the job. Note that once you have selected a job type, any worksheets associated with that job will automatically be selected.  You can choose to add more.  Worksheets selected for the job will now appear in the ‘WorkSheets’ tab.  Worksheets can be set-up to be completed at a specific time (for example before a job can start, before it can be scheduled or once the job is complete) and/or by specific users (for example, by the back-office or by the resource doing the job).

18. What is the Job Category

19. Contract number if applicable.

20. Date the job will take place (not mandatory to create the job)

21. Time the job will take place (if a date has been selected, the time must be populated)

22. Job duration will automatically populate the settings from the job set up but can be manually amended

23. Who is going to do the job.  Once the Resource is set, an additional field will open allowing you to select assistants if you wish:

 

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The job will appear on an assistant’s schedule in a ‘faded’ form

24. Which vehicle is the resource driving

25. Details for the job

26. An alert can be sent to the selected person at the contact when your resource is a set distance away from the location (i.e. on his/her way to the job). The distance can be changed manually. This feature can be enabled/disabled on a job by job basis.

    • Message: Edit the message you wish to send in the ‘Message’ box. The time shown in the blue box is the variable that will show the time of arrival when the alert is sent.
    • Send to: Choose to send the ETA alert either by text message or email; this will auto-populate if the information is already within the CRM. You can add multiple email addresses or mobile numbers in the Send to box. Note that mobile numbers must be entered with their international dialling code, e.g. +447XXXXXXXXX. Note that using text message costs 5p/text.

If the job is Saved but a date or Resource has not been selected, the job will appear on the side menu

under ‘Unscheduled Jobs’.

1. Job Scheduling (including Group Jobs or Job Groups).PNG

If a job category (18) has been selected, then the job will appear under that category but will otherwise default to ‘Uncategorised’. Once a decision has been made on the date/time of the job, it can be dragged across to the appropriate Resource and will then appear in the timeline.

 

B. Quick Job

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As the name suggests, the fastest method of creating a job is through the ‘Quick Job’ option.  This is perfect when you are in a hurry and want to schedule a job with a minimum of detail:

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  1. Where will the job be taking place
  2. What type of job is it – choose a job type from the dropdown menu
  3. When does the job need to be done (either ASAP or the date and time can be selected)
  4. Who will do the job
  5. If unsure of who can do the job, the Scheduling Assistant will show availability as above
  6. Notes for the job
  7. Multiple quick jobs can be raised and grouped (ideal if doing multiple tasks for a job)

 

C. New Group Job

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Adding jobs using this icon is a way of informing the JobWatch system that the individual jobs created within it should be regarded as a group. Since the jobs are individually raised and priced, it is easy to add, alter or delete them as required, without affecting the integrity of the overall grouping.

Whereas with the Job Group Template you might create a template job cluster which is typical for the kind of work that your business handles, here jobs are added individually, allowing you to tailor them for a specific customer. 

You can also make use of the Linked Job feature with or without recurrence and recurrence patterns, making it perfect for repeat jobs for a customer. Clicking on the icon will open the form below:

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As soon as you begin to type in the contact information, the form will begin to self-populate with the additional information, drawn from your CRM.

Continue to fill in the form as usual but when you get to the field, Jobs in group are linked, new options will appear if you check the box.

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Add a date, time and resource.  The resource that you select will be the same for all jobs within the group, as that is a feature of Linked Jobs.

By default no recurrence is set but by clicking Edit a new popup will open, Recurrence of job group.  Here you can choose the number and date of recurrences and usefully tie it in with agreed Contract timings.  You can also set decisions around Linked job group settings.  An example is shown below:

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A completed example would look like this:

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For a more detailed explanation of how this works, please read the dedicated Linked Jobs article.

Next, move onto the Jobs tab and begin to add jobs, either manually, through +Add a job button or import them via +Import job:

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Between each job added you will receive a reminder of the effect on the group, meaning that if jobs are added to the group at a later date, or are amended, the user will know that they are part of a linked group:

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Once you have add a new job to a linked group, you will notice that the resource populates with the name of the person/vehicle carrying out all jobs within this group and that a symbol will appear on the right hand side, indicating that it is part of a linked group:

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To learn more about Group Jobs, please read the dedicated Group Jobs article.