Single Job Setup and Process for Waste Documentation

  • Updated

Setup Steps

This article will guide you through the administrative setup and operational process for using single jobs in waste collection and disposal within BigChange. By following these steps, you will be able to generate a single signed Consignment Note or Waste Transfer Note from a job that includes both a collection and a disposal stop.

Overview of steps/tasks required

  1. Contact BigChange Support - They will organise for the custom worksheets and templates to be added to your site.
  2. Setup Configuration Steps:
    1. Configure Contact Custom Fields
    2. Configure Job Type
    3. Set Up Waste Worksheets
    4. Add Data to the Contact Custom Fields
  3. Operational Steps:
    1. Create a single Job
    2. Add a 'Stop' to your job (this will be the disposal site)
    3. Schedule your job to a resource
    4. Complete The Jobs by Your Resources
    5. View the Documents

 


 

Step 1: Configuring Contact Custom Fields

Contact custom fields are required to store additional information needed for waste documentation. These fields are essential for compliance and accurate record-keeping.

We recommend creating Contact Groups for your waste collection contacts and a separate group for your disposal sites. This will allow custom fields to be applied to a certain group. This can be done by: navigating to Account settings > Settings > Contact & Notes > Contact custom fields > Add

 

Create Custom Fields for Contacts

Collection Contacts.

Based on your CRM configuration, select a Contact group from the drop down list, where you want to set up the custom fields for the collection site, and then select Add.

In the example below, we have a Contact group named 'Waste Customers'; however, this name can vary from custom to customer.

Add the following custom fields:

  • SIC Code: Used for classification and compliance.
  • Local Council: Optional field for recording local council information.
  • Premises Code: Required for cross-border waste transfer, such as from Wales to England.
  • Process giving rise to waste: (optional) This can be added as a custom field or as a worksheet question

Waste 6.png

 

Create Custom Fields for Disposal Sites

Disposal Contacts.

Based on your CRM configuration, select a Contact group from the drop down list, where you want to set up the custom fields for the disposal site, and then select Add.

In the example below, we have a Contact group named 'Disposal Sites'; however, this name can vary from custom to customer.

Add the following custom fields:

  • Disposal Permit: Record the permit number for the disposal site.

wast cf 2.png

 


 

Step 2: Configuring the Job Type

We now need to setup a job type to facilitate the scheduling of waste collection jobs. This will also allow us to assign the appropriate worksheets accordingly.

In this example, we have set up a job type and added appropriate positive and negative results (these will vary from business to business)

To setup a new job type:

  • Navigate to Account settings > Settings > Schedule > Job types > Add

Create the following job type:

  1. Collection (Single) for example but this can be any name and will work with your existing 'Job types'.

Waste single 1.png

Once the job type has been set up, we can associate the appropriate worksheets to it by selecting them from the 'Default worksheets' drop downlist, this ensures they will appear automatically on the device.

 

1. For the Collection (Single) job type

  • Select the Waste picker, Collection and Disposal worksheets.

Waste single 2.png

 


 

Step 3: Waste Worksheets

BigChange will add the various pre built 'Waste' worksheets to your site with the main ones being as follows. Please contact BigChange support if you require any help.

Main worksheets

  1. Collection
  2. Disposal
  3. Waste picker
  4. zCarriers Registration Details

For the worksheet titled 'zCarriers Registration Details,' please do not change the name in any way. It is essential that it remains prefixed with a 'z' to ensure it appears at the bottom of your worksheet list.

Below is an example of some of the worksheets including the 4 main worksheets.

Waste single 3.png

 

Collection Worksheet

The purpose of the collection worksheet is to obtain signatures from both the driver and the customer, which will then be displayed on the consignment notes.

  • Worksheet name: The name clearly identifies its purpose (e.g., "Collection").
  • Include Signature Fields:
    • Driver Signature
    • Customer Signature
  • Add Required Questions: Incorporate any additional questions that are necessary, such as risk assessments or specific waste details. (These will vary from business o business)

wast signatures.png

Disposal Worksheet

The disposal worksheet serves to document the quantity of items to be disposed of, note any rejections, and secure a signature from the disposal site. This information will subsequently be reflected on the consignment notes.

  • Worksheet name: A name that reflects its function (e.g., "Disposal").
  • Include Key Fields:
    • Quantity received (kg)
    • Waste management code
    • Disposal signature
  • Optional Fields: Add fields for weighbridge ticket number and a photo of the ticket if needed.

wast disposal.png

Carrier Registration Worksheet

The purpose of the 'zCarriers Registration Details' worksheet is a place to store your companies details which will then be displayed on any consignment/transfer notes.

  • Name of the Worksheet: "zCarrier Registration Details". (Do not rename this worksheet)
  • Included in this worksheet:
    • Carrier registration number
    • Waste carrier name
    • Waste carriers address
  • Should any of these details change you can edit them here.

Renaming this worksheet will prevent the data contained within it from being transferred to the waste documentation.

wast carriers details.png

Locking worksheets

We recommend that the administrator 'locks' this worksheet to prevent accidental deletion or changes. This can be done by selecting the worksheet and select the 'Lock' icon. Only the administrator who locked this worksheet can unlock it to change any details within it.

watse worksheet lock.png


 

Calculating the Disposal Weight:

Each 'Waste' worksheet includes a field labeled 'Assumed weight (kg).' The collected quantity is multiplied by this assumed weight to estimate the total weight of the collected items. When there are multiple waste worksheets, these calculations are aggregated across the job.The total assumed weight is then compared to the actual 'Disposed' weight. If adjustments are necessary, they are made on a per-row basis. It is assumed that the disposal site has an accurate weighbridge, whereas the initial collection weights may not be as precise.

 


 

Step 4 - Add Data to the Contact Custom Fields

Now that we have created the custom fields for contacts, we need to populate them with data.

  • Navigate to CRM > Contacts.
  • Locate existing contacts or create each one in turn and enter the necessary data for the waste documentation.
  • Under the details tab, you will find the custom fields necessary for the documentation.

Waste cf collections.png

Premises Code is required for cross-border waste transfer, such as from Wales to England.

Another important point to note is the field for 'Process giving rise to waste.' This information can either be derived from the contact custom field if it remains consistent, or your resource can add it directly onto a worksheet from their device.

 

Next, we need to complete the custom fields for the disposal sites.

  • Locate existing contacts or create each one in turn for disposal sites and enter the necessary data for the waste documentation.

Disposal cf enyry.png

  • Repeat this process for all disposal sites in your CRM.

 


 

Using a single job for Waste Collection and Disposal

With all the administrative settings now configured, we can move forward to create our single job for collection and disposal, and then allocate it to the appropriate resources.

When creating a single job, it is essential to add a stop for the disposal drop-off. This step ensures that all necessary documentation is signed by all parties involved: the driver, the collection site, and the disposal site.

Create a single job

  • Navigate to Schedule > New job.

Populate all necessary fields on the details tab:

  1. Contact: This will be the collection site
  2. Select the Single Job radio button
  3. Job type: This will be Collection (Single)

Waste single 4.png

Now to include a disposal stop

To add a disposal stop to the job:

  1. Select the 3 line (burger) menu to the right of Job Site
  2. Add a stop

Waste single 5.png

This will open a new popup window. In the location field, you can begin typing the first three characters of the disposal site name and then choose it from the list that appears.

  • Select "Save" to add the stop to your job.

 

waste add stop 1.png

You will now see two locations listed under job sites:

  1. Collection Site
  2. Disposal Site

 

waste add stop 2.png

You can now allocate the single job to your resources.

Waste single 6.png

 


 

Generating Waste Documentation (Templates)

After setting up the jobs and worksheets, and once your resources have completed the tasks on their devices, you can generate waste documentation. This documentation will include all the necessary information to ensure compliance.

BigChange provides templates for group jobs, which include:

  • Waste Transfer Note (Single) v2
  • Waste Consignment Note (Single) v2

Example: Waste Transfer Note (Single) v2

Example: Waste Consignment Note (Single) v2

Waste 3a.png Waste 2b.png

Steps to Generate Waste Documentation:

To generate the paperwork:

  1. Navigate to Schedule.
  2. Find the single job.
  3. Select Job Card.

Single 1.png

Once the job card has opened, you will see a 'Job Card' drop-down list under the DISPLAY section. If you scroll to the bottom of this list, you will find the two documents for group jobs.

  1. Waste Consignment Note (Single v2)
  2. Waste Transfer Note (Single v2)

waste new 2.png

If you select 'Waste Transfer Note (Single v2)' from the job cards drop-down list, your page will update to display to the transfer notes.

Waste new 1.png

From this screen, as with all job cards within BigChange, you can perform the following actions using the relevant icons:

  • Email: Opens the email editor with the PDF attached.
  • Attach to Job: Attaches a PDF document to the attachments tab on the job.
  • Word: Downloads the document as a Word file.
  • PDF: Downloads the document as a PDF file.

 


 

Waste Return Reports

At BigChange, we offer two Waste Return Reports accessible from the Analytics and Reporting section. These reports are tailored to fulfill the legal requirements for quarterly returns of non-hazardous and hazardous waste, as mandated by the Environment Agency. They are specifically designed to comply with the agency's standards.

  1. Navigate to Analytics & Reporting in the top menu.
  2. Select the Hazardous waste: consignee returns report.
  3. Select the National operators waste return report (non hazardous).

waste 1.jpg

 


 

FAQs

1. What is the purpose of this guide?

  • It helps you set up and use single jobs for waste collection and disposal in BigChange, allowing you to generate signed Consignment or Waste Transfer Notes.

2. What are the main steps involved?

  • Contact BigChange Support.
  • Configure Contact Custom Fields.
  • Set up Job Types.
  • Set up Waste Worksheets.
  • Add Data to Contact Custom Fields.
  • Create and schedule a single job.
  • Complete the job.
  • View the generated documents.

3. How do I configure Contact Custom Fields?

  • Go to Account Settings > Settings > Contact & Notes > Contact custom fields > Add. Create fields for collection contacts (e.g., SIC Code, Local Council) and disposal sites (e.g., Disposal Permit).

4. How do I set up a new Job Type?

  • Go to Account Settings > Settings > Schedule > Job types > Add. Create a job type (e.g., Collection (Single)) and link it to the necessary worksheets like Waste picker, Collection, and Disposal.

5. What worksheets do I need?

  • Collection
  • Disposal
  • Waste picker
  • zCarriers Registration Details

6. How do I add data to Contact Custom Fields?

  • Go to CRM > Contacts. Find or create contacts and fill in the required fields.

7. How do I create a single job for waste collection and disposal?

  • Go to Schedule > New job. Fill in the details, select the collection site, and add a disposal stop.

8. How do resources complete the job on the BigChange app?

  • Select the job, start driving, and start work. Fill in the worksheets, get signatures, and complete the job at both the collection and disposal sites.

9. How do I generate waste documentation after job completion?

  • Go to Schedule, find the job, and select Job Card. Choose the document type (e.g., Waste Transfer Note (Single) v2) and then email, attach, or download it.

10. What if I need help with the worksheets?

  • Contact BigChange Support for assistance.

 

Troubleshooting

Coming soon

 

 

 

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