Jobs are the work you do for clients, booked at one of their sites. Once your jobs are in, every visit appears on the schedule and on your staff's phones.
It's worth setting up your work types first, so every job you add can use them.
Work types
Work types are the tasks your jobs are made up of, such as mowing or hedge cutting. With Pick work types when adding a job on, they appear as Works to be carried out on every job, and staff tick them off as they go.
Tick Spraying on any work type that involves spraying, and staff are asked to record what they sprayed. Removing a work type doesn't take it off jobs that already have it.
The three kinds of job
- Recurring job: regular work, such as a weekly garden visit. You set the pattern once and every visit is added for you.
- One-off job: a single visit, such as a garden clearance, on one date.
- Service reminder: occasional work, such as a hedge cut every six months. It isn't booked, it tells you when it's time to book it.
How recurring jobs make visits
Choose a Frequency (Every weekday, Daily, Weekly, Fortnightly, Every 4 weeks or Monthly) and a Day. Visits are added up to the Finish recurring on date, or a year ahead if there isn't one. Visits aren't added in closure weeks.
One recurring job can cover several of a client's sites in one visit. You can move or change a single visit without changing the rest.
The Start time starts as Any time, for visits that can happen whenever suits that day. Add a time and Duration if it's fixed.
Staff and supervisors
Choose who's doing the work under Assign to. If you pick a supervisor, the first one becomes the main person on the job and sets its colour. Otherwise it's the first person you pick. Jobs with nobody on them show in Needs attention.
Seasonal work and your working year
For work that changes through the year, such as grass cutting from March to October, plan a recurring job by weeks and pick exactly which weeks it runs. A schedule template saves a pattern of weeks you can reuse on other jobs, and appears in the Frequency list.
The weeks come from Week management, where you set when week 1 starts, label weeks and seasons, and add closures such as Christmas.
Service reminders
A reminder has a Due date and can repeat Weekly, Monthly, Quarterly, Every 6 months or Annually. Tagged staff are told a month and a week before it's due, and get a to-do a week before.
Reminders due in the next 30 days show in Needs attention on Jobs. Book one from its ⋯ menu, then tick it off. A repeating reminder then moves to its next date.
Job numbers and completion
Every job gets a number, such as GRD0042. The letters start from your business name and you can change them under Job numbers start with.
Mark jobs complete decides how jobs finish. By staff means staff start and finish each job. Automatically marks jobs complete once their time has passed, and staff only flag the ones that didn't happen. A switch to Automatically only applies to jobs from then on.
Changing or ending a recurring job
Edits to a recurring job update its future visits. Visits that are done, started or changed by hand stay as they are.
Deactivate stops new visits and removes future untouched ones, and Reactivate brings them back. Delete recurring job removes it, keeping visits already done or edited as one-off jobs.
Key workflows
Set up your work types
Settings › App customisation › Jobs
- Turn on Pick work types when adding a job.
- Add a work type and remove any you don't need.
- Tick Spraying on any that involve spraying.
Add a recurring job
Jobs › Add job › Recurring job
- Choose the Client and Sites, then who to Assign to.
- Set the Start date, Finish recurring on, Frequency and Day.
- Set the Start time and Duration, and pick the works.
- Select Create recurring job, or Create and plan by weeks for seasonal work.
Add a service reminder
Jobs › Add job › Service reminder
- Add the Reminder and choose the Client.
- Set the Due date and how often to Repeat.
- Tag any Staff, then select Create reminder.
Add closures
Settings › App customisation › Week management
- Under Closures, add a start and end date and a label.
- Select Save week management.
Questions
What happens to past visits if I end a recurring job?
They stay. Setting a Finish recurring on date or deactivating only removes future visits nobody has touched.
If I edit a recurring job, will it undo changes I made to single visits?
No. Visits you've moved or changed by hand keep your changes. Only untouched future visits pick up the edit.
When does an Any time job complete automatically?
With Automatically chosen, you pick the hour under Jobs without a set time complete at, from 20:00 to 23:00.
Does editing a schedule template change jobs already using it?
No. To use the new weeks, open the recurring job, choose the template again in Frequency and save.