How jobs work

A job is one piece of work, for one client, at one site, on a date, done by someone. It is the unit the whole system is built around: the thing a fieldworker is sent to do, and the thing everything else attaches to — the equipment serviced, the parts used, the photos taken, the invoice raised.

Everything a job needs is decided when it is created: what the work is, when it happens, who does it, whose site it is at, who to ask for on arrival, which contract it falls under, which equipment it touches and what it will be charged for. From there the job runs its own course — dispatched to a phone, started and finished in the field, reported on, and billed.

Finding your jobs

Work on the main menu is the way in.

Main menu → Work

Work holds three kinds of scheduled activity, split across tabs at the top: Jobs, Appointments and Audits, with All showing everything together. Jobs is the one this section is about.

Two ways to look at the same list

The button in the top-left switches between them, and it is labelled with the view you are not in.

Simple View is a list on the left and the open job on the right — grouped by date, newest first, with the time, job code, client, job type, address and status on each row. It is the working view: click down the list and read jobs one after another. Unscheduled Jobs at the top of the list is a tick box that shows only the jobs with no date on them yet.

Work → Jobs, Simple View

Table View is one row per job with every field as a column — the view for finding, filtering, sorting and exporting. It is covered in finding and filtering jobs.

Job codes

Every job gets a code, and the code carries information:

• HVAC-24 — an ordinary job.
• HVAC-1.4(C) — the (C) marks a job raised under a contract. The number after the dot means this is one of the jobs a repeat pattern produced, counting up from the original.
• HVAC-20-1 — the -1 marks a revisit or sub job hanging off job HVAC-20.

You can set the code yourself when you create the job; left empty, it is generated for you.

Reading the job page

Opening a job gives you a header, a row of tabs, and the Overview beneath.

Job page → header

The title is the job code and the client. Under it, View Client opens the client’s record and Work History shows everything else you have done for them. The line below is the job type — what kind of work this is.

The buttons on the right act on the whole job:

Button	What it does
Copy Job	Makes a new job with the same details, for when the same work comes round again
Payment	Takes money against the job — the same thing as the Payment sub-tab on Item / Invoice. See invoice payments
Job Card	Opens the job card — the client-facing document — to preview, send or download
Add Recurring / Edit Recurring	Puts a repeat pattern on the job, or opens the one it already has. See recurring jobs
Edit Job	Reopens the same form the job was created in, filled in
Archive	Files the job away without deleting it. Archived jobs are found again with the Archived filter
Delete	Removes the job, asking first

The tabs

Tab	What lives there
Overview	The whole job at a glance — schedule, site, contact, billing, contract, description
Item / Invoice	What the job is charged for, and the invoices and payments on it — see items and services on a job
Attachment	Documents and photos on the job — see attachments on a job
Completion Detail	What the fieldworker reported back — see job completion detail
Additional Form(s)	Extra questions answered on this job — see additional forms on a job
Feedback	What the client said afterwards — see feedback on a job
Expenses	Costs claimed against the job — see expenses on a job

The number in brackets on a tab is how many things are in it, so Attachment(3) and Feedback(0) are readable without opening them.

The Overview tab

The timeline

The strip across the top is the job’s place in a chain. A job rarely stands alone — it came from a quote or a request, it sits under a contract, it was invoiced, it was revisited. The timeline shows those related records in date order with their own statuses, so you can jump straight to any of them.

Job page → Overview

The + button at the end opens the Job Action menu — the shortcut for raising the next thing from here.

The cards

Job page → Overview

The site card names the project or site, its address, and the contact person to ask for on arrival, with their phone and email. View On Map places it. Create a Revisit/Sub Job and Go To Parent Job move between a job and its follow-ups.

Schedule & Assign is the working heart of the page: the scheduled start and finish, who it is assigned to, and whether it has been dispatched. A crown next to a name marks the team leader when more than one person is on the job. An Overdue badge appears when the finish time has passed and the job is not complete. Actual Time (On the Field) underneath fills in once work starts — until then it says the job has not been started yet.

Billing Details totals what has been invoiced, what has been paid, and what is outstanding. Contract Details names the contract the job belongs to, if any.

Quotation Details keeps two kinds of quote apart: the Original Quote the job was created from, and Additional Quotes raised during the job for extra work found on site — including the ones fieldworkers raise from the app while they are standing in front of the problem. See quotes and purchase orders from a job.

Below the cards sit Job Description (what the work is, for whoever is doing it), Job Instruction (how to go about it), Other Details (priority, order reference number, tags) and Request History.

Job statuses

The status circle on each row and in the Schedule & Assign card tracks where the work has got to. Most of the movement is not yours — the fieldworker changes it from their phone as they go, and it updates here as they do. See a job in the app.

There are thirteen built-in statuses, and they fall into four groups.

Before anyone has it

Status	What it means
Not Dispatched	The job exists in the office only. A non-dispatched job is hidden from the mobile app and from the client portal — nobody outside your team can see it
Dispatched	Sent to the assigned fieldworker. The point at which the job becomes real to them

The fieldworker’s response

Status	What it means
Accepted	They have acknowledged the job and intend to do it
Reject	They have declined it — the cue to reassign

While the work runs

Status	What it means
Travelling	On the way to site
Break	Paused while travelling
In Progress	Started on site
Job Break	Paused during the work itself
Multi Status	Two or more people are on the job, both updating their own status from the app, and those statuses are not the same — one still travelling while the other has started

Break and Job Break are kept apart because the two are counted separately on completion detail, where break time and travel break time each have their own figure.

Multi Status is not something you set. It is what the job shows when a team’s individual statuses disagree, and it resolves itself as they catch up with each other.

Finished, or not going ahead

Status	What it means
Completed	The work is done and reported on. The point at which the job can be billed and the job card sent. It stays on the fieldworker’s app
Closed	Settled and finished with. Closing a job takes it off the fieldworker’s app
On Hold	Parked. Nothing is wrong with the job; it is simply not happening right now
Cancel	Not going ahead at all

Completed and Closed differ in one practical way, and it is the reason to use both. A Completed job is still on the fieldworker’s phone — they can go back into it, add a photo they forgot, correct a note. Closed clears it from their app. So complete the job when the work is done, and close it when you are finished with it and want it off their list.

On Hold and Cancel are the honest alternatives to deleting. A cancelled job keeps its history — who booked it, for whom, and when it fell over — which a deleted one does not.

Statuses are filtered on in Table View, and the full list lives in your Work settings.

Where to go next

Page	What it covers
Creating a job	The Create New form — client, site, contact, contract, job type, schedule, assignment and instructions
Equipment on a job	Servicing the client’s equipment, or deploying, servicing and uninstalling your own
Items and services on a job	The cart, the Item / Invoice tab, labour calculation and what carries through to the invoice
Dispatching a job	Getting the job onto the fieldworker’s phone and following it while it runs
A job in the app	The same job as the fieldworker sees it, from accepting it to raising a request from site
Recurring jobs	Repeating a job on a pattern instead of creating it again each time
Work that runs over several days	One long job held and continued each day, or one sub job per day
Finding and filtering jobs	Table View, filters, columns, exporting and editing straight from the list
Job completion detail	The report that comes back from the field, and what of it reaches the client
The job card	The client-facing document — previewing, emailing, WhatsApping and downloading it
Job actions	Revisits, quotes, invoices, purchase orders, private notes and messages
Job questions and troubleshooting	The things people get stuck on

Settings behind this module

• Work settings — Job numbering, prefixes and auto-assign
• Job type/services and categories — What you do and what it costs
• Add job form settings — Which fields the job form asks for
• Job, appointment and audit statuses — The stages work moves through
• Job completion form — The questions every finished job asks