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How to schedule a job

In a fast-paced service or transport business, it’s no mean feat getting the right resource to the right place, at a time specified by the customer.  Add that to the complexity of booking jobs for multiple resources simultaneously.  JobWatch lets you do all this with ease.  It takes into account multiple constraints such as time, service level, skill set, tools required and vehicle attributes.  The result is an optimised service or transport operating that is empowered to deliver.

Please use the below information as a guide for scheduling and managing jobs in your JobWatch schedule.

Quick Job

The schedule tab gives you the option to create a job with just a few clicks:

  1. Once logged in, navigate to the Schedule tab, click on ‘Quick job’ and a pop-up will appear
  2. Type in where the job is for (start typing and you will be prompted with a drop-down list of your contacts; click on the one the job is for)
  3. At this point, if you wish to, select the type of job it is from your predefined list
  4. Choose when the job is for: ASAP or click on ‘Other…’ and specify a date and time
  5. Either type in and select a known resource for the job, or use the ‘Scheduling assistant’ to find the most appropriate resource for the job
  6. Add any notes you wish to and click ‘Save’ (these are ‘job details’ and will appear on resources’ devices).
  7. Additional option: You also have the option in the pop-up to add another job at the same time and group them together.

Mandatory fields are marked with an asterisk (*).

New Job

If you wish to add a more detailed job entry to your schedule, including information on alerts, stock and worksheets, choose to add a “New Job”:

  1. Once logged in, click on the Schedule tab.
  2. Click on New Job (next to Quick Job) and a pop-up will appear allowing you to schedule a new job.
  3. Contact: Type and select contact name (this means who the job is for, for example a customer). This is dependent upon the contact having been added to CRM. If a contact is not yet in your CRM, then a contact needs to be created; you are able to do this from here by simply clicking on the + to the righthand side of the box and creating your new contact.
  4. Address: Once your contact has been entered, you may wish to click to view their details to check all is correct.  The address box will be auto-populated using the contact’s saved information.  Note that next to the address, there is now a menu button (three horizontal lines) that gives you the option to ‘Edit’ the address or ‘Add another stop’ (i.e. address) to the job:
    • Edit – choose to amend the address for the job or state how long the Resource will be stopped at the location for.
    • Add a stop – if the job requires stops at more than one address, click to add a stop. Choose either a saved contact, or change to ‘Address’ and manually type in an address.  Once the stop has been saved, you then have the option to add more stops and to choose their order.  Total stopped time, driving time and distance will now be displayed.
  5. Person: The person box will automatically fill to show the primary person for the contact, or you can select from the drop down another person, if you have multiple persons saved against the contact.
  6. Single/Multiple: 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.
    1. 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.
  7. Reference/Order number: Moving back to the ‘Detail’ tab, the job reference will auto populate if left blank, or you can type an internal job number.
  8. Job type: Choose the ‘Job type’ from the drop-down menu (to manage your Job types, please navigate to My Account -> Administration -> Schedule -> Job Types).
  9. Worksheet: 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 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).
  10. Job Category: This will automatically populate if the Job type selected has a saved category (or you can manually add if desired).
  11. Date: Enter planned date and time for the job (or use Schedule Assistant by clicking ‘Save and schedule’ when you are ready).
  12. Duration: Enter how long the job will take to complete (its planned duration). If you have already entered the job type, this box will be auto-populated with the standard length of time for the job; however, you can edit this if you know it is likely to take more or less time.
  13. Resource: If you already know which person it is you wish to attend the job (e.g. an engineer or a salesperson), begin typing and select their name from the drop-down list. You can also add assistant resources if more than resource will be attending the job. If you wish to use the scheduling assistant to allocate a resource, leave this box blank for now.
  14. Vehicle: If you wish to assign a particular vehicle to this job, use the drop-down list to select a ‘Vehicle’.
  15. Job details: Any notes required to be sent to the resource (i.e. to their handheld device) can be added here and they will appear in the job notes, allowing the resource to view them on their handheld device.
  16. Alert: 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 information is saved in 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.

‘Stock’ sub- tab

If you already know that the job will require certain items from stock to complete, then add these on now.  Click on the Stock tab and add any items needed (“+ Add a stock item”): 

  • You must first select what will happen with the stock item in terms of its start and finish location; a drop-down menu will give you options such as “Brought to job and left at location” or “Brought to job and taken back”.
  • If the item is being taken to the job, you must define whether it will be picked up from the vehicle being used (i.e. on-board stock) or at a saved contact’s address (if you choose this option, you will be asked to confirm which contact).
  • If the item is also being taken back, you must define where it will be dropped off (again, either left on the vehicle or at a specific contact).
  • You must then state the make & model of the item (or consignment number if applicable); start typing and a select from the drop-down list of your stock items.
  • Once you have added an item, it will appear in the list and the resource allocated to the job will be made aware of the item requirements for the job.  Note that when creating your job types, it is possible to allocate stock items to them so that they automatically appear in this list whenever a job is created (My Account->Administration->Schedule->Job Types).

‘Constraints’ sub-tab

If you know that the job you are scheduling has particular time constraints or specialist vehicle or skill requirements then add these now.  This means that the job will be scheduled at the right time, to the appropriate person and with the required specialist vehicle attributes available. Click on the Constraints tab and choose to add a new constraint for either Time, Resource or Vehicle:

  • Time – choose when the job must be completed by, started before or started after (e.g. must be completed by the end of the week).
  • Resource – if the job must be done by a resource in a particular Group, or only a certain person, specify that here. If the job requires the resource to have a particular skill to complete the job (e.g. Gas Safe Certificate), you can also state that here and the job will now only be able to be scheduled to a resource with that skill (if the ‘wrong’ person is scheduled for the job, you will see a notification of the error above the job when viewing your schedule).
  • Vehicle – if the job must be done using a vehicle in a particular Group, or by a specific vehicle, specify that here. If the job requires the vehicle to have a particular attribute to complete the job (e.g. a curtain sider vehicle), you can also state that here and the job will now only be able to be scheduled to a vehicle with that attribute.

‘WorkSheets’ sub-tab

In the ‘Detail’ tab, if you have added Worksheets to the job, they will appear in this tab.  These Worksheets will appear on the resource’s device when completing the job, but you can also edit the answers (if back-office is set to be allowed to complete them in the job type set-up) and add notes here.

To schedule a job

To schedule the job either click ‘Save’ or click ‘Save and schedule’ to search for the lowest cost available resource to attend.

If you choose to use the scheduling assistant, you can use filtering options to specify a group, resource or required skills or attributes to search by.  You can also specify a date range or a specific time of day. This feature will then bring up resource/vehicle options for job, with details of cost and driving/distance depending on a start time.  You can there easily select the most appropriate resource for the job.

This job will now appear in your schedule (either in your diary as a scheduled job, or as an unscheduled job in the list on the left-hand side).

Additional Options

Note that the above procedure is done in the main ‘Detail’ tab of the ‘New job’ pop-up (see top right-hand corner on the pop-up).  But once the job has been saved, other tabs will become active and you can add even more detail to your job:

Attachments

If you wish to, you can add a document to the job.

For example, you can attach a sales order or a scanned invoice to a job:

  • Click ‘+ Add’ (2) on the Attachments tab (1) and choose whether you want the attachment to appear on a resource’s device, the booking site, the job card and/or for web users (tick boxes).
  • Select the file you wish to attach to the job (3) and click save.
  • Once you have attached a document to a job, they will then appear in the Attachments tab and be available in the places you have selected.
  • You can easily delete or edit where the attachment appears by clicking on the ‘X’ or the pen.

Financial

This tab gives you the opportunity to create a financial document for the job, line-by-line.

Once you have chosen which currency to work in, the first task is to add items to the job:

  • If you have items already attached to the job, then these items will automatically appear on the list (1).
  • You can also manually add items to the list; this can be predefined items (click ‘+ Add predefined item’ and select the item (2)) or simply ‘+ Add item’ (3) to type in a bespoke description and cost.
  • Once you have added all required items, you can then click ‘Create financial doc.’ (4) to set up a document for the job.
  • Documents available for creation include: quotations, credit notes, invoices, applications for payment, purchase orders, delivery notes, proforma invoices.
  • Once a document has been created, click on it and you will have the option download it (PDF), email it or attach it to the job.

Messages & Notes

If you need to send a message about the job (to any type of user) (1) or you wish to save notes (2) about the job, you can do that from here. Any existing messages or notes for the job are saved here and can be viewed by anyone who ‘Views’ the job.

  1. Messages – two-way messaging allows your office to keep in touch with the mobile teams in the field. Group messages can also be sent to the whole team simultaneously. Messages can be sent to any resource in your company and will reach a variety of users; device user, mobile phone user (please note that it costs £0.05 + VAT to send an SMS via the Messages feature), web user or resource group.
  1. Notes – you also have the option to save Notes in relation to the job here. Once saved, the Notes will be listed, and be available to view by anyone viewing the job.

Activity

Follow the job’s activity trail (see when and who created a job, when it was scheduled etc) (1) or review the customer’s activity (when was a job accepted by the customer, when was a quotation sent etc) (2).

Some activities will automatically appear (e.g. job creation) but you can also add activities manually if you wish; click +Add (3) on the Job or Customer activity tab and choose which activity you want to capture.

You can also add flags to the job here (4).  Job flags are a useful way to categorise jobs and can be used to filter your jobs when viewing your schedule. To add a new job flag type, you will need to navigate to My Account -> Administration -> Schedule -> Job flags.  From here, you can add a new flag (specifying its name and colour); once saved, this flag will become available when adding a flag to a job (4).

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Updated on 4th September 2018

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