Jobs
A job is one visit to one property by one crew. Recurring work is a series that generates visits on a rhythm. Crews see their jobs in the mobile app, clock in from them, finish the checklist, take the photos, and press Complete Job; the invoice is one click from there.
Jobs are Starter and up (scheduling), and the calendar, recurring series, job templates and the Crew Schedule come with them. Solo covers customers, estimates and invoices.
At a glance
- Make one: Jobs → New job, or New job on an estimate or contract.
- Views: List, Calendar, Recurring; the live map is Dispatch.
- Statuses: Draft, Scheduled, In Progress, Completed, Cancelled.
- Crew: Assign Crew on the job; the week by person is Crew Schedule.
- Done: Generate invoice from the completed job.
Creating a job
Jobs → New job: customer, property, Job Title, Scheduled Date, optional Scheduled Time and Estimated Duration, a priority, and the services from your catalog. The title is what the crew reads on their phone.
When the customer needs you there at a certain time, set Arrive after and Arrive before. The window shows on the job, and planning the day across crews keeps the stop inside it.
To make it repeat, tick Schedule this job to repeat automatically, pick a Frequency (Weekly, Bi-weekly, Monthly, or Custom for every N days) and optionally Repeat until. The series generates visits ahead on a schedule; each visit is an ordinary job you can move or cancel on its own. Jobs → Recurring lists the series with Edit Frequency and Stop Recurrence.
Job templates
Jobs → Job Templates holds blueprints for work you do over and over: a name, the services, a duration, a priority and a repeat pattern (Mon, Wed, Fri; Tue, Thu; and so on). A template names the services; the price comes from your catalog at the moment a job is created, so templates never go stale on price.
The views
- List is the table: filter by status, crew, customer or date, and Save this view to share a filter set with the team.
- Calendar is the month and week. Drag a job to another day to reschedule it.
- Recurring is the series, not the visits.
- Dispatch is the live map with crew locations and a Needs attention strip for late, unassigned and off-map jobs. Professional and up (
gpsTracking). See Dispatch and the calendar.
Statuses and the lifecycle
| Status | How it gets there |
|---|---|
| Draft | Saved without a date |
| Scheduled | Has a date |
| In Progress | Start Job, or a crew clocking in |
| Completed | Complete Job |
| Cancelled | Cancel; history is kept |
The job page shows the lifecycle as a spine: Scheduled, On site, Completed, Invoiced. Revert to Scheduled undoes a start made by mistake.
Crew
Assign Crew on the job picks members and optionally a Leader. Assigned crew see the job under Today in the mobile app. The day’s route order and the week’s load by person live on Crew Schedule, where you drag jobs between people. See Crew management.
On the job
- Checklists. Pre-job and post-job lists the crew ticks off in the app, with notes. Define them under Settings → Operations → Checklists. Growth and up (
checklists). - Photos & Attachments. Before, After and General, with captions. The customer can see them in the portal, which ends most “did you actually come” calls. Growth and up (
jobPhotos). - Materials. What was used, quantity and unit cost; approved materials flow into job costing.
- Quality Review. A rating by category and notes, added by whoever checks the work.
- Time on job. Clock-ins from the app show on the job and feed timesheets and labour cost.
Finishing and invoicing
Complete Job records completion notes and the time. From there, Generate invoice builds the invoice from the job’s services, materials and notes, or Create Estimate if the visit turned up more work. Switch on Auto-Invoice on Job Completion under Settings → Operations → Workflows and the invoice writes itself.
Service requests
Customers can ask for work from the portal. Requests arrive on Service Requests with an urgency, move through Pending, Reviewed, Scheduled, Declined and Completed, and turn into a job with one action. Professional and up (serviceRequests). See Service requests.
Tips
- One job per visit, one series per rhythm. Weekly mowing and monthly hedges at the same property are two series.
- Access notes on the property, not the job. Every job there inherits them.
- Templates for anything you’ve done three times. They stop the fourth one being priced from memory.
Troubleshooting
The series stopped making visits. Open Jobs → Recurring. Check it wasn’t stopped or given an end date. Visits are generated ahead on a schedule, so a new series shows the next few, not the year.
A crew member can’t see the job. They’re not assigned, or their role doesn’t sign in to the mobile app. See Invite your team.
The calendar won’t let me drag a job. Completed and cancelled jobs are fixed. Everything else drags.