Let’s walk through the steps to start a field service job or project.
Choose Field Service Jobs if you need to quickly set up a simple, standalone job.
Select Projects if your job involves multiple tasks and you want greater visibility and tracking at the task level.
Here, you can filter your jobs based on start and end dates, division, status, location, client, responsible staff, or even search by job number or invoice ID. Additionally, you have the option to filter field service jobs/projects using keywords or by any custom fields you have created.
You'll encounter the New Field Service or Project page, where you can input all the necessary details for your jobs.
1. Select the pencil icon to include a title for the job, and then hit save. This title will be displayed in your list of jobs and is also accessible in staff times for viewing timesheet entries.
2.Select a client from the drop-down list to associate them with this job, or click
"+Add Client" to input details for a new client manually (manually added clients will be saved in your Settings > Client tab for future use).
3. Pick a status for your job. (Note that if you're planning staff schedules and anticipating timesheet entries, the job's status should be set to WIP or Scheduled with no PO).
4. Choose a project location. The options in this drop-down list are pulled from the Settings > Locations tab.
5. Choose both a start date and an end date for your project.
6. Choose a Client Contact (site contact) from the drop-down list, or add a new client contact by clicking "+Add Client Contact". Any manually added client contacts will be saved in your Settings > Clients tab for future use.
7.Monitor the completion percentage of the job. This functionality enables you to keep tabs on job progress, ensuring timely and transparent completion. You can revisit the job at any time to update this section.
8. You have the option to enable the auto-adjust dates. Click here if you wish to use this feature on all jobs.
9.If you want to designate a specific colour for your job in your Staff and Site Schedule, activate the "Custom Job Colour" on Schedule toggle and choose a colour.
10.Choose whether to keep client details visible to staff on the app. Click here to enable or disable this setting for all jobs.
11. Include any pertinent Work Order or Purchase Order numbers from your client. You can add multiple Work Orders/Purchase Orders by clicking "+Add".
12. If you enter a Work Order or Purchase Order number you are also required to fill out the name of the client approving the work and their email.
13. You can select budgeted hours for this project by clicking "enable" in "use budgeted hours" section.When you click enable, you will be prompted to specify the maximum total number of hours of timesheet entries entered by staff on this project. Your staff will be prohibited from putting in any additional hours beyond the budgeted amount. If you need to add more timesheets but have gone over your budgeted hours, you can go back in and update the hours.
14. Select the "Responsible Staff" member who will be overseeing this job that can be nominated in the drop-down list. (This drop-down list will pull a list of all your active admin users).
15. Enter a job title or short description in the "Description" text box, which will be visible on the job list page. Text can be copied and pasted into this field.
16. To the far right, there is a section where you can specify the "Primary Department" for this project.
The primary department specifies which of your company's departments the job income and expenses will be recorded against. You can only select one department.
17. Under Department tick the departments you wish to supply staff and assets for this project. You have the option of selecting multiple departments here.
18. NB. You cannot book or mobilise a staff member on this job if their department is not selected in this list. To resolve this issue, return to the "Details" tab and click on "Edit Details" and select any additional departments from which you will need to book staff.
19.The final text box contains the staff portal description, also known as the long description. This section can receive a copy and paste of any information you want your staff to have on their App. This could be a step-by-step process or a comprehensive scope of works.
20. Select the timesheet type for your job.
21. Note: For daily, weekly, fortnightly, or monthly timesheet types, you can enable the Bulk Sign-Off option. When toggled on, one staff member can collect a single signature on behalf of the whole team at the end of the selected period.
22. Once the project details have been entered scroll to the bottom of the page and press 'Save Changes.'
You will be redirected to the job itself, where it will display the job number, where you will proceed to your next steps within the job. Every project number will be prefixed with the letter P and field services prefix is J, and these numbers will either follow or precede any field service job numbers to ensure there is no overlap between the two sets of job numbers.
NB. Click on "Edit Details" if you need to make changes on the "New Project" page or to update to progress % to complete.
Now that you've input the job details, let's explore the process of generating a quote for a project. Click here to see how it's done.