job Details
Adding a new Job
When a job request is received by help desk personnel, it can be efficiently logged into the system by navigating to the “Jobs” menu and selecting the ‘Add Jobs’ icon at the top of the screen. This action opens the Job Details popup window, where essential information, including the job description, priority level, and assigned service personnel (e.g., technician or engineer), can be recorded based on the urgency of the issue. This organised entry process helps ensure timely responses to client requests and facilitates efficient resource allocation for effective issue resolution.
Please note that the Customer, Contact, and Job Details fields are mandatory and must be completed for each job before it can be saved.
To begin, select a customer from the dropdown list, choose the appropriate site, and then enter the job details. The contact information for this customer should already be defined within the system. Once the new job details are entered, the address and contact details for the customer will populate automatically, streamlining the process and ensuring accuracy.
Job Description:
Write a description of the job, providing as much details as necessary ensuring that you give a detailed precise description of the job as it is essential for a quick resolution of a problem by the engineer. This must be filled in before the job can be submitted and saved into the system
Supplier:
Choose from a list of suppliers in the dropdown. This field is only required if the job is assigned to a remote engineer who is not employed by your company.
Estimated Price:
Fill in this field only if you have quoted a fixed price for the job and want to ensure the profit margin is maintained.
Category:
Select a category for the job, e.g., Maintenance, Installation, Service.
Created By:
As the logged-in user, this field should already be filled in by the system with your details.
Assign Engineers:
You can either select an engineer from the dropdown list or click on the schedule button. All engineers should already be set up in the system via the administration module. To assign an engineer, select from the dropdown list of engineers or click the schedule button, which will bring up the diary. From the diary, you can drag and drop the engineer into an available time slot. The diary helps you see where gaps are in the engineer’s schedule, ensuring their day is fully utilised. Drag and drop as many engineers as required for the job.
Job Type:
Select the job type from the dropdown list. Some options are: Chargeable, In Guarantee, Under Contract. These are initially set up in the administration module.
Job Progress:
When a new job is entered into the system, the initial status is New. Once the job starts, the status changes to In Progress. If the job misses the completion time due to an unforeseen delay, the status changes to Awaiting Feedback, which remains until the issue is resolved. The final two statuses are activated when the job is completed: the engineer can change the status to Complete, and once the job is invoiced, the status is changed by the administrator to Closed.
Priority:
Jobs can be assigned one of three priorities: High, Normal, and Low. Jobs that need to be completed on time and emergency jobs are usually set to High priority. Otherwise, job statuses are set to Normal and can be completed in the engineer’s day-to-day tasks.
Assisted By:
The Assisted By field is used when an additional person has worked on a job but is not programmed into the system as an engineer.
Order Date:
The order date is automatically filled in by the system. It uses the current date and time to fill out this field.
Agreement:
The agreements dropdown lists all agreements currently active for this particular customer. You should select the appropriate agreement that is related to the specific job. Typical agreements are Full Maintenance Agreement or other types where the customer has bought a fixed number of hours, which are called off each time a job is done for the customer.
Customer Order Number:
The order number is the same as the Order ID. Customers usually issue an order number to denote a unique identifier for a specific job when they place an order. The order number is used by the customer to track the job and associated costs.
Job Start Date & Time:
Time which is filled in by the engineer when the job actually starts.
No Action Alert Time:
The no-action time is used to alert the administrator if a job is falling behind schedule. Some jobs may be urgent or carry a penalty if they are not completed on time.
Signature:
The signature field holds an image of the customer’s signature. When a job is signed off on the mobile app, this field is automatically updated with an image the customer’s signature.
