Jobs are a central part of Fleetmatics WORK. Jobs are how you send your Fieldworkers to perform services in the field, keep track of the work they are doing and which of your Fieldworkers are doing it.
Where to Create a Job
There are a number of places where you can create a job.
- Job Central has an Add Job option at the top right of the page.
- Your Dashboard has an Add a job button at the top of the page.
- Client Records have an Add Job button at the top of the Job History tab
- Client List also has an option available to Add a Job for each Client in the list
- Your Scheduler has an Create New Job option at the top of the Unassigned Jobs Pane.
Creating a Job from Job Central
To start select the Jobs tab at the top of your Dashboard to be brought to Job Central.
Once in Job Central click the Add Job option to add a new job.
This will bring up the Add Job screen.
Adding a Client to a Job
To choose a Client click the drop down next to Client. If you click on the Arrow you will get a list of your clients that you can scroll through. You can also type the name of the client into the field and a list will come up with all the clients that match what you are typing.
If you would like to look up your Client by something other than their name, click Search next to the client drop down.
This will bring up a window were you can search for a Client by Client Name, Address, Post Code, Phone, Email, Suburb, Contact First Name, Contact Last Name, Contact Mobile Phone, Company Code, Site Name, and Site Address. Simply select what you would like to search by from the list next to In and then type in the field next to Find, then click Search. You can search by more than one option from the list by pressing and holding the Ctrl button on your keyboard while clicking each search option.
If you’d like to create a Job for a new client that you have not yet added to WORK, click the + button.
This will bring up an Add Client Screen that you can fill in with your new client information.
Once you have chosen a Client, their Balance, Account Type, Location, and Contact Info will fill in. Until you select a site or contact both the Location and Contact Info will be the main billing address and client.
To edit existing Client information for your selected Client, click the View option.
Selecting a Location for a Job
Once you have selected a Client your Location should auto fill with the Location from your client record. This however may not be where you are doing the job. To select the Site where the work is being done click the drop down next to Site to type in the site name. Or click the Arrow to bring up a list of your sites. If you would like to add a new site please click the +.
If you are adding a new site click the + button.
This will bring up an Add Site Screen that you can fill in with your new Site information.
To edit existing Site information for your selected Site, click the View button.
This will bring up your Edit Site screen. Here you can make your edits to your Site information.
To Save any edits made click the Save button in the lower right.
To verify your Job Location information click View on map. This will bring up a map with your Job location marked.
Selecting a Contact for a Job
Once you have selected a Client your Contact info should auto fill with the information from the Client Record. This however may not be the correct contact for the job. To select the correct contact click the drop down next to Contact to type in the Contact name. Or click the Arrow to bring up a list of your client’s contacts. If you would like to add a new contact click the +.
If you are adding a new contact click the + button.
This will bring up an Add Contact Screen that you can fill in with your new Contact information.
To edit existing Contact information for your selected Contact, click the View button.
This will bring up your Edit Contact screen. Here you can make your edits to your Contact information.
To Save any edits made click the Save button in the lower right.
Entering Job Information
In the upper right on the Add Job screen you will find your Job information. If you would like to enter a custom Job Code you can type it into the field labeled Job Code. If you would like to use an alphanumerical (numbers and letters) sequence you will need to enter the Job Code in each time you make a job. If you would like to use a numerical (numbers only) sequence the system will automatically default to whatever number sequence you enter. For example if you enter 300 the next job you create will default to 301. However if you enter A42 and your last job was 300 then the next job you create after A42 will be 301 unless you edit the job code.
Next you will want to select your Job Type by clicking the drop down next to Job Type. This will bring up a list of your Job Types, which can be configured in your Settings.
If you would like to add a new Job Type click the + button.
This will bring up the Add Job Type screen.
If you would like to select a Job Priority, click the drop down next to Job Priority. This will bring up a list of the Job Priorities.
Next enter your Service Description. You can do this by typing in the large text field bellow Service Description. The Service Description is where you can describe the work that needs to be done on this job to your Fieldworkers. This field can be seen by your Fieldworkers in the mobile app as well as customers on the Job Card or Invoice.
If you have standard service descriptions in the system you can click the drop down next to Service Description to select one. The standard service descriptions can give you a way to have basic descriptions built into the system for your job types. You can always add more information that will be client specific after selecting a standard service description.
To enter a new Standard Service Description click the + button next to the drop down.
Next enter your Special Instructions. You can enter this information by typing in the large text field bellow Special Instructions. Like Service Description, you fieldworkers will be able to see this from in the mobile app.
Adding an Appointment Time and Fieldworker
After you have entered in your job information you will want to move to your Appointment Time & Fieldworker section. Here you will find your Start Date, Finish, and Fieldworker information.
To select a Start or Finish Date click on the callender next to Start Date or Finish. This will bring up a callender and you can select the date you would like the job to be started or finished.
To select a Start or Finish Time click the drop down next to the date and select one of the times listed.
If you would like to add the job for right now click the Now button.
After you have selected the time you can select the Fieldworker by clicking on the dropdown next to Fieldworker and select from your existing Fieldworkers.
If you would like to add a new Fieldworkers you can do that by clicking the + next to the Fieldworker dropdown. This will bring up your Add Field User screen and you can fill in your Fieldworkers information.
Bellow the Fieldworker drop down you will find 3 check boxes that will automatically change your job status upon save.
- Dispatch will dispatch the job to your Fieldworker upon save. If you do not select this option the job will show as Not Dispatched in the Admin Portal and will need to be dispatched at a later date.
- Alert will alert the Fieldworker that a job has been assigned to them upon save. If you do not select to Dispatch the job they will not be able to see this job in the app.
- Sent email to client on Save will send an email to the contact on the job upon save. This option will only work if there is an email entered into the Contact section of the add job screen.
Entering Client and Job Custom Fields
If you have selected to have your Client or Job Custom Fields to Display on Job Record they will appear at the bottom of the Add Job window. You can choose to enter this information before or after you have saved your new job.
*Please note that Job Custom Fields save in the job while Client Custom Fields save in the Client Record. If you edit a Client Custom Field in a job it will change in the Client Record every time it is edited.
After you have entered all of your job information there are 3 different ways that you can save the job.
- Save & Add New will save the job and open a new Add Job window. Your new job will appear on the job list in Job Central and you will be able to enter in information for a second new job.
- Save & Add Details will save the job and open the Job Details window. You will be able to add and edit the job information. Your new job will now appear on the job list in Job Central.
- Save and Close will save the job and bring you back to Job Central. Your new job will now appear on the Job List in Job Central.