Jobs are the heart of the Kickserv workflow. Jobs are what your technicians are completing out in the field and the main way you'll keep track of business activity.
You'll find all your Jobs on the Jobs page. Jobs follow a left to right workflow order, starting at the "Unscheduled" column until moving to "Completed".
Note: Placing a Job on hold is an optional step. Jobs can skip the "On Hold" column and move directly from "In Progress" to "Completed".
In this article, we will cover:
- Adding a Job
- Scheduling a Job
- Starting, Stopping, Placing on Hold, and Marking a Job as Complete
- Job Filters
- Recurring Jobs
Adding a Job
Many Jobs start out as an Opportunity that turns into an estimate. Once the estimate is approved by the customer, the Opportunity transforms into an unscheduled Job! To add a new Job directly to your Kickserv without creating an Opportunity first, follow these steps.
Add a New Job From Any Page
- Select the Add New button. Then, select Job. This will take you to the New Job page.
- From here, you can input the service type, Job description, and scope of work. You can also add a new service type, if needed.
Note: The Job description is internal and will not be seen by the customer. The scope of work is external and will be seen by the customer.
- Input a saved contact from your customer records by typing in the name, or add a new contact by selecting Create a New Contact.
- Add any additional information needed for this Job. Kickserv Standard plans and above can also add custom data fields to Jobs by going to Settings —> Forms & Fields —> Jobs tab.
- Finish adding the Job by selecting the Create Job button.
Add a New Job from the Jobs Page
- To add a new job from the Jobs page, select the Add Job button. This will take you to the New Job page.
- Follow steps 2 through 5 in Add a New Job From Any Page to finish adding the Job.
Scheduling a Job
- Locate the desired Job from the unscheduled tab, and select the title of the Job. This will take you inside of the Job.
- Once inside of the Job, you will see an "Unscheduled" icon appear below the header to confirm that the Job still needs scheduling. Locate the Schedule section under the Job Details tab, then select the Schedule work button.
- From here, you can select the date and time of the event, input a description for technicians, select a task type, and assign the Job to a specific tech. You can also leave the Job unassigned and add it to a technician's schedule later.
- To finish scheduling the job, select the Add Event button.
Tip: Be sure to select the Work task type from the drop down menu for the Job to show up as the correctly on your calendar and schedule.
- Once the Job is scheduled, a "Scheduled" icon will appear below the header, and you can see the upcoming work event listed under the Schedule section.
Starting, Stopping, Placing on Hold, and Marking a Job as Complete
There are two ways to start and stop a job, which moves it into the In Progress tab on the Jobs page.
Starting and Stopping a Job on the Desktop
- Select the Start Job button located in the Job header.
- To stop the job, select the Stop Job button located in the Job header.
Placing a Job on Hold and Marking as Complete on Desktop
- To place a Job on hold, select the On Hold button in the Job header.
- Select Remove On Hold to remove it from the On Hold status.
- To mark a Job as complete, select the Mark Complete button in the Job header.
- Once a Job has been marked as complete, a confirmation screen will pop up asking if you want to mark all the work events on the Job as complete. Select Yes, mark work events complete to mark the entire Job as finished. Otherwise, select Not right now.
Tip: Depending on your industry, you might need to schedule several work events on a single job (EX: remodeling a kitchen, etc.). You would want to keep the job open until all work events are completed, then send a final invoice. Otherwise, it is okay to mark all work events as complete if you do not need to keep revisiting a job.
On the Jobs page, you have the option to filter and sort through your Jobs by service type, status, tag, assigned technician, and time. You can apply these filters to any tab on the Jobs page, from "Unscheduled" all the way to "Completed".
Tip: If you're having trouble finding a Job, double check that your filters are correct or all the way off. Otherwise, you might not see all of the Jobs displayed.
If needed, you can set up a recurring series of Jobs on your account.
- On any scheduled Job, select the Repeat this job button.
- In the pop up screen, select how often you'd like the Job to repeat from the drop down menu.
- Once the frequency is selected, you'll have the option to customize further how you'd like the Job to repeat—by date or day of week, and when you'd like the repeating Jobs to end.
- When ready, select the Save button to add the repeating Jobs to your schedule.
Congratulations! You've gone through the complete Jobs workflow. Now, it's time to send an invoice to your customers and get paid.