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Service Geeni Mobile allows engineers to manage their issued work while out in the field, from travelling to site and completing tasks through to recording parts, completing forms, adding work done information and obtaining customer sign-off.
This guide follows the recommended workflow for completing a job using Service Geeni Mobile.
Viewing Your Jobs
When you open Service Geeni Mobile, there are several ways to view your work:
Jobs displays each job as an individual job card.
Diary displays work scheduled for a particular date and time. You can select a job directly from the Diary and begin working.
Summary displays jobs as line records. Use the drop-down arrow against a record to expand it and view the job.
Find a Job
Head to the Jobs tab.
If you have a large number of jobs:
Use the Filter options to narrow down the list.
You can filter by information including the Customer, Asset and whether the job is a Service or Repair job.
Quick filters can also be combined; for example, select a particular customer and Service jobs to display only relevant service work for that customer.
Click the X beside an applied filter to remove it.
Jobs can also be sorted by:
Job Number
Site Name
Schedule Date
Priority
Agreed Visit Date.
Travelling to a Job
The job card displays information including the customer, site and postcode.
Select the Navigation option to open Google Maps and give you an estimated journey time.
Note: Google Maps is the preferred service provider.
When you're ready to travel:
Select the Van icon.
Service Geeni begins recording your travel time.
The job details are opened.
Service Geeni records your travel time and opens the Job Details screen.
Before starting work, use the Job Details screen to review the information for the visit. Such as:
Access Times
Customer Details
Task Details
Engineers: This will show if any additional engineers have been assigned to the job.
This gives you the key information about the planned visit and lets you see whether anyone else is assigned to attend the job with you.
Once you have arrived on site and are ready to begin:
Select Start Task.
Service Geeni automatically stops recording your travel time.
It then starts recording Working on Job time, your labour time.
You do not need to stop the travel activity separately before starting the task; selecting Start Task moves the time recording from travel to labour automatically.
Check the Equipment Details
Open the Equipment tab to view information relating to the equipment on the job.
Depending on the information held against the equipment, this can include:
Equipment ID
Serial Number
Make
Model
Equipment specifications
Specifications can contain information considered important for that equipment, such as lift height or colour.
Relevant equipment information added by the back-office team, including photographs and PDFs, can also be viewed here.
View Equipment History
From Actions within Equipment, you can access the equipment's history.
Selecting Job History displays previous work carried out against the same equipment, including the current job. Select an individual job to view the notes and activities recorded against it.
From the equipment history area, you can also navigate to information including:
Parts History
Contracts
Hire Contracts
Open Purchase Orders
Use the X to return to the main Equipment screen.
Complete the Required Forms
If a form has already been associated with the job, such as a Service Checklist, it will be available within Forms.
Where another form is required and is available within Service Geeni:
Open Actions.
Select Add New Form.
Select the required form.
Add it to the job.
Work through the form using the available check boxes, list selections, notes and other fields.
An asterisk (*) identifies a mandatory field and the field must be actioned before the form can be completed.
If the Task doesn't require the form, you can select Not Required.
Once the required information has been entered, select Save.
When a Form Isn't Required
Where the form or checklist genuinely does not need to be completed, it can be marked Not Required.
The form will then be recorded as not required rather than completed.
Work Done
Continue to the Work Done section to record information about the work carried out.
Equipment Hours: Where applicable, enter the equipment's current running or clock hours.
The type of hours recorded will depend on the equipment being worked on.
First-Time Fix: If the job has been resolved on the first visit, select the First-Time Fix option.
This information can then be used for reporting.
Customer Damage: If customer damage is identified while attending the job, select Yes against Customer Damage.
You will be prompted to enter a note describing the damage. You can also upload any supporting images or documents.
When adding work done information, consider whether the information should be Public or Private.
Private notes remain against the job and can be viewed through the job history/job enquiry information.
Public notes are included on the job sheet and therefore ultimately go to the customer.
Parts
Choose the appropriate option according to the information being recorded.
If parts have already been booked against the job, select View/Edit Parts to see them.
If you need to use stock carried in your van:
Select Book a Stock Part.
Select Add Stock Parts.
Service Geeni displays the available parts from your van stock.
Search using the SKU or enter part of the Description.
Select the required item.
Enter the required quantity.
Select Add to Task.
Change Activity (take a break)
Service Geeni records the activities being carried out against the job.
If you need to stop working temporarily:
Click the menu icon.
Select Change Activity.
Select Take a Break.
This stops the time currently being recorded against the job.
When you're ready to continue, either select the job again from the main job list or select Start Task from the current screen.
Labour (review time recorded)
The labour information allows you to review time already recorded against the job.
While you are actively working on the job, the current period of work will not yet appear as accrued time.
Once you change activity, the completed period is recorded, and Service Geeni can begin accruing the next period of activity.
View/Edit Labour: Here you can see all the time currently booked.
Book Labour: Here you can Select Activity and adjust the duration.
Add Work Done Notes
Use View Work Done Notes to record the engineer's write-up.
Notes can be entered manually or via the microphone for speech-to-text.
Once the information has been entered, choose whether the note should be Public or Private.
Note: Public notes are included on the customer's job sheet.
Photographs can be added to provide supporting information about the work.
You can either:
Select an existing photograph from the device.
Take a new photograph using the device's camera.
Add any notes and/or annotate.
Once a photograph has been taken, a note can be added against it, and annotation tools, including drawing and stamp tools, are available.
Record the photo as Public or Private.
If a photograph is added as a Public note, both the photograph and its accompanying note will appear on the job sheet.
Complete the Task
Before completing the task, make sure the relevant job information has been recorded, including:
Required forms.
Work done notes.
Parts used.
Equipment/clock hours, where applicable.
Select Complete Task.
The completion screen provides a summary of the job, including information such as the Reason for Call, hours worked and summary notes. The Task Summary can also be expanded to display further detail.
Review the information before completing the job.
Enter the customer's email address, then select Next.
The customer is given a service rating to fill in.
The engineer then signs off the job.
Select Your Next Activity
Completing the task does not by itself finish the engineer's activity tracking. To complete the job on Mobile and stop the current clock, select what you are doing next.
For example, you can select:
Travelling to job
If you're travelling to another job, Service Geeni displays your available jobs.
Select the next job and begin the appropriate travel activity.
The previous job is then completed on Mobile and Service Geeni begins recording the newly selected activity.
Raising a Quote Request from Mobile
If a customer requests a quote while you're on site, either for the equipment you're currently working on or another asset at the site, you can raise a Quote Request directly from Mobile.
From the job:
Open the menu in the top-right.
Select Quote Request.
The customer and site details are pre-populated.
Select the appropriate Contact.
Add the reason/details for the quote.
Select the Equipment the quote relates to.
Select an estimated Charge Code, if known.
Add any additional notes.
Add any parts that may be required.
Add estimated labour and travel time using the + options.
Add supporting photographs where useful.
Open the Summary and review the request.
Select Raise Request.
Note: The Charge Code entered by the engineer can be changed later by the back-office team.
Photographs can either be taken at the time or selected from the device and can be used to provide additional information to support the quote.
What Happens to the Quote Request?
Raising the request does not send a quotation to the customer.
The request is sent to the Service Geeni Quote and Enquiry screen as a draft, where the back-office team can action it and send the quotation as required.
Refreshing Mobile Data
Service Geeni normally receives updated information as it becomes available, but there may be occasions where you need to manually refresh your data, particularly after working in an area without signal.
From the main page:
Select the Menu.
Expand the System option.
Choose the relevant option.
Refresh All Data refreshes everything into the system.
Alternatively, use Refresh Individual Data when you only need to update information that changes regularly. For example, refresh the Job List to make sure the latest jobs are available on the device.
Note: Jobs normally come through automatically as they are created, but a manual refresh may occasionally be required.
Finish the Day
At the end of your working day, make sure you finish your activity correctly rather than simply closing the app.
From the main menu:
Select Finish the Day and confirm the action.
This stops any time currently being recorded and helps prevent additional hours accidentally being recorded against a job.
Once confirmed, exit the app.
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