Find out how jobs are created!
Creating Jobs is a core part of any business, and a major module is Service Geeni. We will guide you through creating jobs, how parts and labour are added, and how the jobs can be completed and made ready for invoicing.
Getting there
Navigate to the Scheduling menu and select Service Call.
If you don’t see the tile, you can easily add it by selecting it from the Modules icon menu.
Raise a Job
There are two ways you can raise a job from the Service Call module:
The Action Tray
From an equipment item
Additionally, you can also raise a job from Job Control.
From the Action Tray
You can use the Action Tray to raise a job against a site or a specific piece of equipment.
If the Customer Account has a + next to the Action Tray, it means there are numerous equipment records on the site record.
You'll see one of these labelled options:
Raise a Call to Site (if no equipment is present, this is the only option available).
Raise Call with Equipment.
From an Equipment Item
The quickest and easiest way is to raise a job directly against the equipment item.
Find the equipment item you need.
Use the search and filtering fields to narrow your search by customer, site, or equipment ID, rather than using a separate search bar and filter icon.
Pro Tip: Always try Equipment ID first, followed by the Serial Number. Search by Site only if the equipment can't be identified.
Once you've found the right item, select the Raise New Job option from the Action Tray. This will open the service call form.
Raise a job via Job Control.
You can also raise a job from the + Raise New button in Job Control.
Click the + Raise New Job button.
Whichever method you use, the process of filling out the information is the same.
The following section will talk about filling in the details.
Raising the Job
No matter how you arrived at this screen, the process for raising a job goes like this.
If the customer is on stop, you'll see the warning as soon as you select the customer, so you don't fill in the whole form first.
Equipment: If the item has a parent or child relationship, an icon above the field opens a pop-up showing the full hierarchy, with the current item highlighted. Where it's been set, a safe-to-use indicator shows Yes in green or No in red; the field doesn't appear if no value is set.
Service information: Where applicable, you'll also see the equipment or site's service level and contract period, plus Next Service Due and Last Service Due. This section won't show if there's no service detail on the equipment.
Description: By default, the Description is filled with the call reason; turning the toggle off lets you manually enter a description.
Site Name: The job address is pulled from the site. Clicking the Site Address opens an editable pop-up if you need to amend it.
Contact details: Postcode, Branch, Email, Phone Number and Proposed Service Branch sit in a collapsible Contact section, closed by default. It'll collapse again automatically if you click into another field, such as description or date and time.
Private Notes / Work Done Notes / Invoicing Notes: These now live together in a single Notes pop-up, so you can see and add all three types of notes in one place.
Minimum Price: If applicable, you can set a Minimum Price for the job. This means if the job's cost falls below that figure, the invoice will automatically adjust to the minimum amount.
Invoice to Site ID: There's also an option to Invoice to Site ID. This lets you send the invoice directly to the site instead of the customer's main account.
Agreed Date and Time: The previously separate date and time fields are now combined into one. Your engineers will see this on their mobile devices.
Target Date and Time: This field only appears where a priority with a response time (SLA) applies. If there's no target, it won't be shown.
Charge Code: Select a Charge Code for the job. If it's already populated, the data was pulled from the Site Defaults, Equipment Record Defaults, or System Defaults. You can change it if needed.
Customer Order Reference: You can also add a Customer Order Reference if required.
Engineer: Here, you can select an engineer for the job.
Priority: Choose a Priority that fits the job. Some priorities have response times linked to them; if so, the system automatically updates the target dates and times, and will alert you if you're close to missing them or have already missed them.
Job Status: Select a Job Status to help keep things organised. You can use these as filters later for scheduling and progress tracking. Engineers can see and update statuses from their mobile devices.
Payment Terms: May already be filled in from the customer or system defaults, but you can edit it if needed.
Warranty Information: An expandable section showing all warranties linked to the equipment, name, type, and period or clock hours. It won't show at all if there's no warranty data, and displays without a dropdown if there's only one.
Here you can Save As Draft or continue to add equipment.
Add Tasks
You can add more Site or Equipment Tasks to the job if required. Site Tasks are call-outs to the site to carry out an activity with no specific items of equipment.
Equipment Tasks are for work on other specific items of equipment at the site.
Add Equipment Task
Click Add Equipment Task; you'll see a list showing any services due from a service contract at the top, and a list of equipment below.
You can either add a service or pick another piece of equipment for a repair job, this way, you can combine tasks into one visit for the engineer.
The Service Job will automatically fill in with more details based on the service type.
You can select one or more equipment items; these lines are added to the job, with each line being a separate task for the engineer to complete.
When you add a second task, the screen switches to a tabbed layout, Task 1 and Task 2, and you'll land on Task 2 by default.
Once a second task is added, the Site Name at job level becomes fixed and can't be changed, and all equipment information for Task 1 is retained in its own tab.
Task 1 can't be deleted. Any additional task has a three-dot menu with the option to delete it, if you remove a task, the screen returns to the standard single-job layout without tabs.
When a new task is added, the charge code on Task 1 initially inherits the job-level charge code. If you then change Task 1's charge code while multiple tasks are active, and later remove the extra task, Task 1 automatically realigns to the job-level charge code, a banner confirms this ("The charge code for Task 1 has now been aligned with the job charge code"), which clears after 5 seconds.
If you need to remove a Task, you can do this from the ellipsis menu.
Adding a Site Task
When you add a Site Task to the job, it will appear as a separate task for the engineer to complete. A site task is used when you are unsure of a specific item of equipment or when the task is not related to a piece of equipment.
[Screenshot: Add Site Task]
You can edit the fields just like an equipment task, and you can also add a form.
Once you have added all the tasks to the job, click Initiate Raising Job.
At this point, you may receive a pop-up notifying you if there are any current jobs open for this customer and site. If there are, you can add these tasks to the open job or create a new job.
When you click Add Equipment Task, you’ll see a list showing any services due from a service contract at the top, and a list of equipment below.
You can either add a service or pick another piece of equipment for a repair job—this way, you can combine tasks into one visit for the engineer.
The Service Job will automatically fill in with more details based on the service type.
You can select one or more equipment items; these lines are added to the job, with each line being a separate task for the engineer to complete.
The text on the line for the repair job is editable, and if you add some text here, it will add to the overall description above.
You can edit the visit dates and times if needed, and also change the charge code for each task.
If you already know how long each task will take and how many engineers are needed, enter that information to help with scheduling later.
If you click None Selected in the Form column, you’ll be able to see if any forms have been assigned.
To add more forms, just click the Select form button at the top left of the Select form screen. This will open the full list of available options for you to choose from.
You can also delete any items in the list.
If you need to remove a Task, you can do this by selecting the bin icon from the Action Tray.
Adding a Site Task
Add Site & Equipment Tasks
You can add more Site or Equipment Tasks to the job if required. Site Tasks are call-outs to the site to carry out an activity with no specific items of equipment. Equipment Tasks are for work on other specific items of equipment at the site.
[Screenshot: Add Task options]
Add Equipment Task
When you click Add Equipment Task, you'll see a list showing any services due from a service contract at the top, and a list of equipment below.
You can either add a service or pick another piece of equipment for a repair job — this way, you can combine tasks into one visit for the engineer.
[Screenshot: Add Equipment Task]
The Service Job will automatically fill in with more details based on the service type.
You can select one or more equipment items; these lines are added to the job, with each line being a separate task for the engineer to complete.
When you add a second task, the screen switches to a tabbed layout — Task 1 and Task 2 — and you'll land on Task 2 by default. Once a second task is added, the Site Name at job level becomes fixed and can't be changed, and all equipment information for Task 1 is retained in its own tab.
Task 1 can't be deleted. Any additional task has a three-dot menu with the option to delete it — if you remove a task, the screen returns to the standard single-job layout without tabs.
[Callout, green style]: When a new task is added, the charge code on Task 1 initially inherits the job-level charge code. If you then change Task 1's charge code while multiple tasks are active, and later remove the extra task, Task 1 automatically realigns to the job-level charge code — a banner confirms this ("The charge code for Task 1 has now been aligned with the job charge code"), which clears after 5 seconds.
If you need to remove a Task, you can do this from the three-dot menu.
Review a Job
You can review any job by going to Job Control.
Find the job you just created and select Edit from the Action Tray.
You can edit some fields in this window. If you need to, you can change the site or job address.
If you know which engineer will handle the job, you can add them here.
Open the selector via the edit icon.
Click the ellipsis (...) next to Engineer No. to open the Select Engineer screen.
You can include engineers from other branches and filter by geographical areas if you've set these for your engineers.
You can also view Engineers’ Skills. This list will only show those with the skills you selected earlier. It will also display their geographical areas, branches, status, teams, and team managers where applicable.
Add the engineer to the list. If you need to send more than one, repeat these steps.