Jobs and visits.

Every repair is a job. A job can have several visits, usually one to diagnose and one to come back with the part.

Job stages

Each job sits in one stage:

1. New request
2. Scheduled
3. Diagnosed
4. Waiting for parts
5. Repaired
6. Paid
7. Cancelled

Most moves happen by themselves. Booking a visit moves a new request to Scheduled. Adding a part moves the job to Waiting for parts. Finishing a visit as fixed moves it to Repaired. A fully paid invoice moves a repaired job to Paid. Office staff can also change the stage by hand with the drop-down at the top right of the job.

The Next step box

The top of every job shows a Next step, like "Book the diagnosis visit", "Order the parts" or "Parts are in: book the return visit". Most have a button that does it, such as Book visit, Mark parts ordered, Parts arrived, Create invoice or Record payment. Follow the box and two-visit jobs don't get forgotten.

Add a phone booking

1. Go to Jobs and click New job.
2. Under Customer, use Returning customer? Find them to search by name, phone or street. Pick them and their details fill in. Their appliances show too, so you can pick the same fridge as last time.
3. For a new customer, fill in Full name and a Phone or Email.
4. Under Appliance, set Who pays. For warranty jobs also fill in Warranty company, Authorization # and Dispatch #.
5. Pick the Appliance and Brand, and add the Model number, Serial number, What is it doing?, the Error code and Gate code, parking, pets.
6. Set How did they find you? This feeds the "Where jobs come from" report.
7. Under First visit, pick the Date, Time window and Technician. Check the Service call fee.
8. Leave Email the customer the visit time ticked to send a confirmation.
9. Click Create job. Jobs are numbered J-1001, J-1002 and so on.

The job screen

• Customer. Tap to call, email or open the address in Google Maps. Customer history shows past jobs.
• Appliance. Click Edit to add the model, serial, Year made and Where in the home. Use Photo of the model sticker to snap the rating plate. Earlier repairs on this appliance lists past jobs on the same unit.
• Problem and diagnosis. What the customer said, the error code and your diagnosis. Click Save. Use Add photo for photos of the fault.
• Who pays. See Warranty claims.
• Visits, Parts, Estimates and invoices and Payments.
• Activity. Every change is logged with who did it. Use Add a note for anything else.

Book a visit

1. On the job, click Book visit.
2. Choose the Visit type: Diagnosis, Repair (return with parts) or Follow-up.
3. Pick the Date, Time window and Technician. If the customer asked for a day on the booking form, it is filled in for the first visit.
4. Leave Email the customer the visit time ticked to send the booking email with a calendar file.
5. Click Book visit.

The day before, the customer gets a reminder email automatically. See Emails.

When the visit is over, click Done next to it. PartsDue asks What happened? See Closing a visit.

The schedule

Schedule shows one week at a time, Monday to Sunday. Use the arrows to move between weeks and This week to come back. Office staff can filter by technician or show Everyone. Click any visit to open its job.

Find a job

On Jobs, search by name, phone, model, serial or job number. Use the stage drop-down to show Open jobs, one stage, or All. Customers in the menu lists every customer with their appliances and jobs.

Cancel or delete a job

To stop a job, set its stage to Cancelled. Delete job, at the bottom of the job, removes it with its visits, parts, estimates and invoices for good. A job that has payments can't be deleted, so your books stay complete. Cancel it instead.