How to Create a Job

Creating a New Job

When creating a job, the first step is to select the client the work relates to.

You can either:

• Select an existing client.

• Create the client beforehand from the Clients area.

• Start typing the client's name within the Client field when creating the job and create them from there if they do not already exist.

Once the client has been selected, enter a Job Title to clearly identify the work being carried out.

You can then choose whether the job is:

• Single – for a one-off piece of work.

• Recurring – for work that needs to repeat on an ongoing schedule.

You can also add a Description containing any additional details or instructions relating to the job.

Creating a Single Job

A single job is used when the work only needs to take place once.

To schedule a single job, complete the scheduling information including:

• Duration – how long the job is expected to take.

• Start Date – the date the job will take place.

• Start Time – the time the job should begin.

• Team Member – the person who will carry out the work.

All required scheduling fields must be completed before the Schedule Now button becomes available.

Once these details have been entered, selecting Schedule Now will add the job directly to the Work Ninja calendar.

If the job does not yet contain all of the information required for scheduling, you can still create it. Work Ninja will create the job and its first visit, which can then be scheduled later.

Creating a Recurring Job

Recurring jobs are useful for work that takes place repeatedly, such as weekly maintenance, monthly servicing or regular customer visits.

After selecting Recurring, additional scheduling options will become available.

You can configure:

• How often the job repeats.

• When the job repeats, such as a particular day of the week or day of the month.

• The time of day the visit should take place.

• The starting date for the recurring schedule.

• The duration of each visit.

• The team member responsible for carrying out the work.

• How long the recurring schedule should continue.

The recurring period can be configured in weeks, months or years, or it can be set to continue indefinitely.

Once all required information has been completed and a team member has been assigned, the Schedule Now button will become available.

Selecting this will schedule the recurring job based on the settings you have chosen.

Adding Line Items to a Job

You can also add Line Items while creating a job.

Line items are particularly useful when you expect to invoice the customer after the work has been completed. They allow you to record the products or services associated with the job so that this information can later be carried across when converting the job into an invoice.

Adding line items when the job is created can help reduce administration later, particularly where the price or services being delivered are already known.

Saving and Scheduling the Job

Once you have finished entering the job information, save the job.

If all of the required scheduling information has been provided, the job can be scheduled directly into the calendar.

If the scheduling details are incomplete, the job and its first visit will still be created, allowing you to return and schedule the visit when the required information becomes available.

A job can contain multiple visits, so additional appointments can be added where the work needs to take place across more than one visit.

How Recurring Jobs Continue

Recurring jobs work slightly differently from single jobs.

Once all visits belonging to the current recurring job have been completed, Work Ninja will automatically create the next job based on the recurring schedule you originally configured.

For example, if a job has been configured to repeat every month, completing the current job will allow Work Ninja to generate the next job according to that schedule.

This means you do not need to manually create each future job.

Managing a Job After Creation

After creating a job, open its Job View page to manage it.

From here, depending on your permissions and the status of the job, you can perform actions including:

• Schedule or reschedule visits.

• Edit the job.

• Assign or change team members.

• Add additional visits.

• Complete the job.

• Add or complete reports.

• Convert the job into an invoice.

• View information and activity associated with the job.

The Job View page acts as the main area for managing the job throughout its lifecycle, from creation and scheduling through to completion and invoicing.

Important

The Schedule Now option will only become available once all of the information required to schedule the job has been completed.

If the button is not showing, check that the required date, time, duration and team member information has been entered.