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Monday, July 8, 2019

Scheduling a new job

Schedule a New Job

So a customer calls and wants you to stop by next week, either Wednesday or Friday, to clean the carpets in her home.  How do you schedule her?

You can schedule from the WorkWell Command Center if you are on your computer or with the Mobile App if you are in the field.  The Command Center offers the most capability and we recommend you do most of your scheduling there.  But it is easy to add new jobs from the Mobile App too. 

Employees must be authorized with the appropriate privileges to create new jobs.  Setting Employee Privileges

Scheduling from the Command Center

View our Scheduling Video on YouTube.

The most direct way to create/schedule a job is to just open the 'New Job' form and fill out all the information.  How to open a 'New Job' form

New Job Form
New Job Form

In the 'When' box, choose the start date and time.  The end date and time will be set automatically from the services you select as line items (the services you have set up will have a default duration that you assign).  You can click 'Override' to set the end date and time yourself.
Job Start and End Date/Time
Job Start/End
But normally, you need to see when and where all your other jobs are already scheduled and who is responsible for these jobs.  Normally, you want to use the Scheduler.  Select 'Jobs' and Highlight by 'Workers'.  This will show all the jobs, color-coded by which worker is responsible for doing them.  Choose an available time on the day you would like to do the job - assign the job to an available worker.  Make sure jobs of the same color do not overlap - after all, a worker cannot be in two places at the same time.

Job Schedule
Schedule for This Week - Color-Coded by Worker
To create the job, double click on the calendar in the desired timeslot.  The 'New Job' form will pop up and allow you to enter the job information - like which customer, the worker(s) you are assigning to do the job, the line items describing the work, etc.

Of course, you also want to include job locations in your scheduling decisions.  Ideally, you schedule jobs and assign to available workers based on when a worker is already in the general area that the new job is located in.  For this, just open the Map page and take a look at where all the already scheduled jobs are located.  Under selection criteria, select a timeframe that covers the days you are considering for the new job - choose 'This Week', for example.  Also, choose the workers you want to colorize for.  The markers that appear will show you where the jobs are located and will be colored by worker.  The table below the map will give you the job details.  With this map view, you will be able to see if and when a worker is in the same town as the new job.

Location of Jobs This Week
Job Locations - Color-Coded by Worker

Scheduling from the Mobile App

On the Mobile App, you can view your schedule in a Month or Day view like shown.
Mobile App Calendar - Month & Day Views
Mobile App Calendar - Month & Day Views

When you decide the Date & Time for the new job, go to the Job List view and click the + icon in the upper right.

Job List - Click Plus Icon to Add New Job
Job List - Click Plus Icon to Add New Job

The New Job form will appear - choose the customer, select the job start date, time and duration.  Choose the services under Line items.  Etc.

New Job Form - Describe the Job
New Job Form - Describe the Job

Today TimeTable



The Command Center Dashboard

The Command Center Dashboard contains a grouping of Today's Activity widgets (and another of Tomorrow's Activity widgets).  This gives you a very quick and easy way to see the most immediate and important things that need to be done at the start of your day.  The idea is to consult the 'Today' widget in the morning to help prepare for the day ahead.  There is also a 'Tomorrow' widget that is handy for you to consult at the end of the day, to help prepare you for the day to come.

The following snapshot illustrates the collection of Today's Activity widgets.


Today's Activity

The Today Activity Widgets

There are 6 widgets, 4 tools, and 2 status indicators.

Status Indicators

The status indicators have a label, a green circular badge, and a next icon.  The following is an example of the 'Jobs' indicator.
An Example Today's Activity Job Status Indicator

It provides a quick status about the jobs scheduled for Today.  This one shows there are 9 jobs, with expected revenue of $3,890.61.  Click on the next icon to see additional status - the total hours of work booked for the day and a breakdown of hours booked per worker.

The 'Reminders' indicator is illustrated below.  This one shows that there are 5 reminders due today.  One of the Reminders is a Customer Action Item.  Click on the next icon to see how many of the other types of reminders are due today.
An Example Today's Reminder Status Indicator


Tools

To open any of the 4 tools ...

  • Click on the 'TimeTable' link to bring up Today's TimeTable.  More below ...
  • Click on the 'Schedule' link to bring up the Scheduler with today's jobs shown.   Here is a Scheduling Video that describes how to use the Command Center Scheduling View.
  • Click on the 'Details' link to bring up the Job Management Table view.  Here is a Job Management Tabular View Video that describes how to use the Job Tabular view.
  • Click on the 'Route' link to bring up a map view that includes optimized travel directions between the jobs.  Here is a Map and Route Planning Video that describes the mapping tools.

Today's TimeTable

Today's TimeTable has 2 tables.  The first gives the details of today's Jobs, the second the details of today's Reminders.

View our Video Tutorial about Today's TimeTable on YouTube.

Today's TimeTable


Today's Jobs

Each row of the Job TimeTable describes a job scheduled for today.  The following information appears for each job.
  • ID of the Job - Use this to find the job elsewhere, like the Job Management Table
  • Who is the customer?  Click on the Customer name if you want to make any changes to the customer information or view more detail about that customer.
  • What services are to be done at the job.  A list of the job's line items.
  • When is the job scheduled to be done - start and end time.
  • Where is the job located - customer address.  Click on the address to bring up a map.
  • Worker(s) responsible for doing the job
  • Amount you are charging the customer
  • Supplies that are needed for the job
  • Phone number of the customer
  • Email address of the customer.  Click on the email address to access the Email Compose and send the customer an email.
Your workers can access this information themselves while in the field by using the WorkWell Mobile App.  But you can also text your workers the TimeTable - click on the text icon at the top.

If you need to modify a job, just click on the job ID.  This will bring up the Job Edit form, allowing you to make any changes you need to make and see additional detail about the job.

Text Job Assignments to your Workers

Click on the 'Text to Workers' button in the TimeTable header to send today's job assignments to your workers.

Text to Worker Button

You will be prompted to select a worker from a list of all the workers on duty today.  Select one and the Text Composer will appear as shown below.  The text will be automatically prepared with 'To', 'From', 'Subject' and 'Message' completed.  You can edit the text if you wish.  Click 'Send' and today's assignment will be texted to the worker you selected.

Automatically Prepared Text of Worker Assignment


Today's Reminders

Reminders consist of any Action Items and/or Followups that are due today.

Each row of the Job TimeTable describes a reminder scheduled for today.  The following information appears for each reminder.
  • ID of the Job - Use this to find the job elsewhere, like the Job Management Table
  • Type of the Reminder.  A reminder could be a Customer, Lead or Job Followup or a Customer or Lead Action Item.
  • Who is the customer?  Click on the Customer name if you want to make any changes to the customer information or view more detail about that customer.
  • When is the reminder scheduled to be done?  Followups are assigned a date.  Action Items are assigned a date and start and end time.
  • Responsible Person identifies the worker responsible for completing the Reminder.  Applies to Action Items only.
  • Category identifies which of the categories you have assigned to the reminder.  Applies to Action Items only.
  • Action is an optional description of what the Reminder is about.  Applies to Action Items only.
Your workers can access this information themselves while in the field by using the WorkWell Mobile App.

If you need to modify a reminder, just click on the reminder ID.  This will bring up the Customer or Lead Edit form that contains the reminder.  You can then make any changes you need to make and see additional detail.

Schedule

Click on the 'Schedule' link to open the Schedule Calendar for Today.

Scheduling Blog Post
View our Scheduling Video on YouTube.

Details

Click on the 'Details' link to open the Job Management Tabular View with Today's Jobs listed.

View our Video Tutorial about the Job Management Tabular View on YouTube.

Route

Click on the Route link to open the Map View of Today's Jobs along with Routing displayed.

View our Video Tutorial about Job Routing on YouTube.