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

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/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.

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.

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

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

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

Today's 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.

Make an Email or Text Template

What is an Email or Text Template?

These are Emails or Texts that you have written for a particular purpose and saved for future use.  Typically you spend a little time on these so they are just as you want them.  For example, you can enter placeholders for the customer name.  You might also have a footer with your company info and logo (for emails, not texts).

View our Video About Email Templates

An example email reminder
An example email list

Making an Email Template

You create your email templates using the WorkWell Command Center email tool.  Templates cannot be created using the Mobile App.

To create your template, open the Email Composer (you can click on an email link - or open a Customer Form or the Customer Table and click on an email link).  This will open the Email Composer.  Then just prepare an email like you normally do.  In the example below, we are writing an email saying simply that we are On Our Way and on time.

Prepare your Template Using the Email Composer

Notice that we have inserted a few Placeholders in the Email (the keywords surrounded by the %% characters, like %%CustomerName%%.  Using these, we make the Email Template very flexible - we don't have to know in advance who the email is intended for, nor do we need to know which worker in your company is sending it or even when it is sent.  This example uses 4 placeholders:

• CustomerName
• MyName
• JobDayTime
• MyCompany

The correct names and times will replace these placeholders when the email is actually sent.

Use the 'Insert Placeholder' pulldown, as shown below, to insert the placeholders in your email.  If you enter a placeholder by typing it in, don't forget to surround it with the pair of percent characters, like %%MyName%%.

Make sure you give the email a suitable Subject - in this example, we gave it the subject 'On My Way'.  When used in the future as a template, you will use the Subject to identify it.

When the email is just the way you want it, click the 'Add To Templates' button.  Now the email will be reusable for future emails sent for any Customer, Lead or Worker that is sent from the WorkWell Command Center or Mobile App.

To reuse the email, click on 'Choose Template' button.  The Email Template list will pop up, as shown below.  Scroll to find the template you want and click on the check icon to choose it.

If you are using the Mobile App, then you select the template like shown below:

Making a Text Template

Text Templates are created the same way as Email Templates.  When you write a text, the Text Composer allows you to save the Text as a Template.

Sending Customer Reminders while you are in the Field

When you are on the road or at the job site, wouldn't you love to keep your customer updated without taking much time or effort?  Your customers would certainly appreciate it and you may find that updating customers is the easiest way to earn great reviews!

Many service professionals are in the habit of sending Reminder and On-My-Way messages to let the customer know that you haven't forgotten them and that you expect to be on time.  If you are running late, nothing helps more than to inform your customer that you will not be on time and let them know how late you expect to be.  Customers understand that you cannot always predict with 100% accuracy how long the jobs you have scheduled before theirs will take.  Customers understand that things come up that you cannot always foresee.  But customers may not forgive you being late without informing them.  It is very aggravating to be waiting around for a service professional to show up at your home or business and find that they are an hour late.  At least if you inform them, they can attend to other business.

With the WorkWell Mobile App, it is quick and easy to keep your customer informed.

Open the Job

On the Mobile App, open the job.  Either go to the job list and tap on the next job or go to the Schedule and tap on the job.  The Detailed Job view will open.

Choose an Email and Send

From the Detailed Job view, tap on the Email icon.

The Email Template chooser will appear.  From this, scroll to the Email Template you want and then tap on 'Select From Above'.  You can instead write the email yourself - tap on 'Nevermind ...' and a text entry widget will appear for you to write an email.  The email will then appear for you, ready to send.  Review it and tap on 'Send'.

Email Template Chooser and Resulting Email

Choose a Text and Send

The procedure is the same for sending texts.  Scroll down in the Detailed Job view to the Text item.  Tap on the Text icon.

The Text Template chooser will appear.  From this, scroll to the Text Template you want and then tap on 'Select From Above'.  You can instead write the text yourself - tap on 'Nevermind ...' and a text entry widget will appear for you to write a text.  The text will then appear for you, ready to send.  Review it and tap on the send icon - for the iPhone, it is the green up arrow.

Create Your Email & Text Templates

Make An Email or Text Template

Employee Privileges

If you are the administrator, you have privileges for all the Command Center and Mobile App features and you are responsible for setting the privileges for your company's employees.

  
To assign privileges for an employee, you must be your organization's WorkWell Software administrator.  In the Command Center (you cannot do this in the Mobile App), open 'User Management' under the 'Admin' pull-down menu in the Navigation Bar at top.  Select the employee from the User List.

User Table

The Privileges Table, as shown below, is part of the User Edit form that pops up.

Privileges Setup

Command Center and or Mobile App Access

First, check the 'Command Center' and/or 'Mobile App' buttons to allow your user to access either the Command Center or the Mobile App or both.  For example, you might allow an employee who works only in the field to access the Mobile App and not allow any access to the Command Center.  Conversely, an office employee will need access to the Command Center but might not require Mobile App access.

View, Add, Modify, Delete Privileges

Next, you will need to assign your employee specific privileges to access the several types of information.  You can separately grant access to Customer, Lead, Job, Quote, Expense, Service and Chart information.  Further, for each type of information, you can assign privileges to be able to just View the information, Add new information, Modify existing information and Delete information.  

For example, you might allow View privileges to Customer, Job, Services and Quote information.  Add and Modify privileges to Job and Quote information.  But not allow Delete privileges for any information.  This would accomplish the following:

1. It allows the employee to create new jobs and view existing jobs.
2. The employee is able to access Customer information but cannot change any existing Customer information.  The employee could not Add new employees - this could be a problem if the employee needs to create a new Job for a customer that isn't already in the system.
3. Prevents all access to your Lead and Expense Database.
4. It allows the employee to use the Services information to create new jobs, but prevents the employee from making any changes to the Services Information.
5. Prevents the employee from seeing how the company is doing via the Charts.

The 'All' column enables you to further restrict access - currently only for Job information.  If 'All' is checked in the Job row, then the selected View/Add/Modify/Delete privileges apply to all jobs.  If not checked, then they apply only to jobs that the employee is responsible for (the employee is assigned within the job as an assigned worker).  This enables you to restrict an employee from seeing the jobs that other employees have been assigned.