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Back in the Office - Adding Jobs and Job Visits

Creating a Job is the first functional stage of what GeoOp is really all about. To begin, hover over the Quick Links button on the top left corner of the screen. Then click Add Job.

 

Tip: You can also add a Job from the Scheduler & Job LIst screens, or individual Client records

When the Add Job screen loads, the left of the screen displays the fields you need to create the Job. On the right of the screen is the map area.

Tip: The map shows the last known location of all Staff that have been created on your account

Note: To fully enjoy this feature, all mobile Staff must have tracking turned on their mobile devices. See our GPS mapping article for further details.

Adding a New Job

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Required minimum fields to complete are highlighted red: Client, Job Location, and Job Title.

Client: When you type in this field you can select from the list of existing Clients that you’ve set up, or you can type a new Client name, then when you save this job they will be added to your Client list, with the address that you add here. Alternatively you can click the plus button to add a Client with full details at this point.

Bill To Other: This is commonly added directly to a Client on the create/edit Client page. This field is useful if you have work that you do for a Client, but different Client needs to be billed for the Job.

Click here for further details. However, if none has been added to the Client record, here you can add one to a single Job instead.

Job Location: If you type the Client’s address into the top Address field, GeoOp will look at official address info taken from Google Maps and try and find a match for you. Select the correct address from the drop down list - the rest of the details are populated for you and the map for the chosen address is shown.

Advanced User Tip: An extra feature to be aware of at this point is the pin on the map. Many addresses cover quite large sites. But with GeoOp you can move the pin to any specific point you want, which will in turn help your mobile staff find the exact spot they need to go to. We find this proves to be a great help to clients by reducing wasted time when staff get lost on large sites.

Job Title: The title of the Job. Job titles can be selected from the drop down list on this field to make the process quicker. This feature needs to be enabled by going to Settings > Company Account > Extra Features, and ticking the Dropdown Menu on Job Title checkbox. This means Job Titles used in the last 2 months will be available to re-use. This can help with data consistency and reporting.

Description: You can add extra details for the Job, or more information about the location.

Job Reference: This is a field that can be used in 2 ways: You can firstly leave this field blank. If you do that, when you save the Job, GeoOp will then assign a unique numerical reference. Or you can type your own reference here instead. To set a custom Job Reference increment, go to Settings > Company Account > Extra Features > Reference Increment.

Order number: This is for a Client’s purchase order or reference, and if entered will show on quotes and invoices. This number can also run through to Xero (if integrated) as a reference.

Other options to complete our Job are the Priority field, and the Status field that includes the Job Status options you may have tailored to your workflow in Company Settings. Typically this field would stay on the first option at this point.

If you don't want to schedule any time or Staff members for this Job, click the Leave as Unscheduled checkbox, and click Save, which will create an Unscheduled Job.

Adding Job Visits

What are Job Visits?

Job 'Visits' are the timeframes your Staff members are scheduled to be on a Job. We call them visits as this is a common phrase used by many GeoOp business types.

  • Each visit primarily consists of single Staff member and a timeframe.
  • You can also add some other basic data to each visit, which we'll detail below.
  • You can create as many visits as you wish on each GeoOp Job.
  • You can also choose to leave a Job with no scheduled visits at all. This is called an Unscheduled Job.

Adding Visits when creating a Job

You can add a Visit when you create a Job, simply by using the fields provided.

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The Add Visit popup

You can also add Visits to existing Jobs by going into the Job, and pressing Add Visits.

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When you add a visit, you have the following options:

Visit Start and Visit End dates and times. Depending on your account settings, instead of an end time you may see duration fields. This can be set in Settings > Company Account > Extra Features. In Extra Features you can also set the default duration of visits, and other time and date preferences.

You can also choose a Visit Label. This works in a similar way to the Job Title field, and could be used to broadly define the tasks required (eg 'Site Prep', 'Painting', 'Assessment' etc, depending on your business type). When you type in this field, you will have the option to select previously created labels.

Visit labels are used for sorting and grouping visits, but in the near future will also open up options for reporting and invoicing based on label.

The Visit Detail field is optional, and similar to the Job Description field. You can add any further details here for your mobile Staff to reference when on that visit.

Note: Visit Details added via the Add Visit popup will copy to all visits created in that Save. However, once the visits are created this information is not linked and would need to be edited separately.

Creating Visits as Unassigned

Unassigned Visits mean that there is a timeframe for the Visit, but no Staff members assigned. Unassigned Visits are useful if you know when that Job needs to be done, but you're not yet sure who can do it.

If you select this option the Staff assign box will be hidden. In its place you will have a dropdown to choose to create up to 10 unassigned visits. You can then assign these visits at a later date.

Note: If your Staff have the permissions to 'View Unassigned Jobs', they will be able to access these Jobs and assign themselves directly to unassigned visits.

Assigning Staff

When assigning Staff you can refine your list in 2 ways. Firstly you have a Workgroups filter. Workgroups can be set up under Settings. Choosing multiple Workgroups will cross reference your selections and return Staff only that fall within all of them. This can be a very powerful assigning aid, and should be carefully considered to best utilise your business knowledge of the Staff in your business.

You can also search for Staff members. The list below will further filter to show only staff matching your search criteria.

Select as many Staff as you wish, then click Save & Close to create visits and close the popup. Or click 'Save & Add Another' to create visits and leave the popup open to create further visits. Using this button will enable you to create a complex schedule of visits in the shortest possible time.

Reminder: If you select multiple Staff when adding visits, it will create separate visits for each Staff member. Once created, their information is not linked.

Note: You can only see which Staff are available at certain times (through the "Available", "Partly Available", and "Unavailable" tags under the Staff members in the Add Visit modal) if you have the View All Jobs permission set up in Staff Roles.

You can also add Jobs and Visits directly into the Scheduler. See Scheduling Jobs for more details.

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