📝Introduction to Job Instructions
Chronotek Pro’s Job Instruction feature helps businesses efficiently create, manage, and share job-specific and company-wide instructions. Stored in a centralized library, these instructions remain accessible across shifts, ensuring consistency, minimizing redundancy, and reducing confusion. They can also be used to post tasks, providing employees with clear, actionable guidance.
This guide will walk you through:
Types of job instructions
Where to find job instructions
How to create and link instructions
Managing shared and job-specific instructions
Searching for specific instructions
Customizing instruction order for each job
How employees access instructions on the mobile app
Job-Specific vs. Company-Wide Instructions
Instructions in Chronotek Pro can be job-specific or company-wide, meaning:
Job-Specific Instructions apply only to a particular job and remain the same across all shifts.
Company-Wide Instructions (such as training policies or emergency protocols) can be linked to multiple jobs for consistency.
🗝️Key Benefit:
A single instruction can be shared across multiple jobs, ensuring consistency and reducing manual updates. ⚠️However, be cautious when editing shared instructions. Changes apply to all linked jobs, which may not be appropriate for every location.
🔗Creating and Linking Instructions
Chronotek Pro uses a Job Instruction Library where you can create and store snippets of instructions.
How to Create a New Instruction in the Job Instruction Library
Go to List Management under the gear cog > Instructions > Job Instruction Library
Click the + button to add job instruction
Fill in:
Title: A clear, concise name for the instruction.
Details: Steps, guidelines, or other critical information. Use bold text, headings, and bullet points for clarity.
Images or URLs: Add links to training videos, documents, or additional resources.
Preview the instructions to know how they will look on the app.
Check the Supervisor Only box for instructions specifically for them.
Save the instructions. Once saved, the new instruction will be available in the Job Instruction Library to link to jobs.
Example Use Case:
If you manage a janitorial team and need a bathroom cleaning task list for all job sites, create a single instruction and link it to multiple jobs—eliminating the need to manually add or update each one individually.
💡Pro Tip: Enter your instructions into ChatGPT to generate well-formatted, structured content that you can easily copy and paste into the instruction editor.
➕How to Link Instructions to Jobs
Once you've created a set of instructions, it's time to assign them to a job or multiple jobs. Follow these steps:
🏢 Link Instructions to a Single Job
Go to List Management, Instructions, click “Link Job Instructions to Jobs”
Toggle to Jobs and select the job.
Click the + (Plus) button to link instructions to this job.
Select the unlinked instruction from the list.
Use the arrow to move it to the Linked Instructions section.
Click Save to confirm.
🏢🏢🏢 Link Instructions to Multiple Jobs
Go to List Management, Instructions, click “Link Job Instructions to Jobs”
Toggle to Instructions and select the instruction you want to assign.
Click the + (Plus) button to link jobs to this instruction.
Under Available Jobs Not Assigned, select the jobs you want to link.
Use the arrow to move them to Selected Jobs to Assign.
Click Save to apply the changes.
To remove an instruction from a job, go to the Linked Instructions section, select the instruction, and click Unlink.
🪟Managing and Viewing Instructions
The Instructions Panel in List Management provides a comprehensive view of all job instructions, making it easy to manage, edit, and link them efficiently. You can manage instructions from two key screens:
1 - Job Instruction Library Screen
The Job Instruction Library lists all instructions along with key details:
Supervisor-Only Designation – Identifies instructions visible only to supervisors.
Last Changed Date & Edited By – Tracks recent updates.
Preview Icon – 🔎 Click to view the instruction content.
Delete Button – Remove instructions as needed.
Edit Instructions – Click any instruction to make changes.
Click the plus (+) button in the Job Instruction Library to add a new instruction.
2 - Linking Instructions to Jobs Screen
The Link Job Instructions to Jobs screen provides two toggle views:
Instructions View – See all jobs associated with each instruction.
Jobs View – See all instructions linked to each job.
Managing Instructions
Expand Rows – Click the double-down arrows to see all instructions assigned to a job.
Preview Instructions – Use the preview icon 🔎 to review instructions quickly.
Add & Link – Select an instruction or job, then click the plus (+) button to link instructions to jobs or jobs to instructions.
Unlink Instructions – Remove instructions from jobs directly from this screen.
🔢Customizing Instruction Order
You can customize each job's display order of instructions to ensure your employees see the most important information first.
How to Change the Instruction Order for a Job:
Go to List Management > Instructions > Link Job Instructions to Jobs.
Toggle to Jobs and select the job you want to adjust.
Locate the Linked Instructions section.
Click the up/down arrows to open the “Change Instruction Display Order” box.
Use the arrow controls to adjust the order.
Click Save to apply the changes.
Tip: Instruction order is customizable per job, allowing different jobs to prioritize different instructions as needed. Consider placing critical instructions (like emergency procedures or daily requirements) at the top of the list.
🔎Searching for Instructions
Finding specific instructions is easy using the search feature in the Job Instruction Library.
How to Search for Instructions:
Go to List Management > Instructions > Job Instruction Library or Link Job Instructions to Jobs
Use the search bar at the top.
Enter keywords related to the instruction (e.g., “restroom cleaning”).
Results will filter automatically, making it easy to locate specific instructions.
💡Tip: Quickly locate instructions in large libraries by searching for the title, relevant keywords, or the name of the last person who modified them.
📱Job Instructions on the Mobile App
Employees can view job instructions directly from the Chronotek Pro mobile app, ensuring they have real-time access to critical information.
How Employees Access Instructions on the Mobile App:
Open the Chronotek Pro mobile app.
Navigate to Jobs and select the assigned job.
Tap the Instructions tab to view linked instructions.
Instructions are displayed in clear, structured formatting (including text, images, and links).
Supervisor-only instructions are hidden from employees unless they have the appropriate permissions.
💡Tip: Employees can use mobile-friendly links to quickly access training videos or additional resources.
🔑 Key Points About Job Instructions
Centralized Management – Create, store, and manage job-specific or company-wide instructions in the Job Instruction Library.
Task Assignment – Use instructions to post tasks with images, URL links, and videos to provide employees with clear, visual guidance.
Preview Before Publishing – Use the preview feature to see how instructions and tasks will appear before assigning them.
Supervisor-Only Instructions – Restrict visibility for certain tasks and instructions so only supervisors can access them.
Easy Updates – Modify shared instructions once, and updates automatically apply to all linked jobs, saving time and reducing errors.
Find more answers to common questions in our Help Center. 😊