@ MENTION

This is how you email another team member directly from a job. Go to the notes section and type the “@” symbol.  If the team member replies back to your mention email, then their email response will show up in the job too. 

ACTIVITY

Similar to the notes section within a job. You can use this for internal communication throughout your firm by using the @mention feature or to store any client-specific details separate from a job.

ACTUAL INTERNAL COST

Spent time multiplied by the amount of money you pay the person to do the job.

ALLOCATED TIME/PREDICTED DURATION

Expected time/duration for the job to be completed. Consider this your budgeted time. You will need to put “h” for hours. 

BILLABLE HOURLY AMOUNT

Amount per hour you charge a client for your employee’s time.

BILLING MODEL TYPE

There are four billing model types and setting the is how Jetpack can determine how much you charge customers.

STAFF HOURLY - You bill the customer by the hour for this job and whatever external hourly rates you have in Jetpack on employee profiles will be used to calculate the external billing amount. Each employee can have a different hourly rate and all time entries uploaded by employees will be added together for a total amount. 

SERVICE HOURLY - All times uploaded to this job will be put under a single hourly rate you charge for this type of service. It doesn’t matter which employee uploaded the time, the time will be billed at this rate.

FIXED FEE - You don’t bill by the hour at all and only charge a flat fee.

COMPLIMENTARY - You don’t charge for this service. 

CALENDAR TAB

It is the visualization of the jobs tab on a calendar, so you can see all of the jobs or tasks on the day they are due. You can also color code it and limit your view of work to certain people by clicking their name on the right. Each job is hyperlinked so you can click the name to zoom in on that job. 

CLIENT PROFILE

Where you can view client-specific information (such as contact information, jobs you are doing for the client, activity, or notes). You can also email the client here and upload documents generally related to the client rather than a specific job of the client’s.

CLIENTS TAB

This is where you can see your entire client list. You can also search for a client in the search bar in the top right to be brought to that client’s profile screen. You can also select a tag to narrow down your client list. You can import, export the client list, and add individual clients from this screen. This is where you go if you want to drill down to a specific client.

COMPLETED JOBS

Your permanent project history. Go here to see all past completed jobs. (Jobs tab, Status Filter, Completed)

DASHBOARD TAB

This is where you go to get the pulse of your firm. You can see snapshots of all of the work coming in over next 2 weeks as well as the hours associated with those jobs/task. You can also see your firm’s labels, job status, and time capacity. 

DATE IN

The date your client drops off work to be done or the date your firm begins work on a job. Each firm defines this for themselves.  

DATE OUT

The internal due date to get a job done in your firm. 

DOCUMENTS

You have unlimited cloud storage with your Jetpack subscription. You can add documents to the job, to the task, or to the client profile screen. Documents do not recur but they are permanently stored in the completed area so you can go back at any time to see previous work. 

DUE DATE

The date by which a job needs to be completed or you will face a penalty. Think of your due date as the statutory deadline. It’s the “can’t slip” date. 

EMAIL CLIENT

This allows you to email clients directly from the job you’re working on or from within the client profile. Look for the "Email Client” above the notes section on the right side of the screen. 

EMAIL INTEGRATIONS

You can link your Gmail, Outlook or Microsoft 365 with Jetpack. We do not store the emails you email to clients on jobs due to confidentiality concerns. If you would like a record of the emails you’ve sent, then you will need to integrate with your email provider. 

EMAIL NOTIFICATIONS

Automatic emails that get sent to you when someone else does something in Jetpack. You can find these in the settings. Hover over your name in the top right and click the settings from the drop down. 

EMAIL TEMPLATE

Templates that you can use over and over to email your clients with. Take some time to add an email template to save time in the future. You should definitely make a template for “Missing client info.” That way you can use it again and again and get your whole team using the same wording. You can find your email templates in the settings. Hover over your name in the top right of the screen and click the settings from the drop down. 

EXTERNAL BILLING

This column in the metrics report is dependent on the billing model type of the job. You can bill by the hour, have a fixed fee, service fee by the hour, or make the work complimentary. To read more about billing types, look above for “Billing Model.” 

INTERNAL HOURLY RATE

The amount you pay an employee per hour.

JOB

Anything a client will pay you to do. You may call this a project or an engagement. But, if your client is paying you to do something and you want to track it, you want to create a job. Jobs contain tasks. You should bundle tasks that have to be done on the same set schedule within the same job. You can have unlimited jobs and making jobs automatically repeat will keep your client work from falling through the cracks. 

JOB DESCRIPTION

The description section is where you can put your instructions for the job. You can put in how you want a job completed. “Only log into this account on Tuesdays at 5 pm” or “Remember, this guy has 8 dependents” or “ Go to Bank of America www.bankofamerica.com and do XYZ”. All of these are good examples of what you can use the descriptions in jobs for. Descriptions will be copied forward into future instances of a job as long as the job has not already repeated itself. 

JOB MANAGER

A Job Manager manages the job. The Job Manager is the point person for getting a job done. Job Managers can be assigned to the job level and, when assigned, all empty tasks in the job will be assigned to the job manager. This helps with assignments because the job manager will assign out the tasks in the job to the staff members responsible for completing those tasks. Managers get the work done and will only see those jobs they’re assigned to by default. If you want a job manager to see jobs they are not assigned to, then you must give the Job Manager the “view all” permission on the employee profile.  

JOBS TAB

This tab gives you a 10,000-foot view of work across all clients. You can mass edit, assign, or delete jobs here. You can even create instant reports by exporting the list to Excel. If you want to see jobs across multiple clients, you should come to the jobs tab. 

LABEL

A label is a global communication tool because everyone on a job will see the label. Each account only has 7 labels so be sure to get the whole team on board for what your labels mean. Labels do not recur with jobs. A great use of a label is our “Missing Information” best practice in the knowledge database. You cannot mass apply labels. 

MANAGE MY TEAM

This can be found by hovering over your name on the top right and choosing this option. This is where you can add a user or change an existing team member’s roles, permissions, email, external billable rate, internal billable rate, or color code on the calendar.

MASS EDIT

You can mass edit a lot of attributes on jobs. For example, you can mass edit Title, Due date, Repeat, Manager, Partner, Predicted duration, and Turnaround time. You can also mass edit tasks by changing assignments, due dates, task dependencies, or what the words of the task say. You can only ever edit 100 jobs or tasks at a time. And you cannot mass edit all tasks if you are using task dependencies. 

MASTER TIME LOG

This is where you enter time spent on the job as a whole. Feel free to add a description to say what you were doing. 

MY WORK

This is where each team member should go to see what tasks they need to be working on in this moment. Owners of the account have access to their own 'my work' view and can see their team members' view as well. It is a subtab of the Jobs tab, and it is broken up into three groupings of tasks

TASKS WHERE I'M NEXT UP

OVERDUE

UPCOMING

NOTE

A timestamped notation viewable by anyone who can see the job. This is a great place for you to add what’s missing in a job or to @ mention your teammates. 

OWNER

Whoever created the account is the owner. An owner is a person with the most access within Jetpack as they can see all and do all in the app. 

PERMISSIONS

This is where you set what your employees can or cannot do in Jetpack. There are system defaults for each role, but you can customize to fit your firm. If you want all of your employees to view all, you must give each employee the “view all” permission for “jobs”, “tasks”, “clients”, or “staff”. Generally though, the owner is the only person who should have “staff” permissions of any kind because it is what allows a user to set what other users can do. You may also want to remove the trash permissions so your employees don’t accidentally delete out a job or task. Deletion is permanent in Jetpack. We can never bring anything back.  

PROFITABILITY

External billing minus actual internal cost equals profit. This not automatically calculated in Jetpack. You will need to create a formula on the metrics report. 

PROJECTED INTERNAL COST

Allocated time multiplied by the amount you pay the person to do the job.

QUICK COMPLETE

When you check this box, it completes all tasks within the job. This green bubble is located to the left of every job name on the jobs tab. 

REPEAT EXCEPTIONS

The only repeat exception is “weekly on weekends.” When you select this option, if a job automatically repeats with a due date on the weekend in the future, then that future due date will be pushed back to the Friday before the weekend. 

REPEAT/RECURRENCE

Our repeat/recurrence is what keeps your work from falling through the cracks. The repeat just means our software automatically creates jobs for you. How and when will we create those jobs for you? First, you have to set a job to be due and give it a repeat schedule. Once you save the job profile, for the next 10 minutes, you can make as many changes as you need to on that job's profile before the recurrence copies out jobs for the next 3 months. After 10 minutes has passed, the system automatically creates 3 months' worth of jobs for you to help with capacity planning. Once you're working on jobs and tasks inside of your account, if you miss a due date, that job will be outstanding (overdue) in your account until you check it off as complete. Nothing can fall through the cracks - ever. 

ROLE

The hierarchy system for users within Jetpack. All roles have system defaults for permissions within Jetpack which can be changed. Roles are Staff, Manager or Owner.

SETTINGS

Where you go to set your labels, email notifications, integrations, email templates, default timers, and more! Hover over your name in the top right of the screen and click “settings” from the drop down menu. 

SPENT TIME

Actual time to get the job done.

STAFF

This role is at the bottom of the totem pole and is the person with the least access within Jetpack. A staff member only has permissions to affect tasks and may only see those tasks they are assigned to on the task sub-tab or in My Work. But remember, if a staff member has a task in a job, the staff will see the job and any client attached to that job. 

STATUS

This is an automatic state for every job in the system. Our software will change the state automatically. 

PENDING - No tasks have been completed. 

IN PROGRESS - At least one task has been completed.

COMPLETED - A completed job stored forever.

SUBTASKS

This is a child task that can be created from the parent task. The subtask is not dependent on the task being completed, nor is the task dependent on the subtask being completed. You can check or not check subtasks - they are just a checklist. It can be created by inserting dash, space, open bracket, space, close bracket, space( - [ ] ).

TAGS

A way to segment your client list based on what you do for each client. Tags allow you to mass apply your templates to clients with certain tags. For example, if you tag every 1040 client with “1040”, then you can duplicate your 1040 template only to those clients with the “1040” tag. 

TASK

A step within a job that needs to be completed. You should create a task for any activity that you want to track and make sure your employees are completing in each job. Each task list in each job can be customized to each client. In this way, you can create a different workflow for each client and ensure you follow those and only those steps for each client. You can also assign each task to a different team member. 

TASK DESCRIPTION

You can put additional instructions in regards to the specific task. You can also create subtasks within the description area. Think of the description area as instructions for how to complete the task.

TASK SUB TAB

Go to the task sub-tab to see a list of all tasks across all jobs for all clients. The task subtab can be found on the jobs tab. 

TASK TIME LOGS

You can upload time to each task within a job. This says, “I spent X amount of time on this task.” A description for your time entry might not be necessary. This is a more specific time entry than the “master time log” option. 

TEMPLATE

A template is a standardized procedure that is meant to be used again and again to create jobs for clients. It is a tool for creating jobs. You don’t want to make templates client-specific. Your template should contain those tasks you have to do for every client but not all tasks you have to do for all clients. Templates are not jobs but they do help you make jobs. They are found in your template subtab of the jobs tab.

TIME LOGS

Your history of time entered on a job or task. Both jobs and tasks have time logs. You can export your time uploaded to our servers in a report.

TIMERS

How you and your staff will upload time to our servers. By uploading time, you’re saying “It took me X amount of time to do this.” When you use our timers, we can give you budgeted versus actual on every task for every job for every client for the entire life of your account. Our timers will tell you actual time spent. 

TURNAROUND TIME

The time from when something enters your firm to when it leaves your firm. Also known as the “throughput” of your firm. For example, if a client drops work off on the 1st of the month and you want to complete the work within 14 days of the client dropping off their work, then 14 days is your turnaround time. If you put turnaround times on jobs and enter an “in date”, then the “out date” will automatically populate according to the in date. 

WORKFLOW LIBRARY

Free pre-made workflows (templates) you can bring into your account and edit.
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