Jobs can be created, scheduled or unscheduled for specific team members. These are then sent to the team members in the field, who will sync from the cloud using the Klipboard mobile app.

Team Members will receive their jobs containing your client's information, location details for directions, relevant notes, Workflow Forms for data capture, Products or services associated with the job, attached PDF Documents, and any Assets at that Client location, as well as Service Records for any Assets due servicing. You can create a new job by going to Jobs > New Job or by pressing the Quick Create button.

How to Create & Schedule New Job for a Specific Client.

How to create a New Job from the Job Dashboard.

How to create a job for multiple team members.

Job Details.

Mobile Workflow Forms.

Job Documents.

Add Products or Services.

Schedule Job.

Asset Management.

Quotes & Invoices.

To create a new job for a team (multiple team members) to be assigned, please read the following article here.

To create a new job, you need to complete the fields below and assign it to a team member.

Job Number – This will be auto-assigned upon the creation of the job.

​Job Name - This is where you name the Job. i.e., PO Number, Description, etc

Categories - Specify the category of the job; a job can have more than one category if required. Categories for jobs can be set up in the "Categories" section on the web dashboard.
​Client - Select your Client.
​Location - If a client has multiple locations, you can select the specific location from the dropdown list.
​Job Notes - This is where you can leave any important job notes for the field team member. These can be up to 4000 characters, which is the equivalent of an A4 page

Schedule & Assign Job: Select Field Team Member: Select your field team member who will be assigned the job.

Option to Choose a Recurring Job – You can select where you want to create a recurring job and either assign team members immediately or leave it unassigned. The job can also be dispatched and assigned later via the scheduler.

Form Groups: Here, you can select a predetermined collection of forms to use specifically to the job. For more information on Workflow Form Groups, click here.

Mandatory Forms: Select your mandatory workflow and up to four additional workflow forms (if more are required, contact Klipboard support to increase the maximum number allowed).

Add Additional Forms: If you do not have a form group set up, you can select a mandatory form and any additional forms that you may require.

Copy From Previous: Here, you can access the workflow forms from previously completed jobs at this location. A copy of the completed Mandatory Workflow Form that was completed on the previous job will be downloaded to the Mobile team members' devices, where they can edit and update it as required.

You can select which document you want to appear on the job—this document is linked from the client’s section. On the Job Photos and Documents tab, clicking the Add Document button will give you the option to attach as many PDF documents to the job as needed. This allows your field team members, via the app, to view these documents directly on the job.

You can search for any PDF document you have previously uploaded to your Klipboard account via the Documents section, or upload a new PDF directly from your computer. Simply tick the checkboxes next to the PDF documents you wish to attach to the job.

When you select the Product & Service Items tab, you will have the option to choose items from the Associated Quote, which will automatically populate the items on the job. You can also manually add specific products or services to the job. A sidebar will appear, allowing you to enter the details for the required service or product, or select one from your inventory by clicking the arrow shown below.

Please note that only products require a product code. For more information on the Inventory section please press here.

At this point, you can click "Save & Finish," and the job will be saved to Unassigned, allowing you to assign it by dragging and dropping it onto the Scheduler later.

Or you can click "Save & Create Another," and you will be taken to the Scheduling step.

The screen shows you the schedule specifically for that field team member, where you can specify the day and time when the job will take place by selecting a day in the calendar by double-clicking on the slot.

Select Job Date & Time – When you click on the day and time, a pop-up will appear, allowing you to select the start date and time as well as the end date and time. Once selected, these will appear on the team member’s calendar/schedule.

You can make this job a recurring job by selecting the Recurring Job option and you can set how far into the future the job will recur, for i.e, the number of days, weeks, months, or years; and the frequency of the recurrence, i.e., weekdays, Weekly, Monthly, and yearly. (Please note the recurring option is only shown if the job has no more than one mobile workflow form attached.)

Once you have saved the details, the date will appear in the calendar.

Send Client SMS Scheduled Job Notification - Klipboard can send text message reminders to clients of upcoming scheduled jobs. Please note: SMS Text message notifications are currently available in the US, Canada, UK, and Ireland on the Professional Plan. For other countries, please contact us via the instant chat channel. For more information, please click here.

Add Support Team: As you have Teams as part of your Klipboard subscription, you will be given the option to add a support team (please note the support team option will only be shown if the job is not recurring).

We will run some smart background algorithms and work out who is available according to the date and time you have chosen for the job. This ensures Support Team Members cannot be scheduled for jobs when they are already assigned to another job with the same date and time.

Available Support Team Members will be listed and can be selected and assigned to the job as a Support Team Member. For further information on Teams, please read the following article here.

At this point, you can click "Save & Finish," and the job will be saved to Assigned Jobs.

Or you can click "Save & Next Step," and you will be taken to the Asset Management step. (Please note only applicable if you have our Asset Management features as part of your subscription.)

When presented with the Asset Management tab, you will be presented with two options:

Planned Preventive Maintenance Tab, which will show you assets due for servicing for that client location. For information on creating jobs for Planned Preventive Maintenance, please read the following article here.

Or "Reactive Maintenance Tab," which will show you all assets at that client location, upon which you can search and choose the appropriate asset/s for Reactive Maintenance. For information on creating jobs for Reactive Maintenance, please read the following article here.

At this point, you can click "Save & Finish," and the job will be saved to Assigned Jobs.

Or you can click "Save & Create Another," and you will be taken to the Create Another Job.

Associated Quote: You can associate a client Quote with the job (a quote will be automatically associated if you have converted a quote to a job). When the job is completed, you can raise the invoice from that job - it will pull over the details from the Quote associated and also add in anything else that may have been used on the job.

Invoice Reminder: You can set a reminder to invoice once the job is completed

At this point, you can click "Save & Finish," and the job will be saved to Assigned Jobs.

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