A new job can be created in the Calendar view and List view by clicking on the New Job button.
You can also initiate the creation of a new job by clicking the (+ ) Add new button in the top right-hand corner of any page and selecting New job.
You can create one-off or recurring jobs, add tasks, notes, PO or work order numbers, tags, colour labels, add permanent invoice items to the job and set up / customise SMS job notifications.
New Job Page
Click into the search bar and start typing the contact details to search.
You can also click + Add new contact to create a new contact and pool.
(Note, a new job cannot be created unless there is a pool attached to the contact)
Click into the Job type search bar and either select or search a job type.
Job templates
Select a job template for the service you are booking. Templates let you reuse tasks, products, job type and duration, and can also provide default notes and a default recurrence. Review these details before creating the job and adjust them to suit the booking.
If the template is linked to a service profile, that profile is applied automatically when you select the template.
To create or edit templates, go to Setup → Jobs → Job templates. See Setup - Job templates for more information.
Service Profile
A service profile defines the structured information technicians record during a service. Check the Service Profile selected for the job. If your job template has a linked profile, it is selected automatically; you can also select a service profile when creating the job.
A service profile can require specific chemical tests. When the job is linked to that profile, those tests are enabled in the water test calculator, marked as required and cannot be removed. The water test cannot be saved while a required result is empty; a summary identifies the missing tests by name.
See Service Profiles for guidance on setting up profiles and managed fields.
Pool-specific service templates
For organisations using Routes, the pool record has a Service Template tab showing its default template, task settings, and any task overrides or custom tasks. These overrides and custom tasks apply only to that pool. Review the pool’s setup when checking its service requirements.
Job Tasks
This displays the tasks attached to the job or selected job template. Review the task list before creating the job. You can add or remove tasks for the booking as needed.
Click the trashcan icon to the right of the task to delete.
Click into the text box and add the text.
Click save in the task box to add it to the job.
Required tasks and task photos
For organisations using Routes, job templates can include the following task requirements:
Required: The visit cannot be completed while the task remains open.
Requires photo: The task cannot be completed until a photo is attached to that task.
On the job, task requirements are shown with a Required chip and a camera indicator. Each task has its own photo strip for adding, viewing and deleting photos. Attach the photo to the task that requires it. These requirements are enforced when completing the visit in the mobile app.
Regular jobs receive all tasks from the selected template.
Tags
Tags are used to identify something unique for the job, you can select from tags already created. Click the enter tags box and select an existing job tag or create a new tag by entering the required text and pressing enter on the keyboard.
Job Notes
If the selected job template includes default notes, review and edit them for this booking. Job notes are used to communicate details about the job internally and are not visible to the customer. If adding a note at the point of creating the job, and creating a recurring job, the note will be permanently attached to all following jobs.
Click into the job notes area and add the required text.
Colour Label
Colour labels are a visual way of categorising your jobs, and are visible from all calendar views, and the technician app.
Click on the colour label area
Select an existing colour label from the drop-down selections
You can also click on Add New to create a new colour label.
Select the desired colour of the tag.
Add text/name to the Label.
Click Save to add the label to the job.
Invoice
You can add or remove products for the job.
Click add item.
Start typing to search for the existing product.
Click the trash can icon to delete the product from the job.
Click Save in the top right of the page to save changes.
Invoice Notes
Invoice notes are notes viewable by the customer and can be added to the job report and invoice.
Click into the invoice notes text box and add the note. Click on Save.
Schedule
The schedule field is where you can assign a technician to the job, save it as unscheduled or follow up to allow multiple jobs for one address (if more than 1 body of water) and to assign a start and finish time.
Note: You can assign multiple techs to non-recurring jobs only.
Click the technician drop-down box and select a tech you want to assign the job to or leave it as unassigned if unsure who to assign the job to.
Click the Additional Technicians drop-down box and assign an additional tech if required.
Click the Save as unscheduled tab if you have no specific day and time to schedule the job for, this job will then be assigned to the unscheduled list in the calendar view.
Click the Save as follow-up tab if you want to create multiple visits for the one job or if you want to book additional jobs for the same address, date and time, but for another pool or spa at the property.
Click into the start time box if you're ready to schedule the job for a particular date and time.
a. You can select a different technician to assign the job to.
b. Click Day at the top left-hand side of the screen to view that day only.
c. Click the arrows next to the week at the top of the screen to view different week's scheduled jobs or click into the Jump to date box at the top right of the screen to search for a particular day.
d. Click the day and time on the calendar to assign the job to that day and time.
OR
e. enter the date, start and end time and the duration of the job manually under booking settings on the bottom left-hand side of the screen.
f. Click the Schedule tab on the bottom right-hand side of the screen to schedule.
Create a Recurrence Pattern
A job template can provide a default recurrence. Check the recurrence in the Schedule section before creating the job, and adjust it to match the customer’s booking. Job recurrence controls how often jobs are scheduled.
For organisations using Routes, regular pool visits can also be planned by technician and weekday in Operations → Route Builder.
Click the Make recurrence option if you want to create a recurring job.
Select one of the pre-created recurrence patterns, or select Custom if wish to create a different pattern:
Weekly
Fortnightly
Every 4 weeks
Every Month
Custom - If you want a recurring pattern that is not listed in the default patterns, you may opt for the custom recurrence. Learn more about Custom Recurrences here >> Custom Recurrence
Seasonal recurrences - To know more about this function, check out our deep dive article about Seasonal Recurrences.
Convert a Single Job to a Recurring Job
You can convert an existing one-off job into a recurring job directly from the Job Details page. There’s no need to delete the original job and create a new one.
When you convert a job to recurring, the existing job details, history, and notes are preserved, while allowing you to apply a recurrence pattern for future jobs.
How to Convert a Single Job to Recurring
Navigate to Jobs.
Locate the job from either the Calendar or List view.
Select the job you want to convert.
Click Edit Job.
Scroll down to the Schedule section.
Toggle on Recurring Job.
Click Convert.
Select the required recurrence pattern.
Click Set to apply the recurrence.
Click Actions.
Select Save to save your changes.
The job will now be set up as a recurring job based on the recurrence pattern you selected.
Important
Converting the job rather than deleting and recreating it ensures that the existing job information is retained, including its history, details, and any notes that have already been added.
SMS Notification
You can activate SMS notifications for booking reminders, booking changes or job completion.
If you do not have the SMS notification configured, click CONFIGURE, you will be navigated to the configuration section.
Select which SMS notification you want to use for the job.
If required, change the hours before the scheduled job SMS reminder is sent.
Click Edit recipients to choose or change which contact linked to the pool the SMS notification is sent to.
Click into the message content if you wish to customise the SMS for that job or customer.
IMPORTANT: SMS reminders are sent in accordance with the Spam Act 2003. Pooltrackr only delivers SMS reminders between 7:00 am and 8:00 pm AEST. Any reminders that will fall outside these hours will be queued and sent during the next permitted timeframe.
Summary
Summary displays the contact, pool and job info, you can also view or edit contact and pool info.
Click Contact to view or edit contact info.
Click Pool to view or edit Pool info.
Pool and Contact details
The pool and Contact summaries are static fields that will show within the job creation and job details page.
Click on the pencil icon if you want to edit the pool or contact.
Click on the Notes arrow to expand and show all the notes associated with the pool/contact.
Click add note if you wish to add new notes to the contact/pool
Create button
Before creating the job, check the selected template, service profile, tasks, notes, invoice items and schedule, including any default recurrence. The Create button saves the job with the details you have selected.
Click the Create tab on the top right-hand side of the screen once completed.