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Service Geeni Mobile - Using the App
Service Geeni Mobile - Using the App

Learn how to use the Service Geeni Mobile Application

J
Written by Jo Bigg
Updated over a week ago

Let's get started using the app.

Here we will take you through the ins and outs of using the Service Geeni Mobile App.

If you haven't done so already, check out our article on the Mobile App's menus and layout: A Walkthrough of Service Geeni Mobile: Understanding the Menu Flow.


Raise a New Job

Within the app, you can raise a new job directly.

To do this:

  • Open the menu from the top right corner.

  • Go to the New Job /Quote menu.

  • Click on Raise New Job.

  • From the list, you can:

    • Select a Site or Equipment item with the radio buttons.

    • Search for a specific Site or Equipment item using the Search Keyword field.

You can then choose to either:


Raising a Site Job

Raising a Job to a Site will not have any equipment on the job, this may be because it's not listed or if you are unsure of which piece of equipment the job is for before you action the job.

  • Select the +Raise Site Job link.


Raising an Equipment Job

You can raise a Service Task or a Repair Task for the equipment by clicking the Service or Repair Task buttons.

Repair Task

  • When you select Repair Task, a confirmation alert will pop up, asking if you want to proceed with raising it.

  • You can then fill in all the necessary fields.

Service Task

  • When you select Service Task a confirmation alert will appear, asking if you want to proceed with raising it.

  • The raise Service Task will ask you for the type of service, which you can select from the list.


Raise New Job Details

Whichever type of job you are raising you will need to complete the detail as required.

The following fields are *mandatory to raise the job.

  • Priority

  • Reason to Raise Job

  • Order Reference

  • Location

In addition, the below fields can be entered:

  • Contact Person,

  • Equipment

  • Internal Notes

Priority

  • Select a Priority from the drop down.

  • Click Select.

Reason to Raise Job

  • This is the reason why you wish to raise this job, it could be something as simple as "damaged equipment".

Order Reference

  • This could be the name of the contact if they are not listed.

Location

  • This will autofill from the system, you can however change it by clicking the Change button.

  • By clicking Change you will be prompted if you would like to reset the Contact Details.

  • Click Yes to continue, or No if not.

Contact Person

  • Click on Contact Person and select from the list.

The Contacts displayed are those already listed in the system against the site record.

  • Click Select.

If a mobile number is stored against the contact record it will populate the Contact Number field.

Equipment

  • If this is related to a specific asset on-site, you'll be able to select or add it.

  • Here you can scan a barcode or QR code.

To learn more about bar and QR codes go to Using the scanner.

  • Or Click select from the list.

Internal Notes

Internal Notes will only be available to your admin team and not the Customer.

  • Enter any Notes as required.

Once you've filled out the necessary details

  • Click Raise Job.

This will push it into the system, and you'll see it in your job list in real time.

You have successfully Raised a New Job!

The job will be given a number dependent on your system.


Working on an Existing Job

You can work on an existing job:

  • Tap on the Job Card from your job list to open it.

Here, you'll see all relevant details like the job description, assigned tasks, and any attached equipment.

  • Click on the phone button to call the contact at the site.

  • Click on the location button to find the site on the map and get directions.

  • Click on the van button to start travelling to the job.

  • Click on Start the Task button to start working on the job.


Start the Task

When you are ready to start:

  • Click Travelling to Job.

Once you have arrived and are ready to start:

  • Click Start the Task.

  • By selecting the Start the Task, and Travelling to Job buttons it will start and stop the watch accordingly.

The stopwatch configuration setting is optional and is generally set to "on" for your system, if this is turned to "off" it would allow engineers to manually add time.

Speak to your Admin Team for further details.


Accepting / Rejecting a Job

From within the mobile app, you can Accept or Reject Jobs.

  • You can accept a job by clicking the Accept button.

  • Click Yes To accept or No to cancel.

If you need to Reject a job:

  • Click on Reject and enter a reason.

  • Then, click Reject to confirm the rejection of the job.

The job will disappear from your job list.


A New Job has been Issued.

When a new Job is sent to your device the message New Job Issued pop-up will appear.

  • Click on OK.

This acknowledges that you have received the job.

  • Then, click Jump to Job.

Doing this will take you directly to the job for you to review and work on.


Task Details

The Detail tab shows site access times, customer and task details, and other engineers assigned to the job.

Details (Task) Actions

In the Detail view, you can access more functionality by tapping the Actions button, a popup will appear.

In the popup window, you can:

  • Edit Task Details

  • Take Site Photo

  • Site Photo from Gallery

  • Add Site Documents

  • Take Job Photos

  • Job Photo from Gallery

  • Add Job Documents

  • Sent To Engineer

  • Add Engineer

  • Take Ownership

Edit Task Details

  • Here you can edit and change the reason for the call (description), the priority, and job status and add or update an order reference.

  • Click Save.

Job Status

  • Select job status from the list.

  • Here you can also search a job status keyword.

  • Click Select.

Priority

  • Select the priority from the list.

  • Once selected, Click Save.

Take Site Photo

  • Click on Take Site Photo will open your device camera, allowing you to add a photo/s to the task.

Site Photo from Gallery

  • Click on Site Photo from Gallery will open your device gallery, allowing you to select from your gallery (previously taken photos) and add to the Task.

Add Site Documents

  • Click on Add Site Documents will allow you to select from the photo library, take a photo or choose a file, allowing you to quickly add additional information to the site.

Take Job Photos

  • Click on Take Job Photos will open your device camera, allowing you to add a photo/s to the Job.

Job Photo from Gallery

  • Click on Job Photo from Gallery will open your device gallery, allowing you to select from your gallery (previously taken photos) and add to the Job.

Add Job Documents

  • Click on Add Job Documents will allow you to select from the photo library, take a photo or choose a file, allowing you to quickly add additional information to the job.

Send To Engineer

You may need to send a job to another Engineer for further investigation or because your shift is finishing.

  • Here you can send a task from a job to another Engineer to action.

  • Click the engineer you wish to send the task to.

  • Once selected, Click Send The Task.

Add Engineer

  • Select from the list of engineer/s you would like to add to the task.

Take Ownership

Take Ownership allows you to take ownership of a job and task.

  • Click Confirm to take Ownership or Cancel to decline.


Equipment

The Equipment tab provides details about assets like make, model, or service history. You can also view documents or photos attached to the equipment record.

Equipment Actions

When working on a job, there is an Actions button at the top right of the screen which offers additional features:

  • View Equipment Documents

  • Edit Equipment Details

  • Add New Equipment

  • Change Equipment

  • Equipment not Present

  • Job History

  • Parts History

  • Quotation History

View Equipment Documents

  • Click on View Equipment Documents, here any associated documents will be displayed.

Edit Equipment Details

  • Click on Edit Equipment, here you can change and add additional detail to the equipment.

Add New Equipment

  • You can include more Equipment with the Add Equipment button.

  • Complete all sections as required.

  • Click Save.

Change Equipment

  • Click on the Change Equipment button.

  • Select the equipment as required.

Equipment not Present

If you find the equipment on the job and task are not present at the site as described you can remove or archive the equipment.

It may be the equipment has been decommissioned or moved to another location.

  • Select Equipment Not Present and choose:

    • Archive Equipment

    • Remove Equipment

Archive Equipment

Archive removes and deactivates the equipment.

If this equipment is on any contracts, you will receive the below message and the Archive will be unsuccessful.

  • Click on View to see the details or OK to close the window.

Remove Equipment

Removing the equipment will remove the equipment from the Job/Task, the equipment will remain on the system.

  • Click Yes to remove the equipment from the task.


Job History

Job History will take you to the Equipment Enquiry screen where it will list All history.

Job, Parts, Purchase Orders (PO's) and Contracts.

  • Here you navigate and drill down to the information required.

Parts History

  • Click on the Part History button to view details of Parts used on previous jobs.

Quotation History

  • Click on the Quotation History button to view details of Parts used on previous jobs.


Forms

Here you can view any forms..

Form Actions

From the Actions button, you can add a New Form or view a Test Summary.

Add New Form

  • Click on Add New Form to see a list of forms that can be added to the Task.

  • Click Add to Task to confirm the selection.

View Test Summary

  • Select View Test Summary will display further information.


Work Done

Here you can add equipment details like hours and damages, Parts, labour and any work notes. You can also add a signature, complete the task or complete and add a new task.

The options listed below are dependent on your system Setup:

  • Equipment Hours

  • Customer Damages

  • Repeated Failures

  • Book/Edit Parts

  • View/Edit Labour

  • Work Done Notes

  • Complete And Add New Task

  • Awaiting Signature

  • Go To Complete Task

Equipment Hours

  • Enter the equipment hours.

Customer Damage and Repeated Failure

Selecting Yes for Customer Damage or Repeated Failure will give you the option to add recommendations, photos, and private and public notes.


Book/Edit Parts

Here you can edit or Book (add) parts.

  • You can add a part by clicking on +Book Part.

This opens up the Book parts window.

Add Stock Parts

  • Click on Add Stock Parts.

From here you can select parts from a van, branch or search to find the part required.

  • Select the radio button Van or Branch.

Add Service Parts

  • Click on Add Service Parts.

From here you can select parts from van, branch or search to find the part required.

Van

If you have parts stored on your Van they will appear here.

Branch

  • Select the Branch radio button.

  • Click Select on the part required.

Here you will be given the stock levels.

  • Adjust the quantity by using the + / - buttons.

  • Click on Add to Task to add the part to the task.

If the Part isn't listed or you need to order parts click on Create Part Request.

View Part Requests

  • Click on View Part Requests.

Here any outstanding part request will be listed.

You can search for part requests by a word and change the search criteria by date range and status. You can also scan a barcode for a part.

Raise Part Requests

You can raise part requests in this section.

  • Click on Raise Part Requests

Here you can select by SKU or Miscellaneous.

Next, add in the quantity, and any notes. If you don't have a part number here you can add a photo or a document.

Add Miscellaneous Item

  • Click on Add Miscellaneous Item.

  • Select the Miscellaneous radio button.

Here you can enter a product name, the quantity required and cost price, the sale price and the Supplier name. Fields marked with * red asterisk are mandatory.

View/Edit Parts

This allows you to select Parts from the list to add to the task.

Allows you to view and edit parts already added to the task.

  • Click on View/Edit Parts

View/Edit Labour

Here you can see all the time currently booked.

  • Click on View/Edit Labour

View Labour

Book Labour

Here you can Select Activity and adjust the duration.

Click on +Book Labour.

  • Click on Add Labour.

  • Click on Update.


Complete and Add New Tasks and Equipment

You can add new tasks directly to a job, including adding new equipment if it's not already in the system. This feature allows for flexibility when new equipment is discovered or needs to be worked on at the site.

Complete a Task

  • Tasks can be completed or set to "Awaiting Signature" if the client isn't available for signing at that time.

Awaiting Signature

  • Interim job sheets allow for partial completion acknowledgement without closing the task.

Add New Tasks and Equipment

  • Click on +Add New Equipment & Raise Task.

Here you can also add a task to the Site that is not based on equipment.

  • Click +Add Site Task.


Completing a Job

Once the task is completed:

You can review the job summary, ensuring all notes, tasks, and customer signatures are gathered.

  • Finally, tap Complete Job.

Once tasks are complete, you're asked to select the Next Activity (e.g. travelling to the next job, or taking a break).

  • The system helps avoid errors by requiring the engineer to click "Working on Job" before they can proceed, ensuring all steps are followed.

Congratulations! You have Completed a Job.

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