Find out how are jobs created.

This workshop covers how all Jobs are set up and managed in your system.

We will guide you through creating jobs, how parts and labour are added, and how the jobs can be completed and made ready for invoicing.

Essentials!

Start with our helpful ‘how to’ videos here: Create a Job.

Getting there

This section will show you how to use the Service Call feature to create reactive repair jobs for your customers in Service Geeni. You’ll find Service Call in the Scheduling module, and it has its own sub-module.

Select the Scheduling tab.
Then select the Service Call module.

If you don’t see the tile, you can easily add it by selecting it from the Modules icon menu.

There are three ways you can raise a job in Service Call:

The quickest and easiest way is to raise a job directly against the equipment item.
You can also use the Action Tray to raise a job against a site or a specific piece of equipment by using the Raise New Job icon.
Another option is to click the Raise New Job menu button.

Whichever method you use, the process of filling out the information is the same.

Raise a Job from an Equipment Item

If you want to raise a job against an Equipment item you can do so by following the below steps:

First, find the equipment item you need. You can use filters to narrow your search by customer, site, or equipment ID.
Once you've found the right item, select the Raise New Job icon from the Action Tray. This will open the service call form.

Most of the information is populated for you and some is grayed out or non-editable.

Fields like Charge Code, Priority, and Job Status may already be set if they’re linked to the equipment item or site.

Next, enter a description of the work that needs to be done.
You can also add any Private Notes and Public Notes as required.

You can also add any Private Notes (visible only to your staff) or Public Notes (which might appear on customer documents or in the customer portal).

If a contact is already set for the site, the Caller field will be populated. You can edit this or add a new contact if needed.
The address fields will also be pre-filled for you.
If applicable, you can set a Minimum Price for the job. This means if the job's cost falls below that figure, the invoice will automatically adjust to the minimum amount.
There’s also an option to Invoice to Site ID. This lets you send the invoice directly to the site instead of the customer’s main account.
Some fields like Call Date and Time will be greyed out, as they’re used for tracking response times.
The Target Date and Time might be empty unless a priority with a response time is set. You can also manually enter any agreed visit dates and times here. Your engineers will be able to see this information on their mobile devices.
Finally, select a Charge Code for the job. If it’s already populated, the data was pulled from the Site Defaults, Equipment Record Defaults, or System Defaults. You can change it if needed. You can also add a Customer Order Reference if required.
Choose a Priority that fits the job. Some priorities have response times linked to them. If that's the case, the system will automatically update the target dates and times for you. It will also alert you if you're getting close to missing these targets or if they've already been missed.
Select a Job Status to help keep things organised. You can use these statuses as filters later to make scheduling easier and to track the job's progress.
Engineers can see and update statuses right from their mobile devices.
The Payment Terms field may already be filled in based on the customer or system defaults, but you can edit it if needed.

You have successfully raised a job!

Add Site & Equipment Tasks

You can add more Site or Equipment Tasks to the job if required. Site Tasks are call-outs to the site to carry out an activity with no specific items of equipment.

Equipment Tasks are for work on other specific items of equipment at the site.

Add Equipment Task

When you click Add Equipment Task, you’ll see a list showing any services due from a service contract at the top, and a list of equipment below.

You can either add a service or pick another piece of equipment for a repair job—this way, you can combine tasks into one visit for the engineer.

The Service Job will automatically fill in with more details based on the service type.
You will now see two lines added to the job, with each line being a separate task for the engineer to complete.

The text on the line for the repair job is editable, and if you add some text here, it will add to the overall description above.
You can edit the fields for visit dates and times if needed, and you can also change the charge code against each task line.

You can adjust the fields for Visit Dates and Times if required and change the Charge Code for each task if necessary. If you already know how long each task will take and how many engineers are needed, enter that information to help with scheduling later.

If you click View in the TCC column next to the tasks, you’ll be able to see which TCCs have been automatically assigned to each task.
To add more TCCs, just click the Select TCCs button at the top left of the Select TCCs screen. This will open the full list of available TCCs for you to choose from.
You can also delete any items in the list.

If you need to remove a Task, you can do this by selecting the bin icon from the Action Tray.

Adding a Site Task

When you add a Site Task to the job, it will appear as a separate task for the engineer to complete. A site task is used when you are unsure of a specific item of equipment or when the task is not related to a piece of equipment.

Again, the fields are editable in the same way, and you can add TCCs if necessary.

Once you have added all the tasks to the job, click Initiate Raising Job.

At this point, you may receive a popup notifying you if there are any current jobs open for this customer and site. If there are, you can add these tasks to the open job or create a separate new job.

Success! You have created a Site and Equipment task.

Preview the job

Before you confirm, double-check all the details in the Job Details Page. You can get here from the Scheduling menu and select Job Control.

Find the job you just created and select Edit from the Action Tray.

You can edit some fields in this window. If you need to, you can change the site or job address.

If you know which engineer will handle the job, you can add them here.
You can specify the skill set required as well in the "Skills Required for Job" section.
Click the three dots next to "Engineer No" to open the Select Engineer screen.
You can include engineers from other branches and filter by geographical areas if you've set these for your engineers.

You can also view Engineers’ Skills. This list will only show those with the skills you selected earlier. It will also display their geographical areas, branch, status, teams, and team managers where applicable.
Add the engineer to the list. If you need to send more than one, repeat these steps.

Add Geographic Area to and Engineer

You can change the geographical locations that an engineer covers from the engineer section, it is good to update this frequently.

Go to Settings > Engineers and select an engineer.

Scroll down to Skills and Geographical Areas covered.
Click on Geographical Areas and add the area from there.

Well done! You have added a new Geographical Area to an Engineer.

Raise a job from the Action Tray

From the Service Call menu, you can raise a job from the Action Tray for a site or Equipment item.

Use the filters to narrow down by customer or site name, or use additional filters to find a site ID.

For Sites, select the site you want, click on the Action Tray, and click the Call icon.
For Equipment, you need to expand the Site to reveal any equipment items linked to it.
- Select the Equipment item.
- Using the Action Tray click the Call Icon.