Find out how jobs are created.
Creating Jobs is a core part of any business, and a major module is Service Geeni. 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!
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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.
Navigate to the Scheduling menu and select Service Call.
If you don’t see the tile, you can easily add it by selecting it from the Modules icon menu.
Raise a Job
There are three ways you can raise a job from the Service Call module:
Raise New Job Button
The Action Tray
From an equipment item
Additionally, you can also raise a job from Job Control.
From the Raise New Job Button
Click the Raise New Job button
This creates a blank job with no linked data, meaning you have to fill in all the fields manually.
From the Action Tray
You can use the Action Tray to raise a job against a site or a specific piece of equipment by using the Raise a Call icon.
In this view, we are viewing all Site records by Customer, i.e one line for each site.
If the Customer Account has a + next to the Action Tray, it means there are numerous equipment records on the site record.
You can raise a job here using the Raise a call icon. You'll see one of these options:
Raise a Call to Site (if no equipment is present, this is the only option available).
Raise Call with Equipment.
From an Equipment Item
The quickest and easiest way is to raise a job directly against the equipment item.
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.
Raise a job via Job Control
You can also raise a job from the + Raise New button in Job Control
Click the + Raise New Job button.
Whichever method you use, the process of filling out the information is the same.
The following section will talk about filling in the details.
Raising the Job
No matter how you arrived at this screen the process for raising a job goes like this.
Description: By default, the Description is filled with the call reason; turning the toggle off lets you manually enter a description.
Private Notes / Public Notes: 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).
Caller: 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.
Address Fields: The address fields will also be pre-filled for you.
Minimum Price: 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.
Invoice to Site ID: 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.
Call Date and Time: Some fields like Call Date and Time will be greyed out, as they’re used for tracking response times.
Target Date and Time: 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.
Charge Code: 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.
Customer Order Reference: You can also add a Customer Order Reference if required.
Priority: 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.
Job Status: 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.
Payment Terms: The Payment Terms field may already be filled in based on the customer or system defaults, but you can edit it if needed.
Here you can Save As Draft or Initiate Raising Job. However, it's best to continue to add Equipment and Site Tasks.
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 can select one or more equipment items, these lines are 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 visit dates and times if needed, and also change the charge code for each task.
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 None Selected in the Form column, you’ll be able to see if any forms have been assigned.
To add more forms, just click the Select form button at the top left of the Select form screen. This will open the full list of available options 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.
You can edit the fields just like an equipment task, and you can also add a form.
Once you have added all the tasks to the job, click Initiate Raising Job.
At this point, you may receive a pop-up 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 new job.
Review a Job
You can review any job by going to 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.
Open the selector via the edit icon.
Click the ellipsis (...) 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, branches, status, teams, and team managers where applicable.
Add the engineer to the list. If you need to send more than one, repeat these steps.