TRANSCRIPTION
Step 6: Scheduling The Job & Work Orders
ZevBit Software Training
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--- CLIP 1: Scheduling Jobs ---
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Alrighty, so in this video, we are going to be covering how to schedule your actual projects,
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your crews, your subcontractors, how to use ZevBit's schedule to manage all of that.
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So first things first, we have a schedule tab inside of each client, inside of each
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project.
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You're going to see any appointments, meetings you have with them.
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We also have a schedule tab on this left side navigation here.
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If we click on schedule, this is going to show us the company-wide schedule.
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It's going to show us our entire schedule across all of our jobs.
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So a couple of things to know here is you have some filters on the right side.
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This will fill out more once we start adding some more stuff here.
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And we also have not scheduled.
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So these are projects that have been signed or approved, but are not yet scheduled.
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So you can go and drag these into the calendar.
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And yeah, you have a couple of different ways of scheduling.
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Let's say we wanted to go schedule a new job for May.
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We can drag and drop the amount of days that we think that job is going to take us.
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Let's say this is a week and a half.
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And then you can hit new job.
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Here it's going to have you select the client, the project, and the crew or subcontractor.
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I've already set up a crew here in the team.
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If you haven't yet, you can click add crew, and you can set up your crew here.
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If this is empty like this, and when you're trying to set up your crew foreman, just go
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ahead and add him here as a new employee.
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So that's how you're going to set up your crew.
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I'm going to select this crew.
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As you can see, there are four employees on this crew.
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So those would show your employees there.
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And now this crew has been selected.
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For each crew, they have a default start and end time and a default days of the week
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that they work.
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When you're adding a new crew, you can set those settings, their default working hours
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and their default days of the week.
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You can also edit this from the team section.
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If we open a new tab and go into the team, you can see your crews here.
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You can always click on the three dots and edit that.
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If you need to make any changes.
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Based on these default days per week and these default hours, that's going to be what shows
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up here by default.
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You can click on this time.
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It'll show you each time per day.
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It's going to skip Saturday and Sunday by default.
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You can click this plus to add them if you need.
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And you can click on any of these times if you need to adjust the times.
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So that's how that works.
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If you need to go back, just hit back here and you'll go back to this page.
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You can also add a description and you can click show advanced options if you want to
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be able to select line items as far as what work that you're scheduling.
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Maybe we're just scheduling the pavers, but we're not doing the other work yet or whatever
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the case might be.
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We also have the overall name.
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So you can see these will have tags just to make sure that it stays updated, but you can
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click on this and delete or edit this manually if you need.
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And we also have an option if you need to put in a different address than this project
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address, you can do that as well.
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Finally we're going to show you the estimated versus scheduled hours so you can get an idea
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of if you're scheduling for more or less time than what you had in the estimate.
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When you're happy with this, you just hit save and here you'll get an option to send
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out an email to the crew if you'd like and you also have an option to send out an email
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to the client.
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So it's up to you if you want to send out these emails, you can make any edits here
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that you'd like.
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So now this job has been scheduled and we're going to see that also in the company-wide
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schedule here.
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We're also going to see that when we go into estimates, we go into this client, we're also
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going to see that here in the schedule for May for this client.
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In addition to that,
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--- CLIP 2: Adding More Jobs to Existing Customers ---
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you can always add additional tasks or events.
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So maybe we have to come back here for two more days and we have to come back and I'm
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going to select the same crew and maybe for these two days we're doing something else.
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So I'm going to adjust the name, I could say in here we're going to add a clean up.
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So now the name is going to show clean up and that will show over here in the schedule
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as well.
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So you can break it out, you can put in descriptions, whatever you need to do.
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If you don't want to send out those emails, you can just skip that and now we have another
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section scheduled here.
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In addition to that, you can also schedule tasks and events.
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So maybe one week before we start this job, we want a reminder to make sure we call in
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the utility locates.
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I can click on Monday, click new task and you'll see that there is a type of task for
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utility located and I can select who I want that to go to.
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And now this will create a task for them to call in the utility locates and you can also
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send an email to the customer if you'd like, letting them know that your utility locating
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is scheduled and we're planning to call it in on this day.
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So that's how that works.
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Now you have a couple of different tasks.
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--- CLIP 3: Create a New Task ---
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You can add additional tasks, maybe on the first day of the project, I want to make a
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task for someone else on my team, maybe my office manager.
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I want to make a task for them.
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You can add categories here where you can create a new task or you can just do like
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other if you want to do it that way.
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So any of this stuff is optional, I'm just going to confirm that, other and I just want
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to make a task called pick up progress payment.
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So you can make any inputs that you have there, choose a date and time or you can do all day
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and then you can set the attendees in different settings here, save and now we'll have a reminder
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here to go pick up that progress payment.
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You can see that that's showing up under my office manager.
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So if I hide my office manager, I won't see that task.
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This will also show up in the main schedule as well.
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So we can see these different tasks here and we can use these filters if I want to hide
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the crew and just see the tasks or whatever it might be.
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So that's how you're going to be scheduling out the jobs.
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--- CLIP 4: Schedule Views ---
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We do have a couple other views here, we have a week view so you can view this by week.
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If it has any events during the week, they'll show up like this.
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If they're all day, they'll show up like this.
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And we also do have a work week, which is just Monday through Friday as well as a day
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view where you can see one specific day at a time.
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In addition to that, we also do have a day separated by user.
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So you would be able to see the different users here and their different schedule.
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Finally, we have the agenda view where you can see a list view of whatever is going on
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that week.
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So those are the different schedule options of how you can schedule your job.
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--- CLIP 5: Time Tracking & Crew Notes ---
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When you schedule a job and an employee goes to clock into time tracking, it's going to
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show them scheduled for today if they have a job on their calendar.
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So it's important to update the schedule as needed, but it's not required as long as the
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employee has access to that job overall, they can still clock in even if it's not scheduled
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for them that specific day.
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You can turn filters on and off through here on what you're going to be viewing.
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In addition to this scheduling, we're also going to be covering work orders in this video.
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To generate a work order, you're going to go to the estimate, you're going to click
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into the estimate, and then you're going to click on the estimate name, in this case,
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main contract, and you're going to go to the proposal.
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Once you're on this proposal, in the top left corner, you'll see default estimate proposal.
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You can click on this and you can switch it to, say, crew notes.
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What this will do is it's going to hide certain items from your crew, such as the line item
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pricing.
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It will also enable other items, such as the crew notes description instead of the client
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description.
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In addition, if you'd like them to be able to see what materials are estimated for this
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pavers, you can list out all those quantities.
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Through the left side here, you can see all these different toggles.
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You can decide what is visible.
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So if I make the unit cost visible, you'll see that shows up here.
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If I make the total cost visible, that shows up here.
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So you can choose what visibility you want to be able to show to your crew foreman or
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project managers.
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This will show them what was on that job and what materials were estimated for.
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You also do have the option to show labor as well, and for all of these, we have the
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option to do totals only, if you'd like.
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If you have any subcontractors or equipment, you can turn those on as well, and it's going
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to list this out for each of the services.
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Here are the materials on the rock, the labor on the rock.
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So you can see how this could be helpful for your crew to be able to know everything that
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was on that specific job.
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To send this to your crew, you can either download this as a PDF, or you can click send
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document and you can send them this shareable link.
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So that's how that work order is going to work.
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You can set up any customizations here with these toggles, and then you can click this
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save button at the top to save those settings.
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This also isn't going to show any extra stuff like any of the terms or signature, any of
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that, because it's for your crew.
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So that's how that's all set up.
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Please let us know if you have any questions with any of this as far as scheduling jobs
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go or generating this work order.
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You can send us a message at any time.
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Thank you so much, and we look forward to continue working with you.
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End of Transcription — Step 6: Scheduling The Job & Work Orders
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End of Transcription — Step 6: Scheduling The Job & Work Orders