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Docs Mobile The job screen

The job screen

Start and stop work, add parts, notes and photos, and see everything recorded on a job.

Overview

Opening a booking from My Jobs shows the job on three tabs. INFO has the job’s details and the buttons for recording work. HISTORY shows the parts, time, purchase orders and notes already on the job. IMAGES holds the job’s photos. Everything you add here reaches the office in the Scheduler.

A job open on the INFO tab, with the job details, the status button and Start Work and Stop Work

INFO tab

Job details

The top of the tab shows Job and its number, the customer, the job name and Scheduled Date/Time: for your booking, with the job’s status at the right. Under that:

  • Contact - the job’s contact, with their phone and email when Smartworks holds them.
  • Phone - the customer’s Mobile: and Phone: numbers. Tap a number to call it.
  • Address - the job address. Tap the orange map pin to open it in your maps app.
  • Other Team Members - anyone else booked on the job.
  • Equipment - equipment booked on the job.
  • The job description, in a box.

Job status

The coloured button reads Status, the current status and Tap to update. Tap it and choose a new status from the list. The job changes status straight away.

Start and stop work

Start Work starts the clock on the job. The orange Time on job banner then shows how long you have been working, and Start Work stays greyed out until you stop.

NeedsStart Work Note switched on (Settings › Feature › Mobile)Work Started Status switched on (Settings › Statuses)

When the office has written a start work note, it pops up as Starting Work when you tap Start Work. Tap OK to close it. When a work started status is set, the job moves to that status as you start.

The stop-work screen, with Start, End, Deduct Lunch Break?, the duration and Labour Code
Step by step: stop work and log the time
  1. Tap Stop Work, or stop work on the orange banner.
  2. Check Start, and tap it to change the time if you need to.
  3. Check End, which starts at now.
  4. Switch on Deduct Lunch Break? if you took a lunch break.
  5. Set Lunch Break Start and Lunch Break End.
  6. Check the Duration.
  7. Choose the Labour Code.
  8. Tap SAVE.

Saving adds the time to your timesheets and to the job’s Timesheets on the HISTORY tab, then takes you back to the job. CANCEL leaves the clock running. The coloured bar above Duration shows the job time and any LUNCH break.

A lunch break needs at least 60 minutes of work. On a shorter stretch the app shows Work log too short for a lunch break. Min 60 minutes. The break starts as 30 minutes in the middle of the time, and must be between 5 and 60 minutes. An end before the start shows End time cannot be before the start time.

NeedsLunch Break Job Code switched on (Settings › Feature › Timesheets)

Add Parts

Add Parts records the products you used on the job.

The Select Product list open from Add Parts, with product group buttons and Search Products
Step by step: add parts to a job
  1. Tap Add Parts.
  2. Tap Add Product.
  3. Tap a product group, or All, to narrow the list.
  4. Type in Search Products to find the product.
  5. Tap the product.
  6. Change the quantity with the plus and minus buttons.
  7. Repeat from step 2 for each product.
  8. Tap Save.

Tap the info icon beside a product to see its details in Product Info. You can change a line’s description before saving, or remove the line. Add Travel adds a travel line when the customer’s address has a travel product set up. Cancel goes back without saving.

The office can show product groups as a Select product group: list instead of buttons. When stock checking is on, a tracked product with no stock on hand shows Cannot add product, there is insufficient stock.

NeedsCombine Product Groups switched on (Settings › Product Groups)Ensure Products are in stock - Mobile switched on (Settings › Feature › Products)

Create PO

Create PO opens a new purchase order for the job, so you can order parts from a supplier on site. Saving or cancelling it brings you back to the INFO tab.

Add Notes

Step by step: add a note to a job
  1. Tap Add Notes.
  2. Type the note in the box.
  3. Change the date under it, if the note is not for today.
  4. Tap Save.

The note shows under Job Notes on the HISTORY tab.

Add Team Member

Add Team Member books other team members on the job for the same times as your booking.

Step by step: add a team member
  1. Tap Add Team Member.
  2. Tick each team member to add.
  3. Tap OK.

The list leaves out anyone already booked on the job. If a team member already has a booking at that time, Booking Conflict asks whether to book them anyway. Tap Yes to book them or No to skip them.

HISTORY tab

The HISTORY tab, with the Materials, Timesheets, Purchase Orders and Job Notes sections closed

HISTORY shows everything recorded on the job, by anyone, in sections you tap to open. Each entry shows its date and who added it. - Processed after a line means the office has processed it.

Section What it lists
Materials Parts added to the job, with the quantity of each.
Timesheets Time logged on the job, with the hours, the labour code and any note.
Purchase Orders Purchase orders for the job, as Purchase Order: and Supplier:. Tap one to open it.
Job Notes Notes added to the job.
Customer Assets/Equipment The customer assets on the job. Tap one to see its notes, jobs and images.

On parts you added today, Edit reopens them so you can change them. On other parts, + Add More adds the same product again. On a purchase order line, the split icon opens Assign to Stock, where you enter how many items were not used on the job.

IMAGES tab

The IMAGES tab, with the Upload file and Camera buttons above the job's images
Step by step: add photos to a job
  1. Tap the IMAGES tab.
  2. Tap Camera to take a photo, or Upload file to choose photos from your phone.
  3. Tap Select assets… and choose the customer assets the photos are of, if any.
  4. Tap Add Caption under a photo and type a caption, if you want one.
  5. Tap Confirm.
  6. Tap Done when the upload finishes.

Each image shows its file name, the date and any caption, and Assets: when it is linked to customer assets. Tap an image to see it full size. Tap the bin beside it, then Confirm, to delete it.

Asset Images below the list shows photos of the job’s customer assets, grouped by asset. A job takes a limited number of images. Once it is full, Maximum images reached for job. shows and the buttons are greyed out.

Good to know

Messages from the office

The office can add a note that shows on every job, as Job Notes: at the top of the INFO tab. It can also add a link, which you open with Open Link under the note.

NeedsJob Note switched on (Settings › Feature › Mobile)Job External Link switched on (Settings › Feature › Mobile)

Completed and voided jobs

When a job is complete or voided, Start Work, Add Parts and Create PO are greyed out. If the job changes status while you are working, Job Unavailable tells you it cannot be changed.

See also