Scheduling Service jobs

Effectively managing service jobs ensures that customers receive timely service, leading to higher satisfaction and smooth operations. By adding and managing service jobs through various methods such as standard booking, batch processing, and resetting service reminders after job completion, businesses can maintain consistency, reduce missed services, and keep track of ongoing customer needs.

 


Existing system settings

Before adding or managing service jobs, we recommned checking the following settings are configured:

  • Job Description Templates are set up, especially for service-related jobs.
  • The customer’s communication rules are set to ensure timely service reminders and notifications.
  • If using batch processing, confirm that all necessary work addresses and service reminders are linked to the customer account.

 


Adding a Service Job Using Standard Booking

To set up service jobs, please follow the steps below or watch our video tutorial: ▶️ How to book service jobs & maintain future service

➡️ Locate the Customer record.

  1. Click Add new job.
  2. Tick the box labeled "Is this a service job?".
  3. Choose the relevant service type.
    • If the customer has a service reminder, the service type will display a date next to it.
    • If there’s no date, ticking the service box will create a new service reminder for the job.
  4. Fill in any other required information and click Save.

Note: Ensure the service job box is ticked to link the job with the service reminder process. Job descriptions can be set to automatically tick this box by default in system settings.

Note: If the Service reminder name is greyed out, check if there is already a job scheduled.

 


Adding a Service Job Through the Service Reminder List

➡️ View all service reminders.

  1. In the Service Reminder List, locate the customer’s reminder and click the plus (+) button next to it.
  2. The system will automatically tick the service job box and select the service type.
  3. Fill in the remaining job details.
  4. Click Save.

 


Batch Processing Service Jobs for Work Addresses

➡️ Locate the Customer record > Quick Links > Work address reminders due.

  1. Open the work addresses with pending service reminders.
  2. Use the available filters (name, status, date, etc.) to sort through the reminders.
  3. Click the plus (+) button next to each reminder to configure the job.
  4. For batch processing, select the relevant checkboxes, then click Customer decision batch process.
  5. Choose to authorize or not authorize the jobs, and click Process.

 


Resetting Service Reminders After Job Completion

  1. Complete the service job, then raise a Final Invoice or mark it as Free of Charge.
  2. Once the invoice is saved, a module will appear asking how to set the next service date.
  3. Choose from the following options:
    • Set the service date to: Adds 1 year to the current service date.
    • Change the service date to reflect one of the diary event dates: Sets the date 1 year from when the engineer performed the service.
  4. Click Save to confirm the new service date.

 


Finalizing or Closing Down a Service Job

 

When you Final Invoicing or Free of Charging a Service Job, you will be presented with a window that asks how to handle the service reminder date.

  1. Set the service date to: Adds 1 year to the current date.
  2. Change the service date to reflect a diary event: Sets the next service date based on when the service was completed.

Aborting a Service Job

➡️ Go to the job > Quick Links > Abort Job.

  1. Choose a reason for aborting the job.
  2. Click Save.

Note: Aborting a service job will not change the service reminder date.

 


Notifications

After adding a service job, customers will receive notifications based on their communication rules. Make sure to verify that all communication preferences are set correctly in the customer profile to ensure they receive timely updates about their jobs.

 


Save Your Configuration

Always verify the job details and click Save to ensure the service job is properly added and linked to the service reminder or customer account.