Job description templates

Previously called: Job descriptions

Purpose: Job description templates are a vital part of the commusoft system. They allow you to assign job workflows, service reminders, skills, etc, as well as help automate jobs and processes. 

Adding a new Job description template

1. Profile icon > Settings > Jobs > Job description templates > Add job description.
   
   
2. Complete the details as required > Save
   NB: Optional settings are required for the Website booking Portal
   • Job description: Assign the title for the template.
   • Time to complete: Select the Job duration from the drop-down box.
   • Appear in Customer login portal: Tick the box if you want this Job description template to be visible in the Customer portal.
   • Appear in website integration: Tick the box if you want this Job description template to be visible in the Website booking portal.
   • Colour on diary: Assign the colour for the Job description template to display on the diary.

Related guides:
Website booking Portal
Customer portal

Configure a Job description template

1. Profile icon > Settings > Jobs > Job description templates > Configure

Default job values

1. Complete the values as required > Save
   • Job Notes: These can be instructions for your engineer, notes about the job description you may want to be seen for every job, etc.
   • Skills: This allows the system to assign the correct engineers.
   • Quoted amount: Enter the amount you want to quote for the job.
   • Service reminders: You can assign up to three service reminders per Job description template.
   • Invoice category: If you use invoice categories then you can assign one.
   • Priority: Set the importance of the job.
   • Schedule appointment: Check the box if you would like to add a diary event.

Related guides:
Skills
Service reminders
Invoice category

Mobile Experience

The Arrive workflows and Job report workflows have specific questions, information, etc with a variety of inputs, which you are able to connect to specific job descriptions.

1. Arrive workflows
   • Arrive question: Search the Arrive workflow > Select from the drop-down box
     
   • Default: If you have multiple workflows assigned you need to select Yes against the one you wish to be the default for the Job description template. > Save
2. Job report workflows
   • Job question: Search the Job report workflow > Select from the drop-down box
     
   • Default: If you have multiple workflows assigned you need to select Yes against the one you wish to be the default for the Job description template. > Save
     

Please note: If you do not set Arrive/Job report workflow templates for your specific job descriptions, the software will default to what you have set up for your Job arrive signature message, Job arrive on site questions, Job leave signature message, and Job leave on site questions settings. We recommend always having generic Job arrive onsite and Job leave on site questions set up in the event that the workflow templates do not sync through to the app.

Related guides:
Arrive workflows
Job report workflows

Booking portal

If you’re using the Website booking portal, you can set the number of days into the future that the route optimisation engine will consider when picking the first available appointment for the customer.

1. How many days after the current date do you want to show appointments for: enter the required number of days into the box.
2. Engineers to be used for scheduling: Choose one option Engineers to be used for scheduling or Select engineers; ensure you select all the required engineers from the dropdown.
3. Save

Please note:

• These settings only apply to your Website booking portal. These additional rules are not considered if the job is being booked via Suggested appointments, Service reminder portal or Work address booking portal.
• If there is more than one Skill in Default values, only engineers with all skills with be shown.

Related guides:
Website booking portal settings

Invoicing

1. Pricing items: Define your pricing items related to the job description using the table, set the minutes included and whether the time is carried forward > Save
2. Labour rates: Select your labour rate from the dropdown > Save
3. Automatically invoices: Add rules to automatically invoice. You can add multiple Automatic invoice rules per Job description template.
   1. Click Add invoice rule
   2. Complete the Side panel
      • Customer type: Select the Customer type from the drop-down. If you want to assign more than one type you will need to add multiple Automatic invoice rules.
      • Rule: Select from the dropdown box.
      • Set invoice as draft?: Tick the box if you want the invoice to be raised as a draft.
      • Description: Type the Invoice description assigned to the particular Job description template.
      • Invoice breakdown: Select the type of Breakdown required from the dropdown box.
      • Invoice category: Assign the Business units if required.
      • Email: Choose from the dropdown if you want the invoice to be sent.
      • Default nominal code: Assign a default Nominal code, this will apply to all line items.
   3. Save

NB: Automatic invoice rules override the Default values.

Related guides:
Pricing items
Labour rates
Invoice types
Business units
Nominal codes

Cloning Job description templates

1. Profile icon > Settings > Jobs > Job description templates > Clone > Type clone > Clone
   NB: The cloned Job description template will have the word Clone added to the Job description.

Editing Job description templates

1. Profile icon > Settings > Jobs > Job description templates > Edit > Save
   

Delete/Archive Job description templates

1. Profile icon > Settings > Jobs > Job description templates > Delete > Type to confirm
   • If the Job description has not been used: Type delete > Delete
   • If the Job description has been used: Type archive > Archive