Job description templates

Purpose: Job description templates speed up job creation by providing pre-configured structures for key job components. By configuring job report workflows, pricing items, and labour rates you can save time and effort setting up each job individually.

 

View setting

➡️ Profile icon > Settings > Jobs > Job description templates > View

Job description templates - View setting.png

Add new template

➡️ Add job description > Complete the side panel > Save

*Job description: This name serves as an identifier used throughout the system.

Time to complete: Select the expected job duration from the drop-down.

Online portal price: If you plan to offer this job description as an option via the website booking portal, enter the price to display to customers.

Appear in customer login portal: Check this box if you want this job description template to be visible in the customer portal.

Appear in website integration: Check this box if you want this Job description template to be visible in the website booking portal.

Colour on diary: Choose a colour for the job description template to be displayed on the diary.

To display a job description correctly in the website booking portal, ensure all the related fields above are completed.

 

Configure job description

With your new template created, you can configure it with further details.

Job template: Default Job value

These are the details you would enter when adding a new job to a customer. The job description template can apply this information to the fields, saving time in completing commonly used job details while allowing for manual adjustments at the time of creation.

Job notes: Add relevant notes here to assist the staff in adding the job and taking information from the customer, or any other useful job information for internal use.

Skills: This allows the system to assign the correct engineers based on the Skills assigned to their user.

Quoted amount: Enter the amount you want to quote for the job, for internal use.

Service reminder 1/2/3: This makes the job a service job and links up to 3 Service reminders. If the service reminder already exists on this customer this will be used.

Invoice category: The Business unit that will apply to invoices raised on these jobs and used for reporting purposes. 

Priority: Set the urgency of the job.

Schedule appointment: Check the box if you would like to add a diary event once you save the job details.

 

Mobile Experience

Set up the questions you would like included in your arrival report and job report. 

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

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 invoice: Add rules to automatically invoice. You can add multiple Automatic invoice rules per Job description template.
    • Click 'Add invoice rule'.
    • Complete the Side panel > Save.
      • 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.
      • User group: Select the user group from drop-down.
      • 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.

NB: Automatic invoice rules override the Default values.

Related guides:

📘Customer types
📘Pricing items
📘Labour rates
📘Invoice types
📘Business units
📘Nominal codes

 

Booking portal

If you use the website booking portal, you can choose how many days ahead the route optimization considers for the first available appointment. 

  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 the option 'All engineers with given skills' or 'Select engineers'. Ensure you select all the required engineers from the dropdown.

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 guide:
📘Website booking portal settings

Clone a job description template

Clone > Type 'Clone' > Clone.

Edit a job description template

Edit > Amend the changes > Save.

Delete a job description template

  • If the job description has not been used > Type 'delete' > Delete.
  • If the job description has been used > Type 'archive' > Archive

Please note:

  • Job description can only be deleted if it has not been used in Commusoft.
  • If the Job description has been used, it will be archived.
  • Both Delete or Archive are permanent and can not be undone.